Exp Guide

®

Expedition 8.0 User’s Guide

© 1997 - 2002 Primavera Systems, Inc. All rights reserved. No part of this document may be reproduced or transmitted in any form or by any means without the prior written consent of Primavera Systems, Inc. (Primavera) While reasonable efforts have been made to ensure the accuracy of this document, Primavera assumes no liability resulting from any omission or inaccuracies in this document or from use of the information obtained herein. Primavera reserves the right to make changes to any products described herein to improve reliability, function, or design, and reserves the right to revise this document and to make changes from time to time in content hereof with no obligation to notify any person of revisions or changes. Primavera does not assume any liability arising out of the application or use of any product described herein; neither does it convey license under its patent rights or the rights of others. Please send your comments about Primavera Expedition to: Primavera Systems, Inc. Three Bala Plaza West Bala Cynwyd, PA 19004 Telephone: 1-610-667-8600 FAX: 1-610-667-7894 E-mail: [email protected] World Wide Web site: http://www.primavera.com Computer Software Copyrights: The Primavera software products described in this document may not be copied, reproduced, modified, or distributed in any manner without Primavera's express written permission. Use and Disclosure Restrictions: The software described in this document is the property of Primavera. It is furnished under a license agreement and may be used and/or disclosed only in accordance with the terms of the agreement. US Government Rights: Use, duplication, or disclosure by the US Government is subject to restrictions set forth in the Primavera license agreement and as provided in DFARS 227.7202-1(a) and 227.7202-3(a) (1995), DFARS 252.227-7013(c)(1)(ii) (OCT 1988), FAR 12.212(a) (1995), FAR 52.227-19, or FAR 52.227-14 (ALT III), as applicable. Trademarks: Primavera, Primavera sundial logo, Primavera Enterprise, Primavera Expedition, Primavera Methodology Manager, Primavera Portfolio Analyst, Primavera Progress Reporter, Primavera Project Planner, P3, Primavera Project Planner for the Enterprise, P3e, Primavera Software Development Kit, Primavera TeamPlay, Primavera TeamPlay ESP, Primavera TeamPlay Methodology Manager, Primavera TeamPlay Portfolio Analyst, Primavera TeamPlay Project Manager, Primavera TeamPlay TeamPlayer, and Primavision, are either registered trademarks, trademarks, or service marks of Primavera Systems, Inc., in the United States and/or in other countries. Windows, Windows 95, Windows 98, Windows 2000, and Windows NT are trademarks of Microsoft Corporation. Other brands or product names are trademarks or registered trademarks of their respective holders. Printed in the United States of America.

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Table of Contents Preface................................................................................................. xi What’s New in Expedition.................................................................................. xii Expedition Documentation ................................................................................ xvi About This Manual .......................................................................................... xviii Expedition Customer Support ........................................................................... xix

Part 1: Getting Started An Introduction to Expedition............................................................3 Starting Expedition ............................................................................................... 4 The Expedition Workspace................................................................................... 5 Expedition Key Concepts ................................................................................... 11 Sample Projects .................................................................................................. 14 Roles ................................................................................................................... 15

Planning and Adding an Expedition Project...................................19 First Steps ........................................................................................................... 20 Adding a Project and Entering General Information .......................................... 21 Creating a Project Template................................................................................ 24 Setting Access Rights (Project Security)............................................................ 26 Setting Up the Company Directory .................................................................... 29 Customizing the Project Center .......................................................................... 37 Setting Up Distribution Lists .............................................................................. 39 Assigning Default Contacts ................................................................................ 42 Entering Initial Contract Information ................................................................. 43 Creating Submittal Packages and Submittals ..................................................... 45 Linking with a Primavera Schedule.................................................................... 47 Creating/Updating Primavera Activities from Expedition Activities ................. 51

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Table of Contents

Part 2: Working with an Expedition Project Working with Log and Document Windows ...................................57 Using Log and Document Windows ................................................................... 58 Adding, Editing, and Deleting Documents ......................................................... 61 Using the Spelling Checker................................................................................. 63 Filtering and Sorting ........................................................................................... 65 Grouping ............................................................................................................. 70 Layouts................................................................................................................ 72 Attaching Files and URLs to Documents ........................................................... 73 Viewing Expedition Attachments in Other Applications.................................... 76

Customizing Log and Document Windows .....................................77 Customizing the Project View............................................................................. 78 Customizing Column Headings and Field Labels............................................... 79 Choosing Acronyms and Titles ........................................................................... 80 Creating User-Defined Item Types...................................................................... 81 Creating and Using Custom Fields ..................................................................... 82

Setting Up Dictionaries and Preferences .........................................87 Defining Dictionaries .......................................................................................... 88 Setting Project Preferences ................................................................................. 97 Setting User Preferences ................................................................................... 108 Setting Letter Preferences ................................................................................. 113

Maintaining an Expedition Database.............................................115 Adding Serial Numbers and Users.................................................................... 116 Adding Expedition Databases........................................................................... 119 Backing Up and Restoring a Single Project...................................................... 122 Backing Up and Restoring a Stand-Alone Database ........................................ 124 Backing Up a Server Database.......................................................................... 126 Backing Up Multiple Databases at a Scheduled Time...................................... 129

Part 3: Communicating Project Information Sending Expedition Documents to Other Users............................135 Send Mail and InBox Overview........................................................................ 136 Setting Up the InBox......................................................................................... 138 Setting Up Your E-Mail System........................................................................ 139 Configuring Expedition to Use Your E-Mail System ....................................... 143 Entering E-Mail Addresses for Contacts .......................................................... 145 Sending an Expedition Document via E-Mail .................................................. 146 Receiving an Expedition Document via E-Mail ............................................... 148

Table of Contents

Preparing Transmittals....................................................................151 Preparing a New Transmittal ............................................................................ 152 Using Distribution Lists in Transmittals........................................................... 154 Copying a Transmittal ...................................................................................... 156 Generating Transmittals from Other Documents.............................................. 157 Delivering Transmittals .................................................................................... 159

Recording and Tracking Communications....................................163 Sending Documents to a Correspondence Log................................................. 164 Adding Correspondence Documents Manually................................................ 166 Recording Letters.............................................................................................. 168 Using Requests for Information........................................................................ 173 Sending Notices................................................................................................ 175 Sending Non-Compliance Notices ................................................................... 177 Writing Notes with Notepads ........................................................................... 179 Documenting Telephone Calls.......................................................................... 182

Recording Meeting Minutes............................................................185 Adding a Meeting ............................................................................................. 186 Producing an Agenda from the Minutes of the Last Meeting .......................... 188

Part 4: Working with Contracts, Project Costs, and Changes Setting Up and Using the Cost Worksheet.....................................193 How Expedition Tracks Costs .......................................................................... 194 Items the Cost Worksheet Tracks ..................................................................... 195 Adding Cost Codes ........................................................................................... 197 Adding Cost Code Definitions.......................................................................... 199 Copying Cost Codes and Titles ........................................................................ 201 Distributing Costs to the Cost Worksheet......................................................... 202 Distributing Costs Using Change Management ............................................... 205 Getting the Information You Need from the Cost Worksheet .......................... 207

Managing Contracts and Purchase Orders ...................................211 Adding a Contract or Purchase Order............................................................... 212 Generating Submittals from a Contract or Purchase Order .............................. 217 Generating Materials Delivery Records from a Contract or Purchase Order ... 218 Generating Requisitions from a Contract or Purchase Order ........................... 220 Distributing Budgeted and Committed Costs to the Cost Worksheet............... 223 Reviewing Contract Status................................................................................ 225

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Using Trends.....................................................................................227 Why Use Trends? .............................................................................................. 228 Adding a Trend ................................................................................................. 229 Generating a Trend............................................................................................ 230 Manually Adjusting the Cost Worksheet .......................................................... 231

Preparing Requisitions for Payment ..............................................233 Process Overview .............................................................................................. 234 Setting Up Requisitions .................................................................................... 235 Recording Progress ........................................................................................... 242 Certifying a Requisition .................................................................................... 248 Distributing Actual Costs to the Cost Worksheet.............................................. 251 Sending a Requisition ....................................................................................... 253

Recording Invoices ...........................................................................255 Adding Invoices to a Purchase Order................................................................ 256 Distributing Actual Costs to the Cost Worksheet.............................................. 259 Copying an Invoice ........................................................................................... 261

Using Change Management ............................................................263 The Change Management Process .................................................................... 264 Setting Change Management Project Preferences ............................................ 266 Defining Reason Codes..................................................................................... 268 Initiating Change Management from Notices or Requests for Information ..... 269 Adding Change Documents in Change Management ....................................... 270 Generating Change Documents from Change Management............................. 273 Collecting from Change Management .............................................................. 279 Costing Generated Documents.......................................................................... 282 Using Multiple Rounds of Negotiations ........................................................... 283 Collecting Commitments into a Budget............................................................ 284 Adding Multiple Commitment Documents to the Estimated Phase ................. 285

Using Individual Requests and Changes........................................289 The Change Process .......................................................................................... 290 Types of Change Documents ............................................................................ 292 Adding Change Documents .............................................................................. 300 Applying Markup .............................................................................................. 303 Distributing Costs.............................................................................................. 311 Generating Change Documents ........................................................................ 313 Collecting into Proposals .................................................................................. 318 Collecting into Change Orders.......................................................................... 320 Approving Change Orders ................................................................................ 322

Creating and Tracking Issues .........................................................325 Linking Expedition Documents using Issues.................................................... 326 Using Build Issues to Link Documents to an Issue .......................................... 330

Table of Contents

Part 5: Logging and Tracking Information: Tracking Drawings...........................................................................335 Drawings Overview .......................................................................................... 336 Setting Up Drawing Data.................................................................................. 339 Adding Drawing Documents ............................................................................ 340 Creating Drawing Sets ...................................................................................... 348 Adding Drawings to an Existing Set ................................................................ 366 Updating Drawings for Design Review ............................................................ 367

Managing Submittals.......................................................................371 The Submittal Process ...................................................................................... 372 Adding a Submittal ........................................................................................... 375 Adding a Submittal Package............................................................................. 376 Updating Submittals from a Package ............................................................... 378 Copying a Submittal ......................................................................................... 380 Tracking and Updating a Submittal Using Review Cycles............................... 382 Tracking Multiple Reviewers............................................................................ 386 Using Schedule Activities for Reference and to Update Submittals ................ 388 Compiling a Submittal Distribution List .......................................................... 393 Producing Transmittals from Submittals .......................................................... 395

Tracking Materials Deliveries.........................................................399 Adding Materials Delivery Records and Deliveries ......................................... 400 Adding a Materials Delivery Ticket and Posting to Multiple Materials at Once ............................................................................... 404 Including Materials Deliveries on Requisitions................................................ 406

Using Daily Reports .........................................................................411 Preparing a Daily Report .................................................................................. 412 Reporting Resource Use ................................................................................... 414 Listing Visitors.................................................................................................. 416 Recording Materials Deliveries ........................................................................ 417 Including Schedule Activities........................................................................... 419 Adding Attachments ......................................................................................... 421 Generating Daily Reports ................................................................................. 422

Tracking Insurance Certificates .....................................................425 Adding an Insurance Certificate ....................................................................... 426

Producing Punch Lists.....................................................................429 Creating Punch Lists......................................................................................... 430 Adding Items to a Punch List ........................................................................... 431

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Part 6: Working with Expedition Reports and Forms Printing Logs, Forms, and Reports ................................................437 Printing Overview ............................................................................................. 438 Printing a Log.................................................................................................... 439 Printing Forms................................................................................................... 441 Printing Reports ................................................................................................ 442 Printing Multiproject Reports ........................................................................... 443 Printing Dunning Letters................................................................................... 444

Customizing Expedition Reports using InfoMaker ......................445 Starting InfoMaker ............................................................................................ 446 Getting Started Basics....................................................................................... 448 Anatomy of an Expedition Report .................................................................... 450 Using InfoMaker’s Design Mode to Edit Expedition Reports .......................... 451 Organizing Information in a Report .................................................................. 454 Formatting Elements in a Report ...................................................................... 458 Previewing Reports ........................................................................................... 461 Running a Report Series and Multiproject Reports .......................................... 463

Creating Custom Reports and Forms with InfoMaker ................469 Using an Existing Expedition Report as a Template......................................... 470 Working with Tables and Columns ................................................................... 471 Adding Elements to a Report ............................................................................ 473 Using Custom Fields in Reports and Forms ..................................................... 477 Creating New Expedition Reports or Forms ..................................................... 480 Adding Retrieval Arguments to a Report.......................................................... 483

Part 7: Exchanging Expedition Data Exchanging Expedition Data with a Primavera Schedule ...........487 Setting Up Primavera Schedules for Use with Expedition ............................... 488 Linking to Primavera Projects........................................................................... 491 Exporting Expedition Data to Create or Status Activities in Primavera Projects ............................................................................................ 495 Assigning Activity IDs to Expedition Documents............................................ 498 Updating Expedition Documents with Schedule Dates .................................... 499

Exchanging Expedition Data with Other Applications ................501 Exporting Expedition Data to Other Applications............................................ 502 Importing Data from Other Applications.......................................................... 505 Using Expedition with PrimeContract .............................................................. 508 Exchanging Data with Mobile on a Palm/OS-Based PDA ............................... 509 Expedition Analyzer ......................................................................................... 510 Import Specifications ........................................................................................ 511

Table of Contents

Part 8: Appendices Fields Expedition Exports to Primavera Schedules........................................................................533 Update Primavera Dictionaries......................................................................... 534 Update Primavera Activities ............................................................................. 535 Update Primavera Enterprise Dictionaries ....................................................... 541 Update Primavera Enterprise Activities............................................................ 542

Expedition Environments ...............................................................547 Expedition Environment Tables........................................................................ 548

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Preface In this chapter What’s New in Expedition Expedition Documentation About this Manual Expedition Customer Support

Expedition is contract-control software designed to help you manage your projects more easily. From submittals to change orders, all the facts about your project are at your fingertips. This manual shows you how to plan and create a project in Expedition and then how to manage that project by logging and tracking project information, using meeting minutes, transmittals, contracts, purchase orders, requisitions, change orders, and so on. In addition, you will learn how to exchange data between Expedition and other programs, and identify the best methodology for tailoring the control process to your workflow.

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What’s New in Expedition For more information on new features, see What’s New in Expedition in Help.

This section summarizes the features that are new to Expedition versions 7.5 and 8.0. Many powerful new features have been added since Expedition 7.0 to improve usability and enhance performance. Refer to Help for more information on these new features. ■

Expedition is now available on the Internet. Expedition’s Web client enables you to use Expedition on the World Wide Web or on an office Intranet to access, add, edit, and delete your data via a Web browser. The Expedition Web client is a multiuser, multiproject, Web-based application that helps you track contacts, requests, issues, daily reports, submittals, and submittal packages. The Web client provides a way to store, organize, and track project information over the Internet. It provides you with the information you need—when you need it—via your Web browser, with the look and feel of the Expedition Windows client. Expedition for the Web connects to and interacts with your Expedition database via the Internet. When you make changes to Expedition via the Web client, the changes are sent to the database, stored, and updated in the Expedition Windows client. Likewise, when you make changes in the Expedition Windows client, the changes are reflected in the Web version, since they access the same database. Because both Expedition clients are interrelated, changes that you make in one are reflected in the other. The relationship is shown in the following diagram:

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Since most companies run multiple projects simultaneously, coordination is the key to achieving overall corporate objectives. Each project shares resources with other projects, its activities depend on the accomplishment of activities in other projects, and its information must be available to and shared by all participants, wherever they are located. For example, you can add submittals in Expedition through your Web browser, and any other authorized user can access the submittal from any location through another browser, or in Windows. By putting all the project information in an easy-to-read, easy-to-review format, Expedition helps you manage the project more effectively and more profitably. Expedition for the Web works for any type of user, including the project owner, general contractor, project engineers, architects, vendors, and subcontractors. For complete information on using Expedition on the Web, refer to the Help included with the Expedition Web client. When you use Expedition on the Web, simply click Help from any window, and then navigate using the hyperlinks, or use the powerful Index and Search features. For details on installing Expedition for the Web, refer to the Installing Expedition for the Web document on the Expedition CD. ■

Analyzer is now available to any user who is given access rights. No licenses are required.

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Expedition integrates with Palm-OS based PDAs. Mobile allows you to use any Palm-OS compatible PDA with Expedition to extend the reach of Expedition anywhere in the field. You can download information from Expedition, and record information as you walk around a job site, then upload the information back to Expedition.

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Expedition integrates with PrimeContract. If you use PrimeContract to perform transactions on the Web, you can use Expedition to send and receive information to and from PrimeContract.

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When generating multiple requests, you can now enter answers in the Generate Changes Wizard, and the answer is automatically copied to the generated requests.

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Expedition automatically links the material code with the correct line item in the Requisition Schedule of Values tab if you generate both the Material and the Requisition from the Contract. Order of generation is not important.

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Preface

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When "getting" a change order into a requisition, Expedition copies the cost distributions to the new line item in the requisition. Expedition will set the value of each cost distribution in the requisition to zero.

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You can place an RFI Turnaround Time object in the Workspace to view the average turnaround time for RFIs based on criteria that you set.

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You can place a Submittals object in the Workspace to view a chart showing the number of submittals by status.

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You can generate trends from a trend.

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To organize submittals, a new Submittal Types Dictionary allows you to define different types in the Submittal Types dialog box. The submittal types you define are available in the Type drop-down list for the submittal you select in the Submittal log window as well as in the Submittal document window.

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If you have administrator rights, you can edit cost codes in the Cost Worksheet log window.

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You can combine a filter, sort, and a group, and define them as a layout. You can then apply the layout to a log window. For example, if you use a certain combination of a sort, filter, and/or group repeatedly, you could create a layout in the New Layout dialog box using any combination of the three, and apply the layout to a log window. A layout will appear in the same log window for all projects within a database. If you create a layout called Layout1 for the Contracts log in project DEMO, Layout1 will appear in the Contracts log in every project in that database.

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A Record Delivery Ticket Wizard is available from both the Materials Delivery log window and the Daily Report Materials tab that enables you to assign a material ticket to multiple materials at one time.

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When generating a Payment Requisition from a Contract or PO that has unit price line items and cost distributions, Expedition provides the option of generating either a unit price Payment Requisition based on the Contract's/PO's unit price line items, or a lump sum Payment Requisition based on the cost distributions.

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Two new Punch List dictionaries have been added: Punch List Elevations and Punch List Rooms. Using these dictionaries, you can define elevations and rooms that can be applied to individual punch list items.

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You can now use the Group, Sort, and Filter features in Meeting Minutes Business Items, Punch Lists, and Notepads.

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Expedition Documentation Expedition documentation consists of the following:

See Help for the latest Expedition information. Use it as your primary source of information.

For the basic information you need to create reports and forms, see the Creating Custom Reports and Forms with InfoMaker chapter, and refer to Help.

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Expedition 8.0 Installation Guide explains how to set up stand-alone and client/server versions of Expedition and convert data from previous versions for use in 8.0. The network or database administrator responsible for the initial installation of Expedition, ongoing maintenance of the system and database, and general troubleshooting should read this manual.

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Expedition User’s Guide (this manual) shows how to manage and monitor paperwork from initial contracts through the last change order. All individuals who use Expedition should read this guide, even if they are already familiar with previous versions of Expedition.

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Expedition Help is an integrated comprehensive help system that supplements the printed documentation. Help is available while you are working in Expedition for quick access to information about fields, commands, and dialog boxes. Help also includes step-by-step procedures for performing each Expedition function, database table information, and answers to common Expedition questions. The Table of Contents provides a starting point for many major topics. You can also use Help’s powerful Search and Index features to find topics related to any text you enter. Click How To for a list of all procedures contained in Help.

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Online Documentation can be accessed by inserting the Expedition CD-ROM in your computer’s CD-ROM drive, then clicking the Expedition Online Documentation icon in the Primavera program group. In addition to the Expedition 8.0 User’s Guide and Installation Guide, the following documentation is available online: •

The Adaptive Server Anywhere 7.0 User Guide is a help system that explains the relational database Expedition uses to store data. You do not need to read this document unless you are interested in this advanced feature.

•

Four online manuals help you use Powerscope (the CAD viewer included with the Expedition software): Setup Guide, User’s Guide, Administrator’s Guide, and Reference Guide.

•

Four online manuals help you use InfoMaker, the report writer included with the Expedition software: Installation Guide, Getting Started, Connecting to Your Database, and User’s Guide.

•

Sample Reports, Forms, and Dunning Letters enable you to see a sample of every report, form, and dunning letter provided with Expedition.

Preface

For a summary of some of these questions and their answers, see Frequently Asked Questions in Help.

•

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Technical Bulletins on the Primavera Web site provide detailed, technical documents generated by Expedition Customer Support to answer questions asked by users. Several areas of Expedition are customizable, such as the Project View, document names, log column headings, and document field labels. The examples throughout this manual and in the online help use the default settings shipped with Expedition.

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About this Manual Anyone who will be using Expedition to track projects should use this manual. This includes owners, architects, designers, engineers, construction managers, general contractors, subcontractors, administrators responsible for setting up Expedition, and persons who will enter data in Expedition. Whether you are an experienced user or are new to the program, the User’s Guide contains the information you need to use Expedition to organize all your projects successfully. This manual is organized in eight parts: Part

Contents

Getting Started

Provides an introduction to Expedition 8.0, including workflow, the Expedition workspace, sample projects, and the initial steps required to plan and add an Expedition project. Instructions are included for setting access rights, entering contacts, creating distribution lists, entering initial contract information, creating submittals, and linking with a Primavera schedule.

Working with an Expedition Project

Explains how to work with and customize Expedition log and document windows, set up dictionaries and preferences, and maintain an Expedition database.

Communicating Project Information

Describes how to send Expedition documents to other users, prepare transmittals, track different types of communications, and record meeting minutes.

Working with Contracts, Project Costs, and Changes

Describes how to set up the Expedition Cost Worksheet, manage contracts and purchase orders, use trends, prepare requisitions for payment, record invoices, use Expedition’s Change Management feature to customize the workflow for your company’s needs, manage requests and changes, and create and track issues.

Logging and Tracking Information

Illustrates how Expedition logs and tracks important project information such as drawings, submittals, materials, daily reports, insurance certificates, and punch lists.

Working with Expedition Reports and Forms

Describes how to print logs, forms, and reports, tailor Expedition reports using InfoMaker, and create custom reports and forms with InfoMaker.

Exchanging Expedition Data

Describes how to link schedule data to Expedition, exchange Expedition data with a Primavera schedule, and export/import data to and from other applications.

Appendices

Contains details about fields Expedition exports to Primavera schedules and a table of Expedition environments.

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Expedition Customer Support If you have a question about using Expedition that you or your network administrator cannot answer using the printed or online documentation, call Expedition Customer Support at the times and locations listed below. Please have your Expedition serial number ready when you call; this number is printed on your serial number diskette. It can also be displayed in Expedition when you choose Help, About Expedition. Expedition staff log each call to help resolve your questions quickly.

Office

Time Zone

Hours

Telephone

FAX

Internet Address*

New Hampshire, US

EST

8:00-8:00 (Mon-Fri)

603-227-7227

603-227-7222

[email protected]

London, England, UK

GMT

8:30-6:30 (Mon-Fri)

44-20-8563-5555

44-20-8563-5533

[email protected]

Kowloon, Hong Kong, SAR

GMT + 8 hours

9:00-5:30 (Mon-Fri)

852-2111-8299

852-2111-9477

[email protected]

*For 24-hour support, you can also visit Primavera’s online Knowledgebase at http://www.primavera.com/support/ knowledgebase.html In the United States, Primavera periodically and randomly monitors Customer Support calls to ensure that you are receiving the highest quality support.

All Primavera products are backed by comprehensive support and training. To request product literature, contact your local dealer, call Primavera at 610-667-8600, or send your request via e-mail to [email protected] in the United States. In the United Kingdom, call 44-208-563-5500 or e-mail your request to [email protected]. In Hong Kong, call 852-2111-8288, or e-mail your request to [email protected]. Sybase databases contain calculations called stored procedures. Although a Sybase database administrator has the ability to modify these procedures, Primavera does not recommend changing them. Modifying these procedures voids your Expedition Customer Support agreement.

Part

Getting Started In this part

An Introduction to Expedition Planning and Adding an Expedition Project

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T

his part describes key concepts for using Expedition contract-control software. An Introduction to Expedition explains how to start Expedition and how to use the sample projects provided with this release. It also discusses Expedition terms and defines the different project roles that Expedition users perform. Planning and Adding an Expedition Project describes how to set up your Expedition database, including the Company Directory and distribution list, and how to assign access rights. It also explains how to link your Expedition project to a Primavera schedule.

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An Introduction to Expedition In this chapter Starting Expedition The Expedition Workspace Expedition Key Concepts Sample Projects Roles

This chapter introduces the key concepts for using Expedition as your contract-control software. An overview of Expedition’s workspace is provided, along with an explanation of the sample projects. This chapter also suggests how you can start using Expedition, depending on your role in the project process.

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Part 1: Getting Started

Starting Expedition From the Windows desktop, click Start, then choose Programs, Primavera, Expedition. Type your user name and password in the Expedition Login dialog box, then click OK. For information about changing these defaults on a network, see Adding Serial Numbers and Users in Maintaining an Expedition Database, or Expedition Administration Application in Help.

The default Expedition user name and password is EXP.

An Introduction to Expedition

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The Expedition Workspace When you open Expedition, the following workspace appears; this is where all Expedition tasks begin. Title bar

Project Center/Workspace (also the display area for log and document windows)

Window controls

Menu bar Toolbar Project View and administration commands

Folders Modules (logs and documents)

Projects

Templates

Status bar

Items

Current filter, sort and group information

Mail, access status, and schedule link indicators

The workspace is divided into four main areas: the menu and toolbar at the top, the Project View on the left, and the Project Center on the right, which may include any open log and document windows. A status bar containing messages and icons that pertain to the project appears at the bottom of the workspace. All standard Windows rules apply to the Expedition workspace. For example, you can resize Expedition windows by dragging, minimizing, or maximizing them.

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Part 1: Getting Started

For more details about each menu command, see Menu Bar Reference in Help.

Menu bar The menu bar contains a set of drop-down menus that contain the names of Expedition commands and, where available, shortcut key combinations that perform the same command. The menu commands change depending on the project level selected in the Project View: ■

If you select a project folder (such as All Projects), the available commands apply to all projects within that folder, such as access rights; the ability to define custom fields, cost codes, dictionaries, email mappings, and user names; and Project View names and orders. The Tools menu contains options for copying the Company Directory and cost codes and titles from one project to another within the same group (database), associating applications with file types, and accessing multiproject reports.

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If you select a project by clicking on it, the available commands apply to that project, such as the ability to add notepads, punchlists, and phone records from the Edit menu; access to transmittals and reports and issues from the Tools menu; and setting project, letter templates, and user preferences from the Define menu.

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If you open a module within a project (such as submittals or drawings), the available commands apply to log and document windows. In addition, an Organize menu appears that contains commands for filtering, sorting, and grouping items, and a View menu appears that contains commands for viewing issues, attachments, cost distributions, and document selection.

Toolbar The Expedition toolbar contains buttons grouped by function, which perform some of the commands also available on menus. The available buttons change according to the item selected in the Project View. To display a pop-up description of a button, hold the mouse pointer briefly over it without clicking; Expedition also displays the explanation in the status bar at the bottom of the window. Project View The Project View shows your project hierarchy, which includes the top-level folder called All Projects, followed by the folder for each project, the folders in each project, and the modules (logs and documents) inside these folders. It also contains any project templates you may have created, including the default template, AIRPORT. The Project View functions the same way as Windows Explorer. When a folder is collapsed, double-click its icon to display the names of the items in that folder. To collapse the folder, double-click the folder icon again.

An Introduction to Expedition

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For information about modifying Project View folders and log and document names, see the Customizing Log and Document Windows chapter, or refer to Help.

To open an Expedition log or document in an expanded project folder, double-click the log’s name. You can also select a log or document by clicking anywhere in an expanded folder and then typing the first character of the item you want. For example, when the Communication folder is selected, typing c selects Corr. Received, typing c again selects Corr. Sent, and typing t selects Transmittals.

For information on customizing the Project Center, see Customizing the Project Center in the Planning and Adding an Expedition Project chapter, or Customize Workspace dialog box in Help.

Project Center The Project Center contains information about either a selected project or all projects. When no projects are open, the Project Center shows information relevant to all projects. When you open a project, the Project Center can show information specific to that project if you click Edit from an item and choose this option. You can also double-click Project Properties under the Project Information folder to display the Project Properties dialog box and edit general information, key parties, and schedule information for the project.

For detailed information about the Project Center, see Workspace in Help.

You can customize the Project Center to display the information you want, for example, by including reports, your InBox, requests for information (RFIs), pie and bar charts showing outstanding issues and requests, and any action and alert items. The Actions item contains the most recent events that have taken place. The Alerts item contains items in your court that need to be addressed immediately. You can place up to 12 items in the Project Center, and you can save this arrangement as My Workspace. The next time you start Expedition, you can use this workspace or select one of the standard types delivered with Expedition. These include Administrative Assistant, General Contractor, Owner, Architect, and so on.

For more information on using actions and alerts, see Action and Alert in Help.

Viewing the information in the Project Center at the start of each workday reminds you of what you need to accomplish, who you need to contact, and when deadline items are due through actions and alerts. This information is generated by and/or directed to you, depending on your access permissions.

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Part 1: Getting Started

You can quickly access documents in your court that require you to take an action, then print a report corresponding to these action items for the project. An example of an action is shown on the next page.

For detailed information on using actions and alerts, see Actions and Alerts in Help.

The PrimeContract item enables you to send documents to and from PrimeContract.

Click to display the selected report.

Double-click a section of the chart to display a list of submittals for that type.

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Choose Tools, Reports, Form, to open a related form.

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Part 1: Getting Started

For information on log and document windows, see the Working with Log and Document Windows chapter, and refer to Help.

Log and document windows Expedition overlays the Project Center with a log or document window when you select a log or document from the Project View. You can resize these windows and move them to the left or right, or up or down. Status bar When you place the mouse pointer over a toolbar button or menu command, a brief description of the item’s function is displayed in the status bar, below the Project View. The status bar also displays the table and field name that corresponds to a field in a dialog box on which you have right-clicked. The current filter, sort, or grouping specification applied to a project is listed in the center of the status bar, below the Project Center. Icons in the right corner of the status bar indicate the following additional information about the open project: The InBox is empty. The InBox contains mail. You have Write access to the selected document. You have Read Only access to the selected document. One or more files are attached to the selected document. The current focus is on the Project View. The selected document is linked to one or more issues. Costs for the selected document are distributed to the Cost Worksheet. A Primavera schedule is linked to this Expedition project.

An Introduction to Expedition

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Expedition Key Concepts Expedition is a multiuser, multiproject application that provides a centralized way to store, organize, and track project information so you can keep your contracts on time and within budget. Record contracts and purchase orders Record the key information about contracts and purchase orders (POs) in these documents. Use the Cost Worksheet to track contract costs and categorize contract or purchase order amounts using cost codes for a detailed breakdown of the component costs for your project. You can distribute the value of any contract, purchase order, or change to any number of cost codes. Invoices/Requisitions are generated from contracts/purchase orders (POs), then sent for payment approval. The amounts are posted to the Cost Worksheet to track actual costs. Use Materials Delivery to record the date and quantity of materials received and noted against each purchase order, and incorporate these and approved changes into requisitions for up-to-date payment amounts. Companies contain physical and electronic addresses and communications numbers for all individuals with whom you interact. Expedition uses this information when you send any contract, purchase order, or other information to those individuals. Trends are an expectation of future costs (estimated revisions). Use Trends in conjunction with the Cost Worksheet (where you can modify column headings to accommodate the way you handle costs) to track possible cost increases for the project. Track contract changes After participants accept a contract or purchase order, and work begins, any changes resulting from changed specifications or changed conditions affect the initial contract. Change Management enables you to manage project modifications due to changes. You specify which change documents are created, when they are created, and where they are calculated on the Cost Worksheet. By recording all necessary contract, contractor, and cost data early in the change process, you can evaluate the effect of the change on all contracts involved and see the current status of the change at a glance.

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Part 1: Getting Started

Markup provides a way to manage overhead and profit by adding markup values to change documents. Calculate overhead and profit automatically, and add additional costs to change orders and proposals. Set default values for overhead, profit, and any other markup categories you create. Typically you will collect all proposals from committed parties, and then roll the costs and codes of each document to create a quote to the customer or owner of a project. With markup, you can add your overhead and profit prior to submitting the quote. Daily Reports provide a record of daily activities and conditions. Use these reports to record conditions observed in the field, such as soil, rock, or underground utilities that were not moved correctly, as well as to track and communicate the potential effect of these recorded conditions in a timely manner. You can also include underway activities from Primavera schedules that are linked to the project to see where the work is taking place on that report day. Phone Calls, Meetings, Correspondence, Requests for Information (RFIs), and Notes enable you to record information that may affect both the submittal and change processes. For example, a change in condition may result in meetings, phone calls, notes, letters, and correspondence that lead to a formal contract change. Change Orders and Proceed Orders result from changes in the scope of work, site conditions, or schedule delays. You can post costs associated with these changes to the Cost Worksheet so you have a total financial picture of past events and projected future costs. With this view, you can measure the impact of each change or proceed order on any contract or purchase order. Track submittals Submittals include contract drawings, sample materials, and permits that need approval. Submittals help you ensure contract compliance by tracking who received what and when they received it. Daily Reports, Phone Calls, Meetings, Correspondence, RFIs, and Notes also support the submittal process. For example, during a submittal cycle a reviewer may reject a submittal; as a result, the project team may have meetings and exchange phone calls, letters, and correspondence to clarify the requirements for resubmittal.

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The Drawing Log and Drawing Sets Log maintain a list of project drawings, facilitate the dissemination of these drawings to other parties, and provide information about the status of revisions. When you create drawing sets or revisions, Expedition makes an entry in the Transmittal Creation Queue for each contact on the distribution list. Transmittals accompany items, for example, submittals and drawings to create a permanent record of the actions taken. Expedition automatically places submittal items and drawing revisions in the Transmittal Creation Queue; you can then add any transmittals in this queue to the database and print them for recipients on your distribution list. Expedition can quickly generate transmittals, or you can customize your own. Dunning Letters remind participants of overdue items such as submittals and drawings. Expedition can quickly generate dunning letters, or you can customize your own. Forms and Reports provide quick and accurate project information in various formats. Expedition’s flexible reporting feature produces reports that summarize when items such as submittals are due, who received what and when, what has been approved and what is pending, and how many days items are overdue. Use Expedition’s cross-document tools The Issues feature crossreferences and links documents from any Expedition log to issues you define. You can link documents to issues directly as you add records to the documents, or you can link documents to issues automatically based on keywords such as underground, electrical, or some other item that may be related to a problem or other situation. Expedition then assembles the documents for review in a fully organized, indexed list so you can easily trace the sequence of actions taken, saving hours of work. The InBox stores items sent to you electronically by other participants. You can also use this feature to communicate quickly with other project team members by sending documents related to submittals and changes.

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Sample Projects Expedition includes several sample projects, each set up from the perspective of a different team member in a construction project: general contractor, owner, subcontractor, and designer. DEMO is the sample general contractor project; HOSP and OFFC are from the owner and subcontractor perspectives, respectively. Another sample project, DESIGN, is provided to demonstrate how a designer tracks drawings during design review. These projects are included as templates on which you can base your own projects. The sample projects relate to construction work that must be completed for Philadelphia County. Design Group is the architect/engineer; ACME General Contractors is the general contractor; A-1 Construction Management is the construction manager; and Stresson Industrials is the subcontractor to ACME for concrete work. The information included in the sample projects is just an example of what is possible. Most Expedition projects contain more requisitions, change documents, transmittals, and submittal cycles than the examples shown. DEMO (School Addition) contains project data from the general contractor's perspective, manages shop drawings and submittal items, tracks project issues, documents the change process, and records daily progress in the construction of a school addition. This addition is a masonry structure with brick siding that houses an automobile and light truck service center. The value of the contract between the owner and ACME General Contractors is $10 million. HOSP (South General Hospital) contains project data from the owner’s perspective regarding the construction of a new hospital wing for Philadelphia County. A-1 Construction Management is the construction management company awarded this job. The value of this contract is $9 million. OFFC (Phila Office Building) contains project data from the subcontractor’s perspective for concrete work required for renovations to City Hall. The subcontract is between ACME General Contractors and Stresson Industrials. The value of the subcontract with Stresson is $1.4 million. ENGR (Office Building) contains drawings and drawing sets for the Design Review phase of the drawing process. This project is used in the examples in the Tracking Drawings chapter to show how designers (or architects or engineers) track drawings.

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Roles The roles of the construction manager, general contractor, owner, and the engineer/architect/designer are described in this section to help you understand how Expedition is implemented by various team members in a business workflow. Construction manager As the construction manager, you’ll use Expedition to manage changes and project costs, monitor progress, and communicate with other team members. Because you represent the owner’s interests throughout the design, construction, and post-construction phases of the project, you continually answer questions about costs, quality, and progress: How much funding is required to complete the project? What is the budget, given the changes to date? What are the pending changes and problem areas? Is the project progressing according to the schedule? Who is responsible for the overdue submittals? What are the areas of noncompliance? The following list includes tasks that are usually the responsibility of the construction manager in the contract process. Included with each task is the corresponding chapter/part in this manual where you can find more information about those tasks: ■

Managing submittals: Managing Submittals chapter

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Maintaining updated estimates of cost overruns or underruns: Setting Up and Using the Cost Worksheet chapter

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Tracking changes for each project issue and their effect on the cost at completion: Part 4: Working with Contracts, Project Costs, and Changes

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Quickly finding all the documents you need to resolve open issues: Creating and Tracking Issues chapter

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Monitoring progress through written and verbal communications: Part 3: Communicating Project Information

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Customizing Expedition to match your company’s standards: Customizing Log and Document Windows and Setting Up Dictionaries and Preferences chapters

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Generating supporting reports: Part 6: Working with Expedition Reports and Forms

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Part 1: Getting Started

General contractor As the general contractor, you’ll use Expedition to manage shop drawings and submittal items, track project issues, document the change process, and record daily progress. When you want to compare progress to the schedule, you can retrieve your Primavera schedule within Expedition. The following list includes tasks that are usually the responsibility of the general contractor in the contract process. Included with each task is the corresponding chapter/part in this manual where you can find more information about those tasks: ■

Using the Drawing and Submittals logs to track shop drawings and submittal items: Tracking Drawings and Managing Submittals chapters

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Coordinating submittal activities with the project schedule: Managing Submittals and Exchanging Expedition Data with a Primavera Schedule chapters

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Identifying issues that require resolution and creating change documents: Creating and Tracking Issues chapter and Part 4: Working with Contracts, Project Costs, and Changes

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Identifying areas with significant cost variance and analyzing the effects of pending changes on profit: Setting Up and Using the Cost Worksheet chapter, and Part 4: Working with Contracts, Project Costs, and Changes

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Tracking items that must be completed before final payment is made: Part 4: Working with Contracts, Project Costs, and Changes

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Reporting daily progress: Using Daily Reports chapter

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Generating supporting reports: Part 6: Working with Expedition Reports and Forms

Owner As the project owner, you’ll use Expedition to organize project data so you can stay on top of progress, coordinate activities with your operations people, and make sure that all of the project details are handled by the appropriate people. You will find Expedition’s comprehensive records of documents, correspondence, and changes invaluable for claims avoidance. The following list includes tasks that are usually the responsibility of the owner in the contract process. Included with each task is the corresponding chapter/part in this manual where you can find more information about those tasks:

An Introduction to Expedition

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Analyzing the projected cost and identifying areas with significant cost variances: Setting Up and Using the Cost Worksheet chapter

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Approving requisitions: Preparing Requisitions for Payment chapter

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Identifying unfinished tasks for which final payment should be withheld: Part 4: Working with Contracts, Project Costs, and Changes

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Identifying issues that require resolution and issuing change orders: Creating and Tracking Issues chapter and Part 4: Working with Contracts, Project Costs, and Changes

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Managing submittals: Managing Submittals chapter

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Comparing daily progress to the schedule: Using Daily Reports chapter

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Generating supporting reports: Part 6: Working with Expedition Reports and Forms

Engineer/Architect/Designer As the project’s designer, you’ll use Expedition to track specifications and drawings, control the submittal review process, monitor progress by the design team, communicate with other team members, and coordinate the activities of outside consultants. The following list includes tasks that are usually the responsibility of the designer in the contract process. Included with each task is the corresponding chapter/part in this manual where you can find more information about those tasks: ■

Managing design and contract drawings: Tracking Drawings chapter

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Recording the design budget and expenses: Setting Up and Using the Cost Worksheet chapter

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Tracking changes in scope and their effect on the cost at completion: Part 4: Working with Contracts, Project Costs, and Changes

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Quickly finding all the documents you need to resolve open issues: Creating and Tracking Issues chapter

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Monitoring progress through written and verbal communications: Part 3: Communicating Project Information. Generating supporting reports: Part 6: Working with Expedition Reports and Forms

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Planning and Adding an Expedition Project In this chapter First Steps Adding a Project and Entering General Information Creating a Project Template Setting Access Rights (Project Security) Setting Up the Company Directory Customizing the Project Center Setting Up Distribution Lists Assigning Default Contacts Entering Initial Contract Information Creating Submittal Packages and Submittals Linking with a Primavera Schedule Creating/Updating Primavera Schedule Activities from Expedition Activities

This chapter presents a general approach for structuring and entering project information in Expedition. Use these guidelines to set up Expedition in the most effective way for your business.

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Part 1: Getting Started

First Steps Expedition offers a wide range of features and functions. Depending on how you currently manage contracts—or how you want to manage them— you can use all the features or select only the ones you need to support your work process. The following figure is a general plan for setting up and implementing Expedition. Step 1 is described in the Installation Guide. The remainder of this chapter describes steps 2 through 5.

3a.Optionally link to and use Primavera schedule activities.

1.Set up and start Expedition.

2.Add the project and enter general information.

3.Set up the initial Company Directory.

4.Enter initial contract information (and define cost codes).

5.Create initial submittal packages.

Expedition’s flexibility enables you to realize its benefits even if you don’t have all the details about your project at the beginning. As the project progresses, you can add and/or modify the information entered during the initial setup, such as new negotiated contracts, new or changed companies, and more clearly identified and defined submittals and submittal packages. For details on tailoring Expedition functions to your company’s requirements, see the Customizing Log and Document Windows chapter.

These are the basic steps to get started in Expedition; adapt them to your own work process.

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Adding a Project and Entering General Information For detailed information on adding a new project, see Add a New Project in Help. Click How To, then click Add a New Project. From there you can choose links to related topics.

Add a new project You can add a new project in Expedition at any time. Choose File, New Project.

The New Project dialog box offers three ways to create a new project, as shown on the following page:

You can view the project properties at any time by double-clicking Project Properties in the Project Information folder in the Project View.

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You can use the Project Jumpstart Wizard, which guides you step by step from start to finish. This method is best when you have most of the information prepared for the project or are unfamiliar with creating a new project.

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You can use the standard New Project dialog box. This method is best when you are familiar with creating a new project, or when you have partial or little project information and plan on adding more information as you get it.

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You can create a project name and assign it to an administrator, who will then enter the project information. Expedition notifies the administrator that a project has been added that requires information. The File, New Project menu item is not available if you do not have rights to create a new project.

See Help for detailed information on using any of these three options to create a new project.

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Part 1: Getting Started

Choose the first option in the New Project dialog box to open the Project Jumpstart Wizard, which guides you step by step through creating a project. Select any of these topics to move directly to that phase in the wizard. Type a unique abbreviation and title for the project. You must enter data in these fields to add a project.

Click Next to continue creating the project.

Project Jumpstart Wizard (first option)

Choose the second option in the Add a New Project dialog box to open the New Project dialog box, where you can enter general information about the project. Type the location of the project. Type the original contract value.

New Project dialog box (second option)

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Choose the third option in the New Project dialog box to request that an administrator create a new project.

Select the administrator; Expedition notifies that person that a request has been made to create a new project.

For more information about setting access rights, see Setting Access Rights later in this chapter or Set Access Rights in Help.

Administrator request (third option) When you add a new project, you become the project administrator. Project administrators have Write access to all documents in their projects. (Expedition administrators have Write access to all documents in all projects.) By default, all other users have no access rights to new projects. Assign user access rights in the Access dialog box (choose Define, Access).

Delete a project To delete an entire project, select the project in the Project View, then choose File, Delete Project. When you delete a project, you permanently remove that project and all its associated documents.

Defining the Key Contact For more information about defining default contacts per document type, see Assigning Default Contacts later in this chapter.

The contact you specify in the Your Company field in the Project Properties Key Parties tab is the key contact for the project. When you create documents, Expedition automatically enters the key contact’s abbreviation in the To or From field, based on the role you specify for the Company in the Key Parties tab. For example, if the key contact is the GC (general contractor), Expedition automatically displays the abbreviation in the From field on contracts and purchase orders, and in the To field on deliveries and correspondence received items. Choose Define, Default Company Setup, to view or modify this assignment.

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Creating a Project Template If you will be adding projects that use the same key parties, currency, and schedule information, you can create a project template that contains this information. Use this template for each new project you create. Add a new project template You can add a new template in Expedition at any time. Choose File, New Template. The New Template dialog box contains the same fields as the New Project dialog box.

Enter the information that you want to use in your projects. Use the template as a basis for a new project When you want to create a new project that uses the information in the template, choose File, New Project, and click the first option to open the Project Jumpstart Wizard.

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Click the Template tab to choose a template.

Select the template to create the project with.

When you select a template, Expedition creates the new project based on the information contained in the template. You can edit this information in the new project.

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Setting Access Rights (Project Security) For more information on security, see Access or Security in Help. Use the Search feature and type in access or security for a list of related topics.

Expedition has three user levels: Expedition administrator, project administrator, and restricted user. Expedition administrators and project administrators can set access rights to a project for Expedition users. Access rights determine which modules and documents a user can view or edit. You can set a user’s access rights for each Expedition module. Expedition administrator Expedition administrators have full access to all new and existing projects. They can ■

Change module-and process-level security for all projects and users.

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Change the owner of any project and delete any project

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Copy project access rights from any project and user to any project and user A user name and password with Expedition administratorlevel access rights is shipped with Expedition. When you start Expedition, type EXPADMIN in the Login and Password fields to log on as an Expedition administrator.

Project administrator A project administrator is the user who created a particular project. Project administrators initially have full access to all projects they create. They can ■

Change module-and process-level security within projects they create and change their own access rights

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Change ownership of projects they create and delete projects they create

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Copy project access rights from any project to projects they create Project administrator rules apply only if the user who created the project retains ownership. If ownership changes, the new owner gains full access to the project, and the original owner becomes a restricted user.

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Restricted user By default, restricted users have no access to projects (including all modules and process-level security). An Expedition administrator or project administrator can change a user’s default access rights using the Access dialog box (choose Define, Access) and the Expedition Administration Application (from the Windows desktop, click Start, then choose Programs, Primavera, Expedition Utilities, Administration). Choose Administration, User IDs, and click the Security tab to change the default settings. Access rights set for Project Information also control access to Project Preferences.

Access rights apply to the selected user and project. Only Expedition and project administrators can change the user.

Set a user’s access rights Choose Define, Access. In the Access dialog box, select the user and project for which you want to set access rights. Set the user’s rights by module. Choose Read access to enable a user to only view data in a module; choose Write access to enable the user to read or change data in a module; and choose No Access to prevent the user from opening the module. If a user has No Access rights to a particular module, that module will not appear in the Project View. Identifies the current project administrator

Mark to allow this user to open this project. Click to set the user’s access rights to all modules at once.

Mark these checkboxes to enable a user to perform various functions in Expedition.

To restrict this user’s access only to documents that have a certain To or From Contact, and to submittals in which that same contact is listed as a Received, Sent, Returned, or Forwarded reviewer, mark the Restrict Access by Contact checkbox, then select the contact.

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Part 1: Getting Started

You cannot change Access rights for Expedition administrators. They always have full access to all projects.

Set access rights for a group of users across projects To save time, the project administrator can copy the access rights for all users in one project to another project. When no project is open, choose Tools, Copy Access. Select the project from which to copy users’ access rights.

Click to copy the access rights to the new project.

Select the project in which to insert the users’ access rights.

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Setting Up the Company Directory Expedition’s Company Directory enables you to store information about everyone involved in your project. You can include names, phone numbers, and addresses of subcontractors, managers, suppliers, your own staff, and any other companies or individuals involved in the project. Nearly all Expedition documents use the information included in the Company Directory. Entering this information at the beginning of the project ensures that your unique abbreviations are consistent, avoiding confusion and mistakes. Even if you have only part of the company’s information, enter at least the company abbreviation, name, office address, and a key contact; you can add missing details later. For more information on adding companies and contacts, see Add a Company and Contacts in Help.

Add a company and contact Double-click Companies in the Project Information folder, then choose Edit, Add Item.

Enter a unique, easy-to-remember company abbreviation of up to eight characters. Enter the company’s name.

To create a new specification section code and add it to the list available here, choose Define, Dictionaries, Spec Sections (when no project is open). To create a new role and add it to the list available here, choose Define, Dictionaries, Roles (when no project is open). Enter a Tax ID for the company to simplify billing. Mark to indicate if the company is Disadvantaged (DBE), Minority (MBE), or Woman-Owned (WBE). This is the default address because it corresponds to the key contact’s initials.

In the Contacts tab, enter information in each field for each contact. In the Remarks tab, enter any other important details.

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Part 1: Getting Started

After you enter an abbreviation for the company and the company name, select the company’s role. Roles are useful when sending items to a group of contacts. For example, you can send a change document to every contractor recorded in the Company Directory by specifying the CON role code. Expedition requires that you enter the key contact’s initials.

In the Key Contact field, select the initials of the person to whom most documents will be addressed. Enter the key contact’s location, if there is more than one for the company or the key contact, to make corresponding easier.

For information on creating your own roles and specification section codes, see the Setting Up Dictionaries and Preferences chapter, or Add a Specification Section or Create Contact Roles in Help.

Select a specification section code. Specification section codes are a part of a standard coding system developed by the Construction Specification Institute (CSI). You can select these codes from any Spec Section data field, or you can create your own codes in the Spec Section dialog box (when no project is open, choose Define, Dictionaries, Spec Sections). Add more contacts for the company If you want to add additional contacts for the company, open the Contact Directory document window from the Companies log and choose Edit, Add Item. You can add as many contacts as needed for each company.

Define standard paper sizes by choosing Define, Dictionaries, Paper Sizes (when no project is open).

Add an address, paper size, and number of copies for drawing distribution to a contact Click the Contacts tab on the Contact Directory document window, then choose Edit, Add Item. Enter information for all applicable addresses, such as office, shipping, or billing; phone numbers; and e-mail information. Select the paper size, and type the number of copies you will be using to send drawings for design review or distribution for this contact. This information is used in the Drawings and Drawing Sets logs. Add remarks to a contact Click the Remarks tab on the Contact Directory document window and type any important details, such as directions or office hours.

Planning and Adding an Expedition Project

Expedition adds the salutation “Dear...” when you enter the contact’s title and last name. When you select an existing location, Expedition supplies the address.

Define standard paper sizes that will appear here by choosing Define, Dictionaries, Paper Sizes (when no project is open).

Expedition does not apply changes you make in this dialog box to any documents where the original address already appears (such as contracts). This practice protects the validity of the original document information.

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Part 1: Getting Started

Adding Companies and Contacts “On the Fly” When you add a document in Expedition, you may need to enter information for a company not included in the Company Directory. Rather than interrupt your current task, you can add company information “on the fly” from any Expedition log or document. When you enter an unknown company abbreviation in any related field, Expedition displays the Company Not Found dialog box.

Type the company abbreviation, company name, contact initials, and contact name, then click OK. The Contact Directory dialog box is displayed so you can supply the details. When you click OK, Expedition adds the company and contact information to the Company Directory.

To set up a new Expedition project more quickly, you can copy the Company Directory from a similar project in the same database by choosing Tools, Copy Contacts (when no project is open). You can also copy companies and contacts from or to a project group. If Expedition detects duplicate companies, you can overwrite the original company with the new one or cancel the copy process. Copy the Company Directory From the project to which you want to copy companies and contacts, choose Tools, Copy Contacts.

Planning and Adding an Expedition Project

Select the project from which to copy companies.

Select the companies to copy to the project.

You can also copy companies from a project to the group. When no project is open, choose Tools, Copy Contacts. Select the project from which to copy companies into the group.

Open the project to which you copied the companies, then open the Company Directory to display the information just added.

Expedition copies all contact information from the source project, including fax and e-mail addresses.

Delete a contact or address Select the contact in the Contact Directory Contacts tab, then click Delete. When prompted to confirm whether you want to delete the item, click Yes.

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Part 1: Getting Started

Contact Autofill Feature Saves Time Expedition’s Autofill feature saves you time because it automatically enters userdefined values for various data fields. When you specify a company abbreviation in any document, Expedition copies the To address this transmittal to Chris Atkinson at Design Group, select the company abbreviation, DESIGN, here.

Expedition automatically enters Chris Atkinson’s name and address from the Company Directory, since he is the default contact for the company.

company name, default initials, and corresponding address to the document, as in the sample transmittal below. To enter a contact not defined in the Company Directory for the company, edit the Initials field. To enter Steve Johnson’s address, type SJ, or select his initials.

Expedition enters the address associated with the initials recorded in the Company Directory.

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Saving Companies and Contacts in the Project/Group List Each project contains its own directory of project companies. Expedition also maintains a directory of database companies that all projects in the same database share. For more information on how to set contact preferences, see Setting Project Preferences in the Setting Up Dictionaries and Preferences chapter.

When you add a new project, Expedition uses the Project Company Directory by default. To use the same companies for all of your projects, switch to the Group (database) Company Directory. From a project, choose Define, Project Preferences, and click the Contacts tab. In the Group or Project Contacts field, select Group (database). If you change an existing company in a project, Expedition also updates the Group Company Directory, even if the active directory is Project, as long as you marked the Update Group When Project Contact Edited checkbox in the Project Preferences dialog box. You can save new companies in the Group Company Directory while using the Project Company Directory. Mark the Add Contact to Group After Adding to Project checkbox in the Project Preferences dialog box.

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Part 1: Getting Started

Company Directory Reports and Forms Expedition provides several standard reports and forms you can use to print company information. Choose Tools,

Reports, then choose Forms or Reports. Select a form or report, then click Print. The following is a sample Contacts Report.

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Customizing the Project Center For detailed information on using the Project Center, see Workspace or Customize Workspace dialog box or Project Center in Help (press F1 when the Project Center is active). For information on items, type the item topic (such as alerts or actions) in Help’s Index or Search tab.

The Project Center is a customizable window that enables you to quickly view and access your information. ■

You can use the Project Center as a starting point for all the tasks you need to perform in Expedition.

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You can view information across all projects, or one project at a time.

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You can add items to the Project Center that allow you to view issues, requests for information (RFIs), actions, alerts, and reports. Other items allow you to analyze data, integrate with a Primavera schedule, view your InBox, prepare documents, and synchronize with Mobile.

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You can double-click a section of a graph to display the details.

Click Customize to change the appearance of the currently selected Project Center window.

You can include up to 12 items in the Project Center.

Click Refresh to update the Project Center information.

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Part 1: Getting Started

Customize the Project Center Click Customize to select which items appear in the Project Center and where they are placed. If you want to include your own logo at the top of the Project Center, type the path and filename, or click Browse to search for it.

Select the items to include in the Project Center, then drag them to the Layout area. You can also select an item and click Add.

For detailed information on customizing your desktop, see Customize Workspace dialog box in Help.

Items can be included more than once in the Project Center. For example, if you want issues to appear as a graph, a bar chart, and a pie chart, move three Issue items to the Layout area, then edit each item’s appearance by clicking the Edit button above it in the Project Center. Mobile and PrimeContract items can only be added once.

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Setting Up Distribution Lists After you set up your Company Directory, you can create distribution lists for the project participants involved in the transmittal, submittal, or drawing processes. Expedition displays the defined distribution group names in the distribution selection lists in these documents. You can use the same lists in any project in the same database, add or delete names, and combine them as necessary. Setting up distribution lists saves time by enabling you to quickly select a group of participants to whom you want to send a document instead of selecting each one individually. You can establish different distribution lists depending on the document and person to whom you want it sent. For example, if you’re the general contractor, you may want to set up a distribution list that contains your subcontractors so you can send them the transmittals resulting from their submittals. All the contacts in the list will receive a copy of the document. At the beginning of a project, you may need to communicate with different team players to determine who requires a copy. As contract work progresses, you can refine the lists and copy them to other projects. If you assign contacts to a group (select Group from the Project Preferences Contacts tab), they apply to all projects in that group. Add a distribution list Choose Define, Distribution Lists. Click Add, then type a distribution list name and title in the Distribution List dialog box.

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To modify a list, double-click its icon.

Establish a distribution list by selecting company abbreviations; Expedition arranges the distribution list by company name, then by contact initials.

Any changes you make to the Company Directory are also reflected for the corresponding company in distribution lists.

The All Companies area contains all companies in the current project if contact Project Preferences are set to Project; it contains all group companies if contact Project Preferences are set to Group. Companies assigned to the Group level apply to all projects in that group. In the All Companies area, select each company and contact combination you want to include in the list, then click Add to copy the selected items to the Companies in List area. To remove items from a distribution list, select each item in the Companies in List area, then click Remove. Click Finish when you finish defining the list. Expedition displays the Distribution Item dialog box containing the selected contacts’ initials, names, e-mail addresses, fax, and telephone information. Click Add to display the Distribution List dialog box and add another company to the list or press the Delete key to remove names from the list. Edit a distribution list You can also edit an existing distribution list name and/or title in the Distribution Item dialog box (from the Distribution dialog box, double-click a distribution list. Expedition reflects any changes in future uses of the list; the original version of the list (before editing) remains unchanged where it is already used in Expedition.

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Click Close from the Distribution Item dialog box when you finish modifying the current list. Click Close from the Distribution dialog box when you finish defining distribution lists. Copy a distribution list to another list In the Distribution dialog box, click Copy to copy the names from one list to another list in the same project or group. Expedition copies names that are new to the specified list and ignores any duplicate names.

Create a new list from the existing list, or copy the existing distribution list to another list.

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Assigning Default Contacts To specify which contacts Expedition automatically displays in the To and From fields of a particular document, open a project and choose Define, Default Company Setup.

The Default Company Setup dialog box displays the default contact assignments for the currently open project. Customize contact assignments To customize this information, select the field name to which you want to assign a default contact. (The Item Type column contains the system acronyms for each type of Expedition document; to view acronym descriptions, when no project is open, choose Define, Document Acronyms and Titles.) Between the quotation marks in the Default Value column, type the company abbreviation for the default contact you want to specify, then click Close. You can edit or delete default contacts at any time. Changing the default contact affects new documents only. Contact names for existing documents remain unchanged.

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Entering Initial Contract Information For details on setting up the Contract log, see the Managing Contracts and Purchase Orders chapter.

If you plan to use Expedition to track costs in change documents or invoices, set up the Contracts log next. Entering this information enables you to connect all subsequent change documents, requisitions, or invoices with the appropriate contracts, and it simplifies creation of reports and related correspondence. In the Contract Information folder, double-click Contracts to open the Contracts log. Double-click the document icon in the log for the contract you want to open.

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Setting Up Cost Codes and Modifying Cost Worksheet Headings For details about using cost codes, see the Setting Up and Using the Cost Worksheet chapter.

If you plan to track project costs in Expedition, you need to set up cost codes to classify different types of work associated with the project. As the project progresses, you can then compare budgeted, committed, funding, and actual costs for each cost code. Developing one set of codes across all projects at the start ensures that your account structure is complete and consistent. To set up the Cost Worksheet more quickly, you can copy the cost codes and titles from a similar project in the same database. With no project open, choose Tools, Copy Cost Codes and Titles. There cannot be any existing cost codes in the receiving project to be able to copy.

For details about customizing column names, see Customizing Column Headings and Field Labels in Help.

You can also modify Cost Worksheet column names (as well as other module column names) to match terms you use in your business. For example, you may use Revenue rather than Budget. Primavera recommends that you make column name changes at the start of the project, since these changes affect all projects within the same database or project group.

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Creating Submittal Packages and Submittals For details on creating submittals, see the Managing Submittals chapter.

You can easily track submittal review cycles with Expedition. No matter how many revisions a submittal goes through, you will always know who received it and when they received it; which submittals were approved and which are pending; which are overdue and by what amount of time; and, perhaps most important, who is currently responsible. Expedition also provides distribution copies, transmittals, and dunning letters.

For more information on submittal packages, see Adding a Submittal Package in the Managing Submittals chapter.

Group related submittals into packages to help organize them. For example, you can assemble a submittal package for all items pertaining to a specific supplier, floor of a building, or area of work. Set up packages at the beginning of the project so you already have an organized structure when you are ready to enter individual items.

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Building Submittal Activities You can build submittals for packages using activities from a linked Primavera project. All you need to know is when the submittal process should begin. If you know the date when the construction activity must start, Expedition can calculate the required start and finish dates for the submittal, ensuring you’ll meet this date. Choose Edit, Add Item, when the Submittal Package document window is open, then click the Schedule tab to establish the activities that make up the submittal. You need to determine which activity in the linked

schedule is your final activity, or the activity that represents a milestone for the submittal. From there, you can add activities that should precede, in succession, the final activity. Enter the lead time necessary for each activity to start. Expedition calculates each activity’s start and finish dates based on the lead times entered. If you are tracking submittal-related activities in the linked Primavera project, you can choose to update lead time based on duration, as well as start and finish dates based on the early or actual dates from the latest calculated schedule.

First select the construction activity for the submittal... ...then supply the activities that precede it.

Supply the lead time necessary for the next activity in the sequence to begin.

Each submittal may not require all of these steps or activities. If an activity is not applicable for the submittal, leave the corresponding lead time blank.

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Linking with a Primavera Schedule You can link projects scheduled in Primavera project management applications to Expedition projects. Once this link is established, you can use activities in these projects to build and update Expedition project data. P3 and SureTrak Primavera project data is linked to Expedition through ODBC (Open Database Connectivity), which enables separate applications to “talk” to each other. To set up Primavera data for ODBC, you first need to create data dictionary files (.DDFs) in the Primavera project management application for the project you want to access in Expedition, then specify the path and project name in Expedition using the Schedule tab in the Project Preferences dialog box (choose Define, Project Preferences). You can create an ODBC connection between Expedition and any Primavera project group or project. Primavera Enterprise Install the Primavera Software Development Kit after you install Primavera Enterprise as follows: 1 Locate and run the SETUP.EXE from the CD and accept the license agreement. 2 Choose Primavera Enterprise Applications or Components, then click Next. 3 Choose Other Components, then click Next. 4 Choose Primavera Software Development Kit, then click Next. Finish the installation according to your specifications. 5 Connect the Expedition project to the Primavera project. Open the Expedition project, then select the project to connect to by choosing Define, Project Preferences. Click the Schedule tab. Select Primavera Enterprise from the Schedule drop-down list, then select PRIMAVERASDK_PE from the Database drop-down list. Login to the Primavera Data Provider with your user name and password. Select the Primavera project from the Project drop-down list. Primavera activities will appear in Activity ID drop-down lists in Expedition. Even if you do not have access to the Primavera project management application from your workstation, you can view schedule data from within an Expedition project.

Note the following before linking Expedition to a Primavera project group or project:

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■

You must update the data dictionary files for the Primavera project each time you change values in the Activity Codes Dictionary.

■

You can link one Primavera project group or project per Expedition project.

■

You must save your SureTrak projects as a P3 Concentric project.

Planning and Adding an Expedition Project

One set of .DDF files contains data for multiple projects.

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Link Expedition to a Primavera schedule First, create the data dictionary files for the project you want to access by opening the project in the Primavera project management application and choosing Tools, Update Data Dictionary. Choose the Advanced option to update all data fields and use the other defaults in the dialog box, then click OK. Two files, FILE.DDF and FIELD.DDF, are created in the current project folder. Exit the Primavera project management application, then open the Expedition project to which you want to link. Choose Define, Project Preferences, then click the Schedule tab.

Select the type of schedule to which you are linking.

To link to a specific project that belongs to a group, select the project and group names.

Mark this checkbox to filter underway activities in daily reports by the RESP code.

For details about linking Expedition to a Primavera project in a network environment, see Linking to Primavera Projects in the Exchanging Expedition Data with a Primavera Schedule chapter.

The sample DEMO project supplied with Expedition is linked to a sample Primavera Project Planner (P3) project, so you can immediately see how schedule data can be used and integrated throughout an Expedition project. The dialog box above shows the default location and other summary information about the P3 DEMO project.

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In the Project Information folder in the Project View, double-click Schedule to review a Bar chart of schedule activities from the linked Primavera project. Expedition displays all activities in the project with bars representing percent complete within the time frame; the bars represent the latest schedule data.

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Creating/Updating Primavera Activities from Expedition Activities If you use Expedition and a Primavera project management application, you can exchange project data between the two products in the way that works best for your organization. This section suggests steps for setting up projects to benefit from the interchange, and explains how to create and update activities after you establish the exchange procedure. Expedition schedule data are exported via reports located in the SCHEDULE.PBL environment; you can also run the reports using InfoMaker. Although you can modify exported reports in InfoMaker and save them in .CSV (comma-separated-value) format (choose File, Save Rows As), the resulting file format may not be imported successfully. For a complete list of the Primavera data that are created or updated during the export from Expedition, see Fields Expedition Exports to Primavera Schedules in Part 8, Appendices.

Create activities The activity ID and description, early start, early finish, cost code and title, and company abbreviation (for the RESP activity code in the Primavera project) are added. For example, if you added new submittal activities in Expedition, export adds this identifying information to the Primavera schedule; you can then update those activities in both products as work progresses. Update activities Update actual dates and costs for Primavera activities based on the associated Expedition document for which you have recorded start or completed dates. Use Primavera Enterprise/P3/SureTrak activities to update submittal activity dates. If you choose to update submittals from the schedule, the dates are updated from the linked application. If you choose to update submittals from the lead time, the dates are calculated based on the duration of each schedule activity. If you are not using schedule activities to update submittal activity dates, you can manually enter the dates for each submittal activity in the Start and Finish fields. Mark the checkboxes when each activity has started or finished. When you select a Ref Activity in the Approval Period field, the Approval Period Actual Finish date becomes the Required Finish date, and the Submittal Preparation Actual Start date becomes the Required Start date. Management checklist Setting up a smooth linking process between Expedition and Primavera projects requires some initial planning. The owner, construction manager, or other person responsible for managing contracts should work with the Primavera project controls coordinator to build the schedule and standardize the procedures used to create and update projects.

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You can export Expedition data to Primavera project management applications.

The Primavera project controls coordinator should perform the following steps before importing Expedition data: 1 If you plan to export requisition data to update costs in the Primavera project management application, specify two decimal places for calculations in the application for compatibility with the Expedition schedule of cost values. 2 When assigning cost codes to activities in the Primavera project management application, do not assign resource names if you plan to update costs for those activities. Also, make sure the cost codes are the same as those being used in the Expedition database from which you are exporting data. Expedition exports one cost account code and corresponding distribution amount per document, but it will not recognize the cost code for activities with an assigned resource associated with their cost code. 3 Modify Primavera Autocost settings in P3 if you want to use Expedition data to update actual this period, actual to date, and percent complete quantity and cost data in the Primavera project. Choose Tools, Options, Autocost Rules. In P3, clear the checkboxes as shown below to update activities when importing data from Expedition. By default, activity percent complete is also updated and changes the remaining duration per activity. If you do not want to link remaining duration and percent complete, clear the Link Remaining Duration and Schedule Percent Complete checkbox also.

Clear Actual to Date.

Clear these checkboxes.

Clear Link Budget and EAC for Non-Progressed Activities.

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4 If you plan to create new activities in the Primavera project management application from Expedition, define the RESP activity code in the Primavera Activity Codes Dictionary. The company abbreviations in the Company Directory will be assigned as RESP code values for the new activities during the export. For details on linking a Primavera project to an Expedition project, follow the instructions in Linking with a Primavera Schedule earlier in this chapter. For details on exporting Expedition data and importing it to a Primavera project, see the Exchanging Expedition Data with a Primavera Schedule chapter.

5 Create an entry in the [Applications] section of the .INI file for the Primavera project management application to include the Expedition import application on the Tools menu in that application. The import application’s executable file is in the Expedition program folder on the Expedition CD-ROM, and is called EXPTOP3.EXE (for P3), located in the \Utils\P3Import folder. Insert the Expedition CD-ROM in the CD-ROM drive on your workstation to access this file for inclusion on the Tools menu in the Primavera project management application. For SureTrak, choose Tools, Basic Scripts, EXPLINK.SBL. 6 Notify the person responsible for Expedition contract control that these steps have been completed. 7 Expedition management links the Primavera project to the Expedition project and incorporates the schedule activities in the document, then exports the data using the applicable export report.

Part

Working with an Expedition Project In this part

Working with Log and Document Windows Customizing Log and Document Windows Setting Up Dictionaries and Preferences Maintaining an Expedition Database

2

T

his part explains how to set up log and document windows, dictionaries, and other options in Expedition to your preferences. It also describes how to change and save Expedition databases. Working with Log and Document Windows explains how to use the log and document windows as well as common features for those windows. Customizing Log and Document Windows discusses how to modify the Expedition workspace and settings to fit your needs. Setting Up Dictionaries and Preferences explains the dictionary, project, user, and letters preferences you can set in Expedition. Maintaining an Expedition Database discusses how to add users and projects to the database, and back up and restore your Expedition databases.

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Working with Log and Document Windows In this chapter Using Log and Document Windows Adding, Editing, and Deleting Documents Using the Spelling Checker Filtering and Sorting Grouping Layouts Attaching Files and URLs to Documents Viewing Expedition Attachments in Other Applications

This chapter describes Expedition’s common features and explains how to use them. These features include adding and deleting documents; using the spelling checker to proof work; filtering, sorting, and grouping documents; and attaching and viewing files.

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Using Log and Document Windows Most Expedition modules consist of a log and a document window. The log window, or log, lists the existing documents for that module. The document window contains data fields related to each document; you enter, edit, or view data in the document windows. Related data in most document windows are grouped in tabs. Red text in any log or document window indicates read-only, noneditable text. A yellow background in document window fields indicates that entries are required for those fields.

You can open several log and document windows at the same time. Use the commands on the Window menu to minimize, maximize, tile, or cascade open windows. Use log windows The following example is a typical Expedition log in which you can add a new document or view, edit, or delete an existing one. Select and drag a column heading to move the column to another location. You can also rightclick a column heading to change its name. Choose a layout. Layouts combine filters, sorts, and groups into one item that you can apply to logs. Drag a column divider to change the column width. Double-click a document icon to open its document window. Drag this bar to the right to split the window so that columns to the left remain fixed while you scroll through columns to the right of the bar. Double-click the yellow band to add a new document.

Scroll horizontally or vertically to see more information.

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You can restore the original settings by choosing View, Restore Default Column Settings.

Identifying Table and Field Names Right-click in any field in a log or document window to display its document table and field name on the left side of the status bar. This information is useful if you want to use table and field names in InfoMaker to extract the appropriate data from your database to create or modify reports or forms. The following is an example of a table and field name displayed in the status bar from right-clicking in an Abbreviation field on a log or document window:

To add a new document from a log, choose one of the following options: choose Edit, Add Item; click the Generate a New Document icon on the toolbar; or double-click the empty area below the last entry in the log. To delete a document from a log, select the document you want to remove, then press the Delete key, or choose Edit, Delete. When you delete a document from a log, Expedition removes its associated document window and any links to issues and attachments.

Use document windows The following features are common to all Expedition document windows. These windows are typically used to enter detailed information. To reduce the amount of time spent entering and editing data, you can quickly display pop-up lists, dialog boxes, or calendars from several types of fields.

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Click to display a list of choices for a field.

Click an envelope icon to display address information.

Double-click a date field to display a calendar.

These fields contain general information common to all tabs.

These fields display detailed information specific to the tab selected.

You can also set a preference to open the document window before the log when you double-click a document type from the Project View. Choose Define, User Preferences, click the General tab, then mark the Open Detail from Selection Tree checkbox. To display the log for a displayed document window, choose View, Log. Expedition automatically displays the last document viewed, or the first document in the log according to the current sort criteria if you have not yet opened that document type before setting this preference. If there are no documents in the log, the log opens.

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Adding, Editing, and Deleting Documents In Expedition, you can add and delete documents from most log and document windows using a variety of techniques. Choose the method you are most comfortable with or that is easiest for the function you are performing. You can edit noncalculated information in document windows, and you can edit some fields in logs. Add a new Expedition document or document item Use any of the following methods to add a new Expedition document: ■

Choose Edit, Add Item, while working in any log or document window or with any document type (except Project Properties and Schedule Data) selected in the Project View.

■

Click the Generate a New Document icon on the toolbar while working in most log or document windows.

■

Press the Insert key from any log or document window.

■

Double-click below the last entry in any log.

You can also add a document by copying all or part of an existing one, using any of these methods: ■

Choose Tools, Generate a Document. For example, from a transmittal document, choose this command to create a copy of the transmittal; or, from a submittal document, choose this command to create a copy of the submittal.

■

Drag a selected item. For example, select a submittal document from the Submittal log and drag it to the Submittal icon in the Project View. The Generate Submittals Wizard starts.

■

Use Copy, Paste. For example, select a submittal document from the Submittal log; choose Edit, Copy, then choose Edit, Paste. Expedition adds a copy of the selected submittal to the Submittal log using the Generate Submittals Wizard.

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To save your changes, you must choose File, Save, or click the Save icon.

Edit an Expedition document Open the document by doubleclicking its document icon in the log, or choosing Edit, Open Item. Then, select a field or cell and edit the values. You cannot select or edit data values shown in red in log or document windows. These values are either read-only, calculated by Expedition, or must be edited in the document window.

You can select, then right-click a cell containing a value or date you want to copy to multiple documents; choose Copy. In the receiving document, click the cell to which you want to copy the value/date, then choose Edit, Paste. Delete an Expedition document Use any of the following methods to delete a selected document from a log: ■

Choose Edit, Delete.

■

Press the Delete key.

Some windows contain lists of items, such as the line items on a unit price contract. You can delete these items using the methods described above.

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Using the Spelling Checker Expedition provides a spelling checker so you can avoid misspelling words in documents. The spelling checker looks for misspelled words using the main dictionary provided and the customizable dictionaries you create. The main dictionary is comprehensive, but it does not contain proper names or many specialized words; you can add these words to your user dictionary so Expedition recognizes them. In addition to misspellings, the spelling checker looks for repeated words, such as that that. The spelling checker does not check single-character words (such as a) or text that does not contain letters (such as 75% or 23). The spelling checker also does not allow you to change information in noneditable (red) fields. Use the spelling checker Open the document for which you want to check the spelling (you can also select a column, word, or block of text in the document to check selected text only). Choose Tools, Check Spelling, then choose whether to check the current field, the entire document, or to change the options. Click to change various spelling-checker features, including which spelling dictionaries are currently available.

Click to display details about each option.

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The spelling checker comes with its own comprehensive online help, separate from Expedition. For instructions on creating and opening custom dictionaries in the spelling checker, see the Spelling Checker Help.

Expedition includes a custom dictionary called EXPCUST.VTC that contains construction terms. You can add terms to this dictionary.

For each word Expedition does not recognize, select one of the following options: ■

To change the spelling, type a different spelling or select a suggestion and then click Replace (click Replace All to replace all occurrences of the misspelled word in the current document).

■

To replace the current Not Found word with the word in the Replace With field, or to delete the word if the Replace With field contains no word, click Prompt Replace.

■

To keep the spelling, click Ignore.

■

To keep the spelling and add the word to your user dictionary so that Expedition recognizes the word the next time, click Add to Custom. Protected (red) fields cannot be edited with the spelling checker.

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Filtering and Sorting You can select and rearrange the displayed sequence of a list of documents in a log using Expedition’s filter and/or sort features. You can also filter, sort, and group a meeting minute’s business items, a punch list’s items, and a notepad’s items. You must have the focus (cursor) set on those items, or the filter, sort, or group will apply to the log.

A filter shows some documents in a log while hiding others. For example, you can apply a filter to the Contracts log so you only see contracts for which ACMEGC is the From Contact. The following table defines the valid operators you can use to define a filter, along with each operator’s meaning. Operator

Description

=

Is equal to

<>

Not equal to

<

Is less than

>

Is greater than

<=

Is less than or equal to

>=

Is greater than or equal to

Between

Is between a specified low value and high value

Not Between

Is not between a specified low value and high value

Like

Matches a pattern in a string

Not Like

Does not match a pattern in a string

Is Null

Date field does not contain a value

Is Not Null

Date field contains a value

OR

When one expression or another is true, the row is selected

AND

When one expression and another expression is true, the row is selected

NOT

Inverse logic; when an expression is false, the row is selected

IN

Matches more than one condition

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Operator

Description

NOT IN

Does not match more than one condition

_

(Underscore) one character wildcard for use with like

%

0 to unlimited characters wildcard for use with like

A sort specification changes the order in which documents are displayed. For example, you can sort the Contracts log so Expedition lists contracts in order of accepted date, starting with the latest date at the top. Apply an existing filter or sort specification to a log Expedition includes several predefined filters and sort specifications. Open the log or document you want to filter or sort, then choose Organize, Filter, or Organize, Sort. Select the filter or sort order you want to use. Expedition rearranges, or selects, documents in the list based on the selected filter or sort. Select the filter or sort order you want to use, then click OK.

Expedition displays the name of the currently applied filter, sort, or group specification here.

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Add a standard (simple) filter If no predefined filter matches your needs, you can create your own. Open the log or document you want to filter, then choose Organize, Filter. Click New in the Filters dialog box and specify information about the documents you want to filter in the Standard Filter dialog box. The Standard Filter dialog box allows you to create and edit simple filters. The following example shows only contracts where the To Vendor (the field) is equal to (the condition) ACMEGC (the value) or (logic) STDPAV. Click Advanced from the Standard Filter dialog box to build more sophisticated filters.

Click to add a row to the bottom of the list.

Type a name for the new filter. Select the field, condition, and value.

Click to view the filter syntax, which appears in the Criteria section of the Advanced Filter window, or to create a complex filter.

Click to insert a new row above the selected row. Click to check if the filter is valid.

Add a complex filter If you require more powerful filters, you can create advanced SQL statements by using the Advanced Filter dialog box; click Advanced on the Standard Filter window. Primavera recommends using this feature only if you are familiar with SQL statements.

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The following two examples list all contacts that have a contract value greater than $100,000: Filter syntax for the IN operator: vendor_abbrev IN (Select from_vendor from cnmt WHERE lump_cost > 100000.00)

Filter syntax for the EXISTS operator: EXISTS (Select * from cnmt WHERE cnmt.from_vendor = vnmt.vendor_abbrev AND lump_cost > 100000.00) Type a name for the new filter.

Edit the SQL statement directly in this field.

Select fields, conditions, and symbols, from the lists.

Filtering Schedule Data If Expedition is linked to a Primavera schedule and you want to filter activities in the Schedule log (double-click Schedule in the Project Information folder), remember that Primavera project data is stored in a different format than Expedition data, and the syntax of activity selection criteria based on dates differs slightly. Examine the syntax for the sample filters in the Filter Expression dialog box before you create a new filter for the Schedule log based on dates.

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Add a new sort specification If no predefined sort specification matches your needs, you can create your own. In the Project View, open the log or document you want to sort, then choose Organize, Sort. Click New in the Sort dialog box and specify information about the documents you want to sort and the order in which you want to sort them. In the following example, Expedition sorts the log entries by total cost, in ascending order.

Type a name for the new sort specification.

Double-click each column name on which you want to base the sort to add it to the Sort Order list.

You can sort by as many fields as you want. Clear the checkbox for each field to sort records in descending order.

Filtering and Sorting Tips A filter or sort applies only to the log or document to which you add it. For example, if you create a filter in a contracts document, that filter does not apply to transmittals. Whether you close the current log/document or exit Expedition, a filter or sort remains in effect until you apply a different one. If Expedition does not list certain documents, remove the filter, if any, and re-examine the log or document.

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Grouping Grouping enables you to group and display log documents by criteria that you specify. For example, you can group and display documents by ballin-court, activity ID, package number, or any other available column. You can also apply different background and text colors to header rows to differentiate sections, and you can create multiple groups. You can also filter, sort, and group a meeting minute’s business items, a punch list’s items, and a notepad’s items. You must have the focus (cursor) set on those items, or the filter, sort, or group will apply to the log.

Apply an existing group to a log Open the log or document to which you want to apply a group, then choose Organize, Group. Select the group you want to use. Expedition rearranges documents in the list based on the group you select. Select the group you want to use, then click OK.

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Add a new group If no predefined group matches your needs, you can edit an existing one or create your own. Open the log or document you want to group, then choose Organize, Group. Click New in the Group dialog box (or Edit to edit a group), and select the field by which you want to group documents, along with the colors for the group. You can create multiple groups in a log, with the top group taking precedence and each subsequent group taking precedence over any below it. Type a name for the new group.

Select the field, background and text colors, sort order, and whether to total the group.

Click to add a row to the bottom of the list.

Click to insert a new row above the selected row.

Grouping Tips A group applies only to the log or document to which you add it. For example, if you create a group from the Contracts log, that group does not apply to transmittals. Whether you close the current log/document or exit Expedition, a group remains in effect until you apply a different one. If Expedition does not list certain documents, remove the group, if any, and re-examine the log or document.

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Layouts You can combine filters, sorts, and groups into a layout and apply the layout to a log window. For example, if you use a certain combination of a sort, filter, and/or group repeatedly, you could create a layout in the New Layout dialog box that combines them and apply the layout to a log window. A layout will appear in the same log window for all projects within a database. If you create a layout called Layout1 for the Contracts log in project DEMO, Layout1 will appear in the Contracts log in every project in that database. To create a layout, from a log window, choose Organize, Layout, New. For complete information on using layouts, see Define a Layout in Help.

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Attaching Files and URLs to Documents You can attach files such as word processor documents, graphics, or spreadsheets to any Expedition document. You can then start the application in which the attached document was created directly from Expedition to view or modify the attachment. You can also attach URLs (Internet addresses) to an Expedition document. You (or a user to whom you sent the document and attachment) can then select the URL and click View to open the Web page in your Internet browser. When creating a new transmittal from an existing one, you can also copy the attachments from the existing transmittal to the new transmittal.

Expedition attachment options include the ability to launch a photograph managing application such as LYNX, which enables you to view and attach an unlimited number of photographs. Using photographs helps you accurately reconstruct project events. Launch LYNX by clicking the Imaging button in the Attachments For dialog box (choose View, Attachments). A Connection dialog box is displayed; select the photograph you want to attach to the document. LYNX is not included with Expedition. You can download a demo version and obtain purchasing information from the LYNX World Wide Web site at http://www.trfsys.com, or contact TRF Systems, Inc., at 800-873-0700, 954-345-9703 (fax), or [email protected] (e-mail).

Attach a file or URL to an Expedition document Select an Expedition document from either a log or document window. Choose View, Attachments. For details on associating file types and applications and viewing attachments in other applications from Expedition, see the next section, Viewing Attachments in Other Applications from Expedition.

The Attachments For dialog box includes View and Scan buttons that open the applications from which the attachment originated. For example, if you select a .BMP attachment and click View, the picture is displayed in the Windows Paint program. The Scan button is available if scanning software such as DeskScan or ImageView is loaded on your PC. You can associate the application you want to use with a file type as well as specify the scanning software you use. When no project is open, choose Tools, Application View Setup to configure the applications and scanning software to use with attachments.

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Click to attach a file.

Click to attach a URL.

Select the file to attach.

Type the URL address. Type a description for the attachment.

View the attachment Select the attachment in the Attachments For dialog box, then click View to open it in the application you associated with its file type in the Application View Setup dialog box. For example, if you click View for a selected .BMP file, and you associated .BMP files with PaintShop Pro in the Application View Setup dialog box, the attachment opens in PaintShop Pro. However, if you did not associate .BMP files with any application, the attachment opens in Microsoft Paint, the native application. When you attach a file to an Expedition document, other users can still change it. To prevent losing the original document, save a copy of it using a different name in the Expedition Attach folder. For extra assurance, you can designate the file as Read Only to prevent unauthorized changes.

To delete a file, select it, then click Detach or press Delete. The following example shows a report with pictures attached.

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Viewing Expedition Attachments in Other Applications You can associate file types with applications so you can view and run Expedition attachments; you can also specify the scanning software to launch when you click the Scan button in the Attachments For dialog box. To associate file types with applications, choose Tools, Application View Setup when no projects are open.

Enter the file type and its associated .EXE, .BAT, or .COM program, then click OK.

Click to update the list with the application specified in the File Extension and Executable to View fields. Specify the path of the scanning software to run when Scan is clicked in the Attachments For dialog box.

For more information on photograph attachments, see the preceding section.

To view the files attached to a document, choose View, Attachments. The View button in the Attachments For dialog box enables you to open a file with the application you associated with its file type.

For details, see Setting User Preferences in the Setting Up Dictionaries and Preferences chapter and in Help.

You can also configure Expedition to include up to eight applications on the Tools menu. Choose Define, User Preferences, and click the Application Setup tab to specify the applications.

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Customizing Log and Document Windows In this chapter Customizing the Project View Customizing Column Headings and Field Labels Choosing Acronyms and Titles Creating User-Defined Item Types Creating and Using Custom Fields

This chapter explains how to customize Expedition to meet the special needs of your company. You can modify titles in the Project View, as well as log column headings and field labels; customize acronyms and titles on Expedition documents; create custom item types; and add fields to any document using custom fields.

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Customizing the Project View To accommodate your work environment, you can change the names Expedition uses to identify folders and documents, and the order of the folders, in the Project View. For example, you can change the name of the Contract Information folder to Accounts Payable and include only Invoices, Purchase Orders, Trends, and Payment Requisitions. You can then move the Cost Worksheet, Contracts, and the other modules to the Communication, Logs, or Project Information folder. To return the names and orders to the settings supplied with Expedition, when no project is open and nobody else is logged in, choose Define, Restore Default Tree Names and Orders.

Project View changes are not project-specific; any name changes affect the entire database and all projects in it. You can edit folder names and the document order within each folder, change the order of the entire Project View, and move documents between folders. You cannot add new items to a folder or remove a folder or log from a project. To change the Project View folder names and sort orders, choose Define, Tree Names and Orders when no project is open. Since these changes apply to the entire database, no other users can be working in the database when you edit the Project View. Choose View, Current Users, to ensure that no one else is using the database.

Double-click a folder to change document names, locations, and order.

To move the document to another folder in the Project View, select another folder in this column.

To change the document’s order, type the new number in this column.

You can change the names and orders of folders.

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Customizing Column Headings and Field Labels For more information, see Customizing Column Headings and Field Labels in Help.

You can customize the text for headings in logs and field labels in document windows to match your company’s terminology. For example, in the Cost Worksheet, you may want to change the column name from Original Budget to Revenue. Right-click the heading or field label you want to change, type the new heading in the Customize Field Label dialog box, then click OK. Any change made to headings and labels affects all projects in the current group, not just the project in which you make the change. If more than one user changes the same heading, Expedition uses the last change made. Change the heading label. Use the Enter and Space keys to adjust text placement. Right-click the column heading to change the column title. Adjust the width of the column as necessary to accommodate heading changes.

To return to the default column headings supplied with Expedition, with no projects open, choose View, Restore Default Column Settings. The Print Preview and printed versions of the logs reflect customized column names. However, if you print a standard report or form from either Expedition or InfoMaker, the default column headings are used.

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Choosing Acronyms and Titles You can change the names of logs, documents, fields, and field values to match your company’s terminology. Choose Define, Document Acronyms and Titles, when no project is open. In the Document Acronyms and Titles dialog box, edit the document acronyms, titles, and descriptions displayed in the Acronym column of the dialog box. If you want to restore the default names later, refer to the System Acronym and System Description columns.

Double-click any item to view and edit the document details.

Edit the default report and form libraries and print files associated with the document.

For example, to change the Company Directory log title, type a new title (such as Vendor), which will then appear at the top of the log. Type a new document title (such as Vendor Document), which will then appear at the top of each contact document window. If you change the acronym, the new acronym will appear in document type drop-down lists.

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Creating User-Defined Item Types To add your own item types for reference in Expedition documents, choose Define, User Defined Types, when no project is open. For example, if you want to include a fax as part of a transmittal, define a type called FAX, then reference it in the Item field in the Items tab of the transmittal’s document window.

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Creating and Using Custom Fields A custom field is a field that you add to the Expedition database to contain any information you want. You can create and use a custom field to track certain information, perhaps at a client’s request, that isn’t part of a standard Expedition window. For example, you may be managing a project that consists of three phases. To print reports and sort information by phase, you can create a custom field called PHASE, add it to the Expedition document in which you need to track the phase, and then assign a value to the custom field that distinguishes each phase, such as First, Second, or Third. By default, Expedition displays defined custom fields on log and document windows. You can specify not to display custom fields by choosing Define, User Preferences, clicking the General tab, and then, in the Detail area, clearing the Display Custom Fields on Logs and Custom Fields on Detail Screens checkboxes. Add a custom field Close the current project and make sure no one else is working in it or in its group (choose View, Current Users, to display the Current Users in Expedition dialog box). You cannot add a custom field to a project if the project is open. Choose Define, Custom Fields, to open the Custom Fields dialog box. Click Add, select the table to which you are adding the custom field, type a name for the custom field, then describe the new custom field. In the following example, CNMT, the contracts table, is selected.

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Click to add this custom field to every database table.

Select the table to which you are adding this custom field, then enter the remaining information about the new field you are adding.

Mark to create dictionary definitions for this custom field. The box in the leftmost column becomes a document icon, which you can use to open the Custom Field Dictionary dialog box.

Enter the order in which you want the custom field to appear in the logs.

When you add a custom field, you add a new field to the Expedition database. Custom fields are a group-level feature; a custom field is available to every project in that group.

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Create a dictionary of terms for a custom field You can create a dictionary of terms for custom fields with a type of Character and Upper Case. When you add dictionary definitions to custom fields, the entries appear under the custom field columns in drop-down lists in the logs. Users can then select these definitions to apply to the corresponding document. To add dictionary terms, mark the dictionary checkbox in the Custom Fields dialog box, then double-click the corresponding document icon to open the Custom Field Dictionary dialog box. Mark the Can Edit Dictionary from Project checkbox to allow users to type definitions directly in the custom fields. Definitions you enter directly are not added to the Custom Field Dictionary.

The Name, Length, Type, and Description fields are the same as in the Custom Fields dialog box and cannot be edited.

Type the name that appears in the custom field dropdown list.

Type a description for the dictionary item.

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Use a custom field with an Expedition document Open a document, then choose View, Custom Fields, to display the custom fields available for the document. Type a value for the custom fields you want to associate with the open document. Open the document you want to associate with a custom field.

Assign values for the custom fields you have associated with this document type.

For details about creating, modifying, and printing reports, see Part 6: Working with Expedition Reports and Forms, or refer to Help.

Include custom fields in reports You can include custom fields in reports. For example, using the custom field above, you can create or modify a report so that it shows only the contracts associated with the First Phase of the project.

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Setting Up Dictionaries and Preferences In this chapter Defining Dictionaries Setting Project Preferences Setting User Preferences Setting Letter Preferences

This chapter describes how to set configuration options that enable you to tailor functions to fit your specific needs. You can specify the names used on documents and the codes used to identify work categories, roles, and status; set transmittal queue options; choose whether to use a group or projectspecific company directory; set requisition preferences and retainage calculations; define a schedule link; establish a change management workflow; and assign default contacts for specific documents.

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Defining Dictionaries You can edit or add to existing dictionaries in Expedition. When no project is open, choose Define, Dictionaries, to choose from a list of dictionaries that enable you to change or add the following: ■

Specification codes used to classify work

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Contact roles

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Status codes

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Reason codes that identify the source of a particular change

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Submittal types

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Bid packages associated with drawings

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Drawing disciplines used to categorize drawings

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File numbers associated with drawings

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Paper sizes used to identify the dimensions of drawings

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Phase codes specific to drawing revisions

When a project is open, you can add or change drawing areas, punch list elevations, and punch list rooms. For a list of CSI section titles and numbers, see Masterformat/CSI Codes in Help.

Add or edit the specification codes used to classify work Choose Define, Dictionaries, Spec Sections. The codes in the Specification Sections Dictionary classify construction work using the Masterformat coding system developed by the Construction Specification Institute (CSI). A Specification Code field is available in most document windows; these codes are used in reports and forms, and are available for sorting and filtering data in Expedition. Edit any field, or create a new specification section by clicking Add and typing a section value and description.

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Change the names of group roles and define new roles Choose Define, Dictionaries, Roles. You can change role acronyms and descriptions to any values you prefer, but you must select a type from the list in the Role Type Name field. Expedition uses types to categorize the role names you create. These types include owner, supplier, general contractor, and so on. When you generate multiple copies of any change document, you can address copies of the document to all contacts assigned a specific role in the Company Directory.

You can sort and select report records by contact role.

Edit or add to status codes Choose Define, Dictionaries, Status. Use status codes in Expedition documents, such as submittals and change documents, to identify their status in various stages of the project.

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Expedition displays the status acronym values in the Status field in various Expedition windows. You can change these codes and descriptions to match your company standards, and you can add new codes to the list. For each code you add, select a type from the drop-down list in the Status Type Name field, then select a color to represent the status. Expedition uses these standard types to categorize the code names you create. You can delete codes from this list, but you must keep at least one New, Approved, Closed, and Rejected type.

You can only edit the description and color for the New status.

You can edit this information.

You must select from the values and colors available in the drop-down list.

Edit or add reason codes for change management Choose Define, Dictionaries, Change Document Reason Codes. During a project, different participants and factors inevitably introduce changes that affect project contracts. In change management, these codes enable you to identify the reason for a change.

Setting Up Dictionaries and Preferences

Codes defined here appear in all projects in the database.

Edit or add types for submittals Choose Define, Dictionaries, Submittal Types. To organize submittals, you can define different types. The submittal types you define are available in the Type drop-down list for your selection in the Submittals log, as well as in the Submittal document window.

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Define the bid packages for drawings Choose Define, Dictionaries, Bid Packages. Once the design cycle is finished for architectural drawings on a project, drawings are sent to different contractors to bid on work. You can keep track of drawings and their revisions by defining a bid package for each contractor, then logging the drawings by bid package in the Drawings log. You can modify this list if you send additional contractors drawings for bid. You can also filter drawings by bid package.

Enter up to 15 characters for the bid package abbreviation.

For more information about the Drawings and Drawing Sets logs and how disciplines are used, see the Tracking Drawings chapter.

Use disciplines to classify drawings.

Define disciplines for drawings Choose Define, Dictionaries, Disciplines. You can categorize drawings in the Drawings and Drawing Sets logs by discipline, such as ELECT, MECH, ARCH, and CIVIL. When you define disciplines, keep in mind how your company tracks drawings throughout a project. These categories can be used to sort, filter, and report drawing information.

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Define drawing file numbers Choose Define, Dictionaries, File Numbers. If you set up a filing system specifically for drawings, you can add your file numbers to this dictionary, then select the appropriate number when you log drawings.

Enter up to 23 characters for the file number description.

Define paper sizes for drawings Choose, Define, Dictionaries, Paper Sizes. Specify a size code and corresponding measurements for the individual paper sizes you use for drawings.

Type an order code for the paper size. Order codes determine the order in which sizes appear in the Paper Size list fields.

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Define phase codes for drawing revisions Choose Define, Dictionaries, Phases. When you create a drawing set that includes several drawings, you specify whether it is in the review or distribution cycle. Drawings are sent out for different purposes during different phases of the review or distribution cycle. For example, Issued for Bid (IFB) or Issued for Construction (IFC) identify the purpose of a drawing sent to project participants. In the Design cycle, drawings in the Issued for Design (IFD) phase require revision cycles similar to submittal review cycles. Expedition includes predefined codes for drawing phases, but you can add additional codes to meet your requirements for the design and review cycles.

You can enter up to eight characters for the Phase code.

For the following dictionaries—areas, elevations, and rooms— you must be in a project; they are project-specific. The previous dictionaries were group-specific.

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Assign the areas associated with drawings From within a project, choose Define, Dictionaries, Drawing Areas. Drawings typically correspond to specific areas of construction work, such as the reception area in an office building. Areas are useful for a general association of what a particular drawing or set of drawings is referencing in construction or design work. These areas help to further categorize drawings so you can more easily determine outstanding requirements in revisions.

Codes defined here appear in this project only.

Define elevations for punch lists From within a project, choose Define, Dictionaries, Punch List Elevations. Use the Punch List Elevations dialog box to define elevations that can be applied to individual punch list items in the Elevation field of the Punch List document window. Once you define an elevation, it is specific to that project.

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Define rooms for punch lists From within a project, choose Define, Dictionaries, Punch List Rooms. Use the Punch List Rooms dialog box to define rooms that can be applied to individual punch list items in the Room field of the Punch List document window. Once you define a room, it is specific to that project.

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Setting Project Preferences To specify preferences about contacts, transmittals, contracts/purchase orders, schedules, requisitions, change management, currency, and markup, you must have a project open. Choose Define, Project Preferences. These settings form the basis for how these areas work as you use them throughout Expedition. You can only set Project Preferences for the current project; Expedition displays its name and title at the top of the Project Preferences dialog box. The examples shown in this section show the default settings for a new project.

Contact preferences You can indicate whether you want to use contacts from the current project or from the group database—to do so, specify Group or Project. Specify whether you want to add new contacts to the group database when you add them to the project directory, and indicate whether you want Expedition to automatically update group contacts when you edit project contacts.

If you select Project, mark to have Expedition add new contacts to the group database when you add them to the project.

Mark to update group contacts automatically whenever you update project contacts.

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For details on using the Transmittal Creation Queue for distribution lists, see Compiling a Submittal Distribution List in the Managing Submittals chapter.

Communication preferences Communication preferences determine whether and how Expedition places transmittals in the Transmittal Creation Queue. If more than one transmittal exists for any contact in the Transmittal Creation Queue, Expedition gives you the option of combining the information from all of them into one transmittal. You can also update the queue for every contact on your submittal or drawing sets distribution list.

Mark to update the Transmittal Creation Queue every time you update a submittal.

If more than one transmittal exists per contact, mark to combine them. Mark to generate a transmittal for each contact on a submittal distribution list. Mark to automatically print transmittals when you add them to the Transmittal log, then click Create from the Transmittal Creation Queue.

Expedition prompts you to display the Transmittal Creation Queue after you close the Submittal log so you can print (or send) transmittals immediately after adding them to the Transmittal log. You are also prompted to display the queue if you update sent dates or distribution information for drawings. You can set up a distribution list to send transmittals to specific contacts by choosing Define, Distribution Lists. Dunning letters are added to the Correspondence Sent log after they are printed by choosing Tools, Reports, Dunning Letters, from a document.

You can also specify whether to automatically add a dunning letter to the Correspondence Sent log: mark the Add Dunning Letters to Sent Log checkbox. Clear this checkbox if you’d rather add letters manually, or if you don’t want to track dunning letters sent in the Correspondence Sent logs.

For details on linking to a Primavera schedule, see Linking with a Primavera Schedule in the Planning and Adding an Expedition Project chapter, or refer to Help.

Schedule preferences Schedule preferences enable you to specify the Primavera project you want to link to the Expedition project so you can access schedule data in most document windows. Expedition can extract early and actual start and finish dates from the Primavera project and use them to update Expedition dates. You can also simply reference the related activity in the specific document window.

Setting Up Dictionaries and Preferences

For details on setting up the Schedule tab, see Project Preferences Schedule tab in Help.

Type the full path of the project.

To link to a specific project that belongs to a group, type the project ID and group names. Mark to filter underway activities in daily reports by the RESP code.

Double-click Schedule in the Project Information folder to view a Bar chart of the linked schedule.

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For detailed information on using multicurrency formats, see Project Preferences Currency tab and Reporting Currency dialog box in Help.

Currency preferences The Currency tab enables you to set the format used in all currency fields throughout your project. For example, if a project is based in Germany, select German as the currency format for the project. The currency setting applies only to the current project.

Select the currency to use in the project. Select the conversion direction. Select the conversion rate. Choose the amount in which to display the currency.

To set the currency symbol used in Expedition documents, choose Define, User Preferences, then click the General tab. Select Use System Setting to use the Windows default, or select Use Project Setting to use the project currency set in Project Preferences.

To set the currency used in reports, choose Define, Reporting Currency when no project is selected. See Reporting Currency dialog box in Help for more information.

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Contract, purchase order, change, and invoice preferences Contract, purchase order, change, and invoice options establish whether Expedition assigns unique contract and/or purchase order (PO) numbers to each contract in a project, or if the To and From company abbreviations are used as the basis for the contract and/or PO number. For example, if unique numbers are used, every contract/PO is assigned a different number. If the To and From abbreviations are used, the number assignment uses the abbreviation plus an incremental number. Mark to have Expedition assign unique contract/PO numbers to each new contract. Clear to use the To and From contacts to determine the next available number. Mark to automatically set the Amount column of the invoice using the contract/ PO balance and to distribute the amount of the invoice to the Cost Worksheet using cost codes from the associated contract/PO.

Mark to force users to distribute change orders, contracts, proposals, POs, and/or trends.

Mark to force users to distribute all cost documents using defined cost codes. This prevents users from using the Not Costed cost code.

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Requisition preferences You can set requisition preferences (along with Retainage defaults) from the Req Options tab in the Contract or Purchase Order document window from which the requisition originates. If the originating contract/purchase order has not been created, use the Requisitions tab in the Project Preferences dialog box to set requisition options. Mark to have Expedition use the tax percentage for each line item from the requisition’s Schedule of Values tab, Tax Rate column (Column J) to calculate the Tax to Date on the Requisition Summary tab.

Specify the first line item number and the increment number to use when the schedule of values is created.

These items determine how Expedition calculates retainage for all new requisitions. Use the Summary % fields to enable editing of the Total Retainage field in the requisition’s Summary tab.

You can also specify that values can exceed the budget (scheduled value) by marking the Allow Over Budget checkbox. Mark this checkbox if you want to collect delivery records for the requisition schedule of values, since delivery values often cause the sum of the This Period column (Column E) and the Previous Applications column (Column D) to exceed the value in the Scheduled Value column (Column C).

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To have Expedition retain costs for materials stored in the Materials Presently Stored Not in D or E column (Column F) in the schedule of values when generating a new application, mark the Retain Materials Stored checkbox. When you generate a new application, clear this checkbox if you want to move cost data for materials stored to the Previous Applications column (Column D) in the schedule of values. For calculating retainage, if you prefer to enter a percentage for completed work and stored materials in the Summary tab, mark the Use Summary % of Work and Use Summary % of Stored Materials checkboxes. If you’d rather use retainage amounts or percentages for each line item in the Retainage column (Column I) in the Schedule of Values tab, mark the Use Line Item Retainage Total checkbox. To have Expedition use the same percentage to calculate retainage for most line items, type the percentage in the Set New Line Item % To field. Expedition automatically enters this percentage in the Retain % column (Column I) in the Schedule of Values tab. For example, if you enter 10 percent, Expedition enters 10 percent in Column I for every line item. You can then edit the items that use a different percentage. You can also specify a maximum contract percent complete value in the Until % Complete field. You must use this option in conjunction with Use Summary % of Work for Expedition to use the calculation. For example, to stop calculating retainage on or after the contract is 50 percent complete, enter 50 in the Until % Complete field and mark the Use Summary % of Work checkbox. Note that you will not be able to edit the Total Retainage field in the Summary tab of the Requisition document window if you apply this “ceiling” calculation. If you mark the Prompt for Get When Opening Latest Requisition checkbox, each time you generate a new requisition, Expedition prompts you to “get” approved change orders, materials for delivery, and/or total percent of work completed for the period to date (%G/C column) in the schedule of values. Expedition uses the percent complete values for the selected activities linked to the Primavera schedule.

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Change management preferences The Change Management tab enables you to define the relationship, if any, of committed values to revenue values, and to set up the Change Management process for your work process.

You can select any change or trend documents for these fields.

Mark to create transmittals when you use Add Estimates in the Change Management Commitments tab. Mark to create correspondence sent documents when you use Add Estimates in the Change Management Commitments tab.

For more information about change management, see the Using Change Management chapter, or refer to Help.

Each Estimated, Quoted, Negotiated, and Final Budgeted value and each Estimated, Quoted, Negotiated, and Final Committed value creates a document that Expedition posts to a user-defined column of the Cost Worksheet. Use this tab to supply the document type you want Expedition to create and the corresponding cost category column on the Cost Worksheet where you want to distribute change amounts.

Setting Up Dictionaries and Preferences

For detailed information on markup, see Applying Markup in the Using Individual Requests and Changes chapter. In Help, see Project Preferences Markup tab, or type markup using the Search or Index features for a list of topics.

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Markup preferences (standard) The Markup tab allows you to set the markup percentage or amount to apply to change documents. You can create as many markup categories and values as you need. Advanced markup provides the same fields as Standard markup, along with a Source Cost Code field.

Enter either the markup percentage you want to apply to change documents....

...or enter the markup amount you want to apply to change documents.

Type a markup description.

Type or select the cost code to which you want to apply the markup values. Click to add a new markup row.

Type the order in which you want each markup category applied to change documents.

Click to use Advanced markup.

Click Add Subtotal to add a subtotal row to the change document. Expedition subtotals the markup values above this row in the change document and places them in this row.

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Markup preferences (advanced) Advanced markup allows you to apply markup using as many categories as you need, and enables you to enter a percentage or a flat amount for each category. You can also choose Source Cost Codes, which allow you to break costs into individual components. Instead of basing markup on one lump sum (such as overall cost), you can divide the cost into labor, materials, and bond, and you can apply markup categories to each of those.

Select the source cost codes on which the markup categories will be based. The markup values will then be applied to the target cost codes. Click to use Standard markup.

When applying markup, Expedition calculates the amount to mark up in the Markup Calculations For dialog box (accessed from change management or a change document) as follows: ■

If a source cost code is used, Expedition uses the applied cost for that row as the amount to apply markup against.

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If there is no source code, Expedition will mark up the previous Subtotal amount.

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If there is no previous Subtotal row, Expedition will mark up the Document Start row’s Total Cost column.

You can use wildcards in the Source Cost Code field. Use a question mark (?) to replace one letter or an asterisk (*) to replace multiple letters. For example, if you created cost codes A1B and A2B, and you enter A?B, both cost codes will be used. Similarly, if you use A*, all cost codes that begin with A will be selected.

Setting Up Dictionaries and Preferences

For detailed information on using Expedition with PrimeContract, see Project Preferences PrimeContract tab in the online help, or type primecontract using the Search or Index features in Help.

PrimeContract preferences The PrimeContract tab allows you to link the current project with PrimeContract so that you can send documents back and forth between Expedition and PrimeContract. Enter the PrimeContract project number and project name, and indicate who the payment requisition certifier for new contracts is (Engineer of Record or the From Vendor). Click to go to the PrimeContract Web site.

Mark this checkbox to link this project with PrimeContract.

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Setting User Preferences You can set personal preferences for how you want Expedition to perform certain functions. Choose Define, User Preferences, to specify the settings described in this section. Preferences selected here are user-specific per Expedition server; Expedition saves the changes for your user ID and will use them for any workstation on which you log into and use Expedition.

Mark to display the Transmittal Creation Queue dialog box when you close the Drawing or Submittal logs, or the project.

Mark to save changes to log layouts, such as column resizing.

Select the language and currency symbol you want to use in Expedition windows.

For more information on multicurrency formats, see Project Preferences Currency tab and Reporting Currency dialog box in Help.

General preferences First, select the language you want to use for Expedition, then, select the currency symbol to use in value fields. Mark the Workspace checkbox if you want the Project Center to be displayed automatically when you start Expedition. Clear this checkbox to open Expedition without displaying the Project Center. To include custom fields on log and document windows, mark the Display Custom Fields on Log/Detail Screens checkboxes to include columns for the custom fields defined and associated with specific documents. If you previously included custom fields on logs and then later clear the Custom Fields on Log checkbox, Expedition does not remove existing custom fields from the logs; choose View, Restore Default Column Settings, to remove them.

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To open a document window when you select a document type from the Project View, mark the Open Detail from Selection Tree checkbox. Expedition will then open the document window for a specific document type rather than its log. When you double-click the document in the Project View, the document window that corresponds to the first document in the log opens automatically. In subsequent sessions, Expedition displays the last document displayed the last time you accessed the document type. You can show the document’s log by choosing View, Log, or by pressing F4. To automatically refresh a log with all available records (to include records you added or deleted during a session), mark the Refresh Logs After Add/Delete checkbox. When this checkbox is cleared, you must choose View, Refresh, to see the changes. Select the language you want to appear on Expedition windows. Keep in mind that any text you enter will appear in that language only. Expedition will not translate it. To specify whether to display all documents or selected documents when you open a log, mark the Retrieve as Needed checkbox. Expedition will retrieve only documents necessary for display purposes when you open a log. Clear this checkbox to display all documents when you open a log. If you link Expedition to a Primavera schedule and work with the project in a multiuser environment, project data are locked exclusively during functions such as scheduling and dictionary modification in the Primavera application. To control access to linked project data, mark the Connect to Schedule as Needed checkbox. This instructs Expedition to open and close Btrieve connections as necessary when you access the schedule from Expedition. To keep the Btrieve connections open, clear this checkbox. You can specify locations of reports, forms, and databases if their locations differ from the defaults provided during Expedition setup. In the Reports Folder and Forms Folder fields, type or select the path to the appropriate locations. When you run a report or form from Expedition by choosing Tools, Reports, Reports (or Forms, or Dunning Letters), Expedition references the location you specify here. Dunning letters are usually included in the Reports folder in the appropriate report library or .PBL file.

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Application setup preferences You can add menu commands to open up to eight applications from the Expedition Tools menu. You can launch files with an .EXE, .COM, or .BAT extension. To start the application from Expedition, open Expedition and choose the application name from the Tools menu. Expedition lists the applications by number, and each number also functions as a hot key to start the application.

Type a menu command for the application, such as Acrobat Reader.

Type its associated program location (for example, C:\Winword\WORD.EXE), or click Browse to locate the application.

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Mail preferences You can configure Expedition to use your e-mail system. In the Mail tab, select the mail program you use. If you select None, mail is disabled. Expedition closes your mail system if you change the mail setup settings during your current Expedition session.

Mark to automatically log your mail and place any messages you create in a queue to send them all at the same time.

Choose whether you want to retrieve mail manually when you open the InBox or have Expedition look for new mail at an interval you specify. These are the default folders where sent and received messages are stored; you can change these to your own preferences, for example, to a network location to provide access to multiple users.

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Layout preferences If you use filters, sorts, and groups, you can combine them into a layout. Use this tab to assign up to two buttons to each log window that you can use as a shortcut to instantly apply a layout to the log. For detailed information on using layouts, see User Preferences Layout tab in the online help, or type layout using the Search or Index features in Help.

Select the log to assign the layout buttons to.

For example, if you have six layouts created for the Transmittals log, but you use two of them more than the others, you can create two buttons for those layouts that will appear at the top of the Transmittals log window. Clicking the buttons will instantly apply the layout parameters to the log.

Assign the layouts to the left and right buttons from the drop-down lists.

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Setting Letter Preferences For more information on letters and creating letter templates in Microsoft Word, type letter in Help’s Index or Search tab.

You can customize letters you send to project participants by creating letter templates using either the Standard Editor (RTF) or Microsoft Word. If you use the Standard Editor, you can create a standard salutation and closing, specify margins, and select a letterhead logo to set up a preformatted template, making it easier to create letters. Choose Define, Letter Templates to set up the format and structure of your letters. Standard Editor The following window opens if you chose Standard Editor from the Project Preferences Communication tab.

Type the filename of the company logo you want to use in your letters.

Select standard data from your database for automatic entry in letters you compose.

Set up a letter template that includes the structure, information, font, and color.

For details about recording letters, see Recording Letters in the Recording and Tracking Communications chapter.

You can use the text, logo, margin information, and corresponding template as the basis for the letters you compose, or you can change the elements using the standard word-processing tools available in the Letters document window, such as bold, underline, italics, paragraph movement, font, point size, and color.

Use the Project Preferences Communication tab to choose between creating letters in Microsoft Word or the Standard Editor.

Expedition saves letters created in the Standard Editor in rich text format (.RTF). RTF support enables compatibility with all Microsoft applications and most Macintosh applications, so you can open the letter in any wordprocessing program without changing the appearance of the text or formatting. Microsoft Word The following window opens if you chose Microsoft Word 97 or Greater from the Project Preferences Communication tab.

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Click to create a copy of the selected template, which you can use as the basis for a new template.

If you click New, Microsoft Word opens a blank the template which you can configure from scratch. If you click Edit, Microsoft Word opens the selected template, which you can modify.

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Maintaining an Expedition Database In this chapter Adding Serial Numbers and Users Adding Expedition Databases Backing Up and Restoring a Single Project Backing Up and Restoring a Stand-Alone Database Backing Up a Server Database Backing Up Multiple Databases at a Scheduled Time

This chapter explains how to work with an Expedition database. It provides information on adding serial numbers and users, along with steps for adding Expedition databases, which can contain data common to several projects. Expedition provides three ways to back up and restore data: you can back up and restore a single project, a stand-alone database, or a network database.

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Adding Serial Numbers and Users Use Expedition’s Administration utility to register all Expedition serial numbers and add a user name and password for each Expedition user. You can run this utility from the network server or from a workstation, as long as the utility is connected to the Expedition Database Server. To determine whether the Administration utility is connected, examine the status bar. If it indicates that you are “connected to local,” you are not connected to the Expedition Database Server. Choose File, Change Server, and type the Expedition Database Server name in the Server dialog box. For detailed information, see Expedition Administration Application in Help.

Start the Expedition Administration Application From the Windows desktop, click Start, then choose Programs, Primavera, Expedition Utilities, Administration, or double-click the Administration icon in the Primavera program group (Windows NT). Type your admin user ID and password in the Administration Login dialog box; the default ID and password are both EXPADMIN.

Register serial numbers Insert the serial number disk in the disk drive, then choose Administration, Serial Numbers, Add. This command copies the serial numbers from the disk to Expedition’s Administration database. The number of users who can run Expedition concurrently is the same as the number of serial numbers purchased. For example, a three-user network version provides three persons with simultaneous access to Expedition. Each time a user starts the program, Expedition reserves one serial number. Expedition locks serial numbers on a first-come, firstserved basis. Once all the serial numbers are reserved, additional users are denied access until another user exits Expedition.

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For detailed information on adding users and security, see User List dialog box, Access dialog box, and Security in Help.

The default group for new installations is EXPWIN, which contains Expedition sample projects; you can change this default to your own group.

Select whether the user is an administrator (all permissions) or a restricted user. If you select administrator, all permissions are automatically granted. Mark the checkboxes corresponding to the privileges you want to assign if the user has restricted access.

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Add an Expedition user Choose Administration, User IDs. Click Add in the User List dialog box to add a new row. Enter basic information about the user in the General tab, user privileges in the Security tab, and user Licenses in the Licensing tab.

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If you purchased licenses, you can assign them to users until all available licenses have been used. Mark the checkbox to assign a license to the selected user.

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Adding Expedition Databases

For details on the sample Expedition projects, see the An Introduction to Expedition chapter.

An Expedition database is a file that contains one or more Expedition projects. Expedition includes two project databases: EXPWIN.DB and EXPEMPTY.DB. The default database installed with Expedition is EXPWIN.DB. It contains the sample Expedition projects for this version, but you can add projects to it. EXPEMPTY.DB is a template from which you can create new databases. SAMPLE.DB contains sample Expedition projects. A database is sometimes referred to as a “Group” in Expedition, as in the Change Group dialog box.

Projects in a database share the following information: ■

Companies and contacts. Details about all of the contacts involved in your projects. For details about adding contact information when you use database contacts, see Setting Up the Company Directory in the Planning and Adding an Expedition Project chapter.

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Custom fields. Fields you can add to Expedition’s database for tracking information that is unique to your company and projects. For details about adding and using custom fields, see Creating and Using Custom Fields in the Customizing Log and Document Windows chapter.

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Cost code definitions. Descriptions of your cost code structure, for reporting purposes, if you are using the Cost Worksheet. For details about cost code definitions, see the Setting Up and Using the Cost Worksheet chapter.

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Mail mapping and user name setup. For use with Expedition’s InBox feature, these instructions specify addresses for sending Expedition documents via e-mail or fax. For details about using the InBox, see the Sending Expedition Documents to Other Users chapter.

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Specification sections, roles, status, acronyms and titles, distribution lists, reason codes, bid packages, disciplines, file numbers, paper sizes, phases, alerts, reporting currency, Project View names, and user-defined types. For details about adding and using these items, see the Setting Up Dictionaries and Preferences chapter.

Since much of this information is probably the same for your company across all databases, Primavera recommends that you copy the EXPEMPTY.DB file.

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If you do not create a template database when you first use Expedition, you can later copy a database that you have created, rename it, and delete all the projects in it, leaving the database information listed above. You can then add new projects to new databases without reentering the companystandard data.

Add a new database for a stand-alone version of Expedition From the Windows desktop, click Start, then choose Programs, Primavera, Expedition Utilities, Create New Local Group. Type a name for the group, choose the template to use as its basis, then click Create. Add a new group for a Windows 95/98/2000 or Windows NT Expedition Database Server version of Expedition Make sure all users have logged off from Expedition (choose View, Current Users, to identify current Expedition users) and InfoMaker. From the Expedition Database Server, choose File, Exit to shut down the server. From Windows Explorer, navigate to the EXPWIN/DATABASE folder and copy the EXPEMPTY.DB file (or TEMPLATE.DB if you created one) into it. Assign the new database a unique name, such as SCHOOL.DB. Follow these steps: 1 Locate the EXPSTART.LST file in your server folder (during installation, this folder is given the same name as the server name entered). 2 Edit the EXPSTART.LST file so that it includes the names of any databases you want to make available from the client workstations that will connect to this server. Add each database entry just below the EXPWIN entries. 3 Restart the server by clicking Start, Programs, Primavera, Start <server name> Server. 4 From each client workstation, choose File, Change Server, and enter the new server name, then click OK. 5 If no serial numbers were installed on the client workstation, insert the license diskette, launch the Expedition Administration Application, and add the serial numbers. See Adding Serial Numbers and Users in this chapter for more information. Repeat step 4.

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Add a new group for a Novell Netware server version of Expedition Make sure everyone has logged off from Expedition (choose View, Current Users, to identify current Expedition users). From the Expedition Database Server on the Netware workstation, choose File, Exit. From a workstation, map a drive to the volume and folder in which the Expedition Database Server is installed. Change to the database folder under the Expedition folder on the server and copy the EXPEMPTY.DB file (or TEMPLATE.DB if you created one). Assign the new database a unique name, such as SCHOOL.DB. Follow the steps on the previous page for editing the EXPSTART.LST file, then restart the Expedition server on the Novell NetWare machine.

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Backing Up and Restoring a Single Project This procedure backs up and restores a single project in a database. Before you set up and enter project data, you should decide how often to back up the project. Base the backup frequency on how often you use Expedition. For example, if you enter critical data each day, you should back up the project daily. The Expedition Database Server (or stand-alone client) must be running during this procedure. You must be logged on to Expedition and connected to the group in which the project exists.

You must have Can Backup Projects checked in the Expedition Administration User List Security tab to back up a project.

Back up a single project Close any open projects in Expedition and verify that no other users are using any projects in the database that contains the project you want to back up. Choose File, Single Project Backup.

Select the project to back up.

Select the folder in which to back up the project.

You can back up project data to blank disks.

Click Backup to back up the project. Expedition notifies you when the backup is complete. The backup file will have a .PRX extension. Restore a single project Close any open projects in Expedition and verify that no other users are using any projects in the database that contains the project you want to restore. Choose File, Single Project Restore.

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The custom fields in the project you are restoring must match the fields in the database to which you are restoring.

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Select the project you want to restore and the location in which you want to restore the project. Click Restore to restore the project. Expedition notifies you when the process is complete.

Click to locate the project to restore.

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Backing Up and Restoring a Stand-Alone Database Expedition provides a utility for backing up and restoring a stand-alone database and its reports and forms. When you back up or restore a network database using the method in this section, Primavera does not recommend shutting down the server in which your database resides before performing the backup or restore process. You can back up a database to blank, formatted disks.

Back up an Expedition database from the Utilities group Close Expedition. No users can be connected to the database while the backup is being performed. From the Windows desktop, click Start, then choose Programs, Primavera, Expedition Utilities, Backup Restore. Click Backup in the Expedition Backup/Restore Program dialog box.

Select the drive and folder in which the database to back up is located.

Select the databases to back up and click Add.

Select the drive on which to back up the database. Click OK when ready.

Expedition creates a backup file with a .PRX extension. Project information is backed up as EXPBACK.PRX. Forms are backed up as EXPFORM. PRX, and reports are backed up as EXPREPT. PRX.

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Restore an Expedition database from the Utilities group Close Expedition. From the Windows desktop, click Start, then choose Programs, Primavera, Expedition Utilities, Backup Restore. Click Restore in the Expedition Backup/Restore Program dialog box.

Choose which option to restore.

Select the drive and folder in which to restore the database. Click OK when ready.

Select the drive and folder in which the backup database is located.

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Backing Up a Server Database For details on a separate program (SCHEDBUP.EXE) that runs as a scheduled NT service for creating online backups of multiple databases, refer to the Backing Up Multiple Databases at a Scheduled Time section in this chapter.

This section describes how to back up an Expedition server database and its associated logs in a network environment using DBBACKUP. DBBACKUP.EXE is a program that is installed with Adaptive Services Anywhere 7. It is located in the \PROGRAM FILES\SYBASE\SQL ANYWHERE 7\WIN32 folder. ASA7 must be successfully installed for DBBACKUP.EXE to work properly. Expedition’s database server keeps database files open when the server is running, which prevents network backup utilities from copying the files. However, DBBACKUP copies the database files to another location where your scheduled network backup can access them to perform a successful backup. This option enables you to keep the Expedition database server running at all times. You must run the online backup utility manually for each database, but you can set this up as a regularly scheduled event using SCHEDBUP. Create a network database backup Creating a backup of your Expedition databases involves the following steps: 1 Run the online backup utility, DBBACKUP, from a client workstation to create a set of online backup files of your Expedition databases that your scheduled network backup can access. 2 Run your scheduled network backup. A database consists of two files, a database file and its associated transaction log file. The database file has a .DB extension, such as EXPWIN.DB; the transaction log file has a .LOG extension, such as EXPWIN.LOG. To create a reliable backup, include both of these files in your scheduled network backup.

To run the online backup utility from the client workstation, click Start, then choose Run and type the following command in the Run dialog box: dbbackup -y -c “uid=exp;pwd=sql;dsn=expsrvr.expwin” f:\backups

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Replace expsrvr.expwin with the ODBC DSN of your Expedition server database. The DSN is created during the server installation and appears in the client workstation’s ODBC Administrator User DSN tab. Expwin is the name of the database you want to back up. Replace f:\backups with the name of the destination folder for the backup files; this should be a folder on a different drive, not the one that contains your Expedition database files. The -y option replaces any older files in the destination folder with the same name without a confirmation. The -c option signals that the database connection parameters are being supplied. If you use online backups, Primavera recommends that you perform them when all users are logged out of Expedition. Although you can perform online backups while users are logged on to Expedition, such backups require more time.

DBBACKUP copies the group’s database and transaction log files to the destination folder and confirms that the files were backed up successfully. If DBBACKUP displays the message “Database backup completed,” the process was successful and you can use your network backup procedures to back up the copies of the database and log files.

The first set of numbers represents the database file; the second set represents the transaction log file. A page is 4096 bytes.

If the confirmation message flashes too quickly to view, you can write the output messages from DBBACKUP to a file. Use the backup utility option -o in the command, and specify the output file, as shown in the next example:

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If DBBACKUP displays any error messages, contact Expedition Customer Support for assistance. For a complete list of option switches for DBBACKUP, refer to the Adaptive Server Anywhere 7.0 documentation. You must run DBBACKUP for each Expedition database (group) you need to back up.

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Backing Up Multiple Databases at a Scheduled Time The Expedition SCHEDBUP (Schedule Backup) utility enables you to back up multiple databases at a specified recurring time over a network. SCHEDBUP accepts multiple database connection parameters and runs DBBACKUP.EXE for each database. You can create a simple one-line batch file to run the commands in SCHEDBUP. ASA7 must be successfully installed for DBBACKUP.EXE (and therefore, SCHEDBUP) to work properly.

There are three steps for using SCHEDBUP: 1 Copy the executable from the installation CD. 2 Indicate which databases to back up and the network drive where backups will be stored. 3 Using the client workstation's Task Scheduler or the AT command at the MS-DOS level, set a time for SCHEDBUP to run. To begin using the utility, copy SCHEDBUP.EXE from the Expedition CD. It is located in the EXPWIN\UTILS\SCHEDULE_BACKUP folder. Copy this file to the \EXPWIN\UTILS folder on the client workstation. Select Start, Run. Enter the SCHEDBUP command with the /ADMIN option, to launch the utility. (There is a space between SCHEDBUP and / ADMIN):

Click OK, and the Schedule Program Parameters dialog box appears. Edit the entries so they appear as follows:

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To save changes, and close the window, click OK. To save changes and keep the window open, click Apply. To add a line, click the Add button. To delete a line, place the cursor on the line to be removed, and click Delete.

■

DBBACKUP is the ASA7 executable being used to back up the database file. The -c switch indicates that the database connection parameters are to follow.

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EXPSRVR is the name of the Expedition server where the database resides.

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EXPWIN is the name of the database to back up. A DSN for the database connection (in this example, EXPSRVR.EXPWIN) must exist in the PC's ODBC Administrator for the connection to be successful.

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The -y switch is an automatic confirmation to overwrite any file of the same name that already exists in the destination folder. Otherwise, the utility will prompt for whether the file should be overwritten. If SCHEDBUP is going to be launched regularly from the Task Scheduler, it is recommended that you use the -y switch.

■

The -o is an output logging switch that writes the command output to a file. In this example, the file is C:\TEMP\SCHEDBUPTEST.TXT. This is not required, but is helpful; it writes the results of the database backup commands which are run via this utility to a file. You can also use all other switches for command line operations on Sybase databases (consult your Sybase documentation for more information on this).

To test for a successful database connection, enter the database connection string and click Test. On a successful backup, the output file (specified in this example as SCHEDBUPTEST.TXT) will look like this:

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Both the database file (*.DB) and its accompanying log file (*.log) will be copied to the destination file specified. Once copied, your normal network backups can pick up these files. Therefore, it is important to schedule this job to run prior to the scheduled time of the regular network backups at your site. Once your database connections have been tested, you are ready to configure SCHEDBUP to run via the Task Scheduler. To do this, follow these steps: 1 Make sure that the Task Scheduler on the NT client is running. 2 Create a batch file that runs the SCHEDBUP command. The batch file should contain the following syntax (edit to indicate where you have copied SCHEDBUP.EXE on the NT client): D:\EXPWIN\SCHEDUP.EXE 3 Save the batch file with a *.BAT file extension (for example: BCKUP.BAT). 4 Run the Task Scheduler using either of the following methods to execute SCHEDUP.EXE at a specified, recurring time: •

Navigate to the \WINNT\TASKS folder, click on Add Scheduled Task, and follow the wizard, or

•

Open an MS-DOS Command window and use the following AT Command to run the batch file you created:

AT /interactive /every:M,T,W,Th,F "D:\EXPWIN\bckup.bat"

Part

Communicating Project Information In this part

Sending Expedition Documents to Other Users Preparing Transmittals Recording and Tracking Communications Recording Meeting Minutes

3

C

ompleting a project successfully requires the cooperation of all the participants. This interaction requires the clear and continual exchange of information and the ability to track communications to avoid costly misunderstandings. This part describes Expedition’s extensive logging and tracking system for every type of project communication. Sending Expedition Documents to Other Users explains how to manage the InBox, which enables you to send and receive Expedition information from other users via e-mail. Preparing Transmittals discusses how to prepare transmittal letters. In Recording and Tracking Communications, you will learn how to use the Correspondence logs, Letters, Phone log, Notepads, and Notices log in Expedition to store information about all your other correspondence. The last chapter in this part, Recording Meeting Minutes, provides instructions for recording the proceedings of every meeting.

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Sending Expedition Documents to Other Users In this chapter Send Mail and InBox Overview Setting Up the InBox Setting Up Your E-Mail System Configuring Expedition to Use Your E-Mail System Entering E-Mail Addresses for Contacts Sending an Expedition Document via E-Mail Receiving an Expedition Document via E-Mail

Expedition can transfer documents electronically between local and remote users to speed and simplify exchanges between project participants. Local users—those using the same copy of Expedition—can “drop” a document into another user’s inbox for review. Remote users—those working offsite and using a separate copy of Expedition—can send Expedition documents to other users via email. This chapter describes how to configure Expedition for transferring documents electronically and how to send and receive documents.

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Send Mail and InBox Overview Expedition’s Send Mail and InBox features are a convenient method for transferring Expedition documents electronically between users. Send Mail enables you to transfer documents to both local and remote Expedition users. Mail recipients look in their InBox to retrieve the documents other users send them. Send documents to local users Assume that you just finished entering a contract, and you want someone else to review it. Send the contract to that user’s InBox; when the addressee opens the InBox, it contains an entry for the document you sent. When the addressee doubleclicks the InBox document, Expedition opens the document you created, rather than a copy of it. Open the document window for the item you want to send, then choose File, Send, Send to InBox, and specify the recipient. Select the recipient from a list of Expedition users.

You can assign a priority level to the document.

The information typed here appears in the Comment column in the InBox log.

Send documents to remote users Suppose you are working in a trailer at the job site and you need to send daily reports to the home office each afternoon. Prepare your report, then use Send Mail to select the document recipient. When the addressee opens his/her InBox, it contains the daily report. The recipient can then save your daily report to the appropriate project’s Daily Report log.

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Using the Mail Queue If you know you’ll be sending documents to various participants during an Expedition session, you can send mail to a Mail Queue and then send all documents together at a later time. To use the queue, mark the Add to Mail Queue checkbox on the User Preferences Mail tab when you set up your mail system. The queue contains only documents to be sent by you and applies to any project you are working in while using Expedition. You may decide to mail all documents listed in the queue at once later on, mail only selected documents listed in the queue, and/or remove all or selected entries from the queue. To send mail from the queue, open a project, choose Tools, Mail Queue, then click Send from the Mail Queue dialog box. If entries remain in the Mail Queue at the end of your Expedition session, you are prompted to view the queue. Choose Tools, Mail Queue.

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Setting Up the InBox Follow these basic steps to prepare Expedition to exchange documents with local and remote users. For information about adding users, see the Maintaining an Expedition Database chapter, or refer to Help.

Exchange documents with local users Add users with the Expedition Administration Application.

For details on setting up these e-mail programs, see the next section. Then refer to Configuring Expedition to Use Your E-Mail System and Entering E-Mail Addresses for Contacts later in this chapter.

The remainder of this chapter describes how to install your e-mail system, configure Expedition to use e-mail or a modem connection, and send and receive documents through Expedition’s InBox.

Exchange Expedition documents with remote users Set up your E-mail program, such as Lotus cc:Mail or Microsoft Exchange, then configure Expedition to use your e-mail system. Type an e-mail address for each contact with whom you plan to exchange documents. Match remote senders to one of your local contacts and projects. Match incoming mail to one of your local users.

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Setting Up Your E-Mail System The Messaging Applications Programming Interface (MAPI) is a set of common commands that enable Expedition to communicate with mail systems and other MAPI-compliant programs. Windows 95/98/2000 and NT include a set of Application Programming Interface (API) and Object Linking and Embedding (OLE) components that enable programs to interact with many different messaging systems using a single interface. This allows a messaging client such as Microsoft Exchange (also called Windows Messaging) to interact with various message service providers such as Microsoft Mail and Lotus Notes mail by using MAPI programming interfaces. Microsoft Exchange (or any other MAPI mail system) acts as a central access point for all messages sent and received via a network or modem. In Expedition terms, Microsoft Exchange is the interface between Expedition’s MAPI capabilities and Microsoft Mail. This section describes how to set up the Microsoft Exchange mail system. Install Microsoft Exchange on Windows From the Windows desktop, click Start, then choose Settings, Control Panel. Double-click the Add/Remove Programs icon, then click the Windows Setup tab.

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1 Mark the Microsoft Exchange checkbox, then click Details and mark one or both checkboxes: Microsoft Exchange, which installs MAPI capabilities. Microsoft Mail Services, which enables access to, and creation of, Microsoft Mail post offices. Select this option only if you will be sending mail via Microsoft Mail. 2 Click OK, then click OK again from the Add/Remove Programs Properties dialog box. The Control Panel now includes an icon for each checkbox you marked. Click to configure Microsoft Exchange settings. Click to administer the post office.

Install Microsoft Exchange on Windows NT From the Windows NT desktop, click Start, then choose Settings, Control Panel. Double-click the Add/Remove Programs icon, then click the Windows NT Setup tab.

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1 Mark the Windows Messaging checkbox, then click Details and mark the checkboxes for the components you want: Internet Mail, which allows you to access internet mail. Microsoft Mail, which enables access to, and creation of, Microsoft Mail post offices. Select this option only if you will be sending mail via Microsoft Mail. Windows Messaging, which installs MAPI capabilities. 2 Click OK, then click OK again from the Add/Remove Programs Properties dialog box. The Control Panel now includes an icon for each checkbox you marked. Click to configure Microsoft Exchange settings. Click to administer the post office.

Set up a user in the personal address book in Microsoft Exchange/Windows Messaging Set up your most commonly used email addresses in the Personal Address Book in Microsoft Exchange or Windows Messaging (NT). Open Microsoft Exchange or Windows Messaging, choose Tools, Address Book, then select Personal Address Book. Choose File, New Entry. Select Microsoft Mail Address as the type of entry and click OK.

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In the New Microsoft Mail Address Properties dialog box, enter the individual’s personal and address information, then click OK. The name you enter is also used for that person’s e-mail address in Expedition.

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Configuring Expedition to Use Your E-Mail System Before you can exchange Expedition documents with remote users, you must configure Expedition to use Lotus cc:Mail, Lotus Notes mail, Microsoft Exchange, or Windows Messaging. For more information, see Setting User Preferences in the Setting Up Dictionaries and Preferences chapter.

Configure Expedition to use your e-mail system Choose Define, User Preferences, then click the Mail tab.

Mark to have Expedition automatically log your mail and place any messages you are sending in the Mail Queue.

Choose to indicate whether you want to retrieve mail manually when you open the InBox or have Expedition look for new mail at an interval you specify.

These are the default folders in which messages sent and received are stored.

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E-Mail Configuration Strategies One strategy for configuring the InBox for a multiuser network environment is to enable every Expedition workstation to send and receive Expedition mail directly.

This setup, illustrated below, makes every Expedition user a “Postmaster” with the ability to receive and route mail. Expedition Workstations

Mail Server

To: User 1 [email protected] EXP meet #14 To: User 2 [email protected] EXP meet #14 To: User 3 [email protected] EXP meet #14

User 1

Expedition Database Server

User 2

OR

User 3

Modem

Alternatively, as shown below, you can configure only one Expedition user’s workstation to send and receive mail.

This user becomes the “Postmaster” and is responsible for routing all incoming mail to the other Expedition users.

Mail Server Expedition Workstation To: User 1 [email protected] EXP meet #14 To: User 2 [email protected] EXP meet #14 To: User 3 [email protected] EXP meet #14

Expedition Database Server

Expedition Workstations

User 2

User 1

OR

Modem

User 3

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Entering E-Mail Addresses for Contacts You must enter an e-mail address for each contact with whom you plan to exchange Expedition documents. Make sure you enter each e-mail address name in Expedition exactly as it appears in the Address folder of your mail system. Enter an e-mail address for a contact Double-click Companies in the Project Information folder. Select a company and choose Edit, Open Item. Click the Contacts tab, then select the person who will receive documents from you and choose Edit, Open Item. Enter the person’s email address and select EXP via eMail as the mail method.

Type the recipient’s e-mail address, if the user is not a local Expedition user.

Select EXP via eMail for recipients who are not connected to your local network.

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Sending an Expedition Document via E-Mail After you configure Expedition to use your e-mail system and enter e-mail addresses for your contacts, you can send an Expedition document. Send an Expedition document via e-mail Open the document window for the item you want to send. Choose File, Send, Send Mail, select the document recipient in the Address Book list, then click Add. To remove a name from the To list, select it and click Delete. Mark the Include Attachments checkbox to include any attachments to the documents you are sending.

The Company Directory for these participants includes an e-mail address. Click Add to add the selected name to the To list.

Type any notes you want the recipient to see regarding the document and any attachments.

Make sure that any attachments you send have a unique name. If Expedition encounters two or more attachments with the same name, only one will be mailed.

Expedition places all contacts with e-mail addresses in the Address Book section; you must define an e-mail address in the Company Directory for every person you want to include in this list.

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After you click Send, the status bar at the bottom of the Expedition window indicates that Expedition is logging into your mail system (using the login name and password you entered in the Mail Setup dialog box) and sending the document; or that Expedition is placing the e-mail in the Mail Queue (if you marked the Add to Mail Queue checkbox in the User Preferences Mail tab when you set up your mail system in Expedition). The Mail Queue displays any remarks entered in the Send dialog box, along with the number of attachments you are sending (if you marked the Include Attachments checkbox). You can access the Mail Queue for an open project by choosing Tools, Mail Queue.

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Receiving an Expedition Document via E-Mail When a participant sends an Expedition document to you via e-mail, it appears in your e-mail InBox like any other e-mail correspondence. When you open your InBox, Expedition logs into e-mail and retrieves the document. After Expedition places the document in the InBox, open it as you would any other Expedition document.

Receive an Expedition document sent via e-mail In the Project Center InBox item, click the type of item you want to view (High, Normal, Low, or all items). Expedition logs into the e-mail account you configured for use with Expedition and adds the document to your InBox. The first time you receive a document from a person, or if a person has changed the project name since sending you the last document, Expedition runs the Postmaster wizard. This wizard prompts you to identify the project in which you want to save the mail, and the contact name and initials to associate with the sender. The wizard also prompts you to identify the local user who should receive the document.

Mark for documents you want to forward, mark as read or unread, or delete.

Bold text indicates that the document has not been read.

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A yellow envelope indicates that the sender chose File, Send, Send Mail, to send e-mail to the recipient’s InBox (use this option if you are sending mail remotely); it also signifies that the document has not yet been saved in the Expedition database—it still resides on your hard drive as a .PSR file. Once you save the document, the envelope is replaced by a document icon. A document icon indicates a saved e-mail message or that the sender sent the message by choosing File, Send, Send to InBox (for a local Expedition user). It also indicates that the document currently resides in the recipient’s database. After you route an incoming document to a user, only that user can see the document in his/her InBox.

When you close an unsaved e-mail message, Expedition prompts you to save it to the database. Click Yes to save the document and make it part of your project. If the document already exists, Expedition prompts you to overwrite the existing data. Click Yes or No.

How Expedition Finds Mail in Your InBox Mail for Expedition appears in your e-mail system’s inbox with a subject similar to the following:

Every mail document subject for Expedition starts with [EXP_MAIL]. The remainder of the subject includes the type of document attached and, where appropriate, the document’s number. Expedition checks the e-mail system for new messages according to the number of minutes you specify (choose Define, User Preferences, click Mail, then enter a number of minutes in the Retrieve Mail section). You can also check other e-mail settings in the Mail tab of the User Preferences dialog box. Do not use your e-mail program to open mail addressed to Expedition; you may corrupt the Expedition data. Open Expedition e-mail from Expedition only.

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Routing Incoming Documents The Postmaster Wizard enables you to quickly match your local project, contact, and user information to that of the remote sender. For example, remote user Steve Johnson may refer to himself as ACMEGC SJ on his system, but you refer to him as A1MANAG LW. The first time you receive e-mail from Steve, Expedition runs the Postmaster From wizard, in which you specify the project you want Steve’s e-mail delivered to and the contact name and initials that will refer to him.

For similar reasons, Expedition includes the Postmaster To wizard. For example, Steve Johnson may have sent a document to Lawrence White, who no longer works on this project. The Expedition Postmaster To wizard enables you to specify another user to receive all e-mail addressed to Lawrence White. Name of the person the document was sent to

Steve’s user, contact, and project information from his copy of Expedition

Local user you want to receive the document

Project, contact name, and contact initials you associate Steve with in your copy of Expedition

Expedition stores the information you enter through the Postmaster wizards in the Mail Mapping log (for the Postmaster From wizard) and the Mail Username log (for the Mail Username wizard). You can edit the information in these logs directly by closing your project and choosing Define, Mail Mapping Setup, or Define, Mail Usernames.

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Preparing Transmittals In this chapter Preparing a New Transmittal Using Distribution Lists in Transmittals Copying a Transmittal Generating Transmittals from Other Documents Delivering Transmittals

Transmittals are memos or cover letters that accompany submittals, drawings, and material samples sent during a project. This chapter describes how you can automatically generate transmittals from most Expedition document types, including submittals, various change documents, drawings, contracts and purchase orders (POs), and requisitions. Expedition uses names and addresses from predefined distribution lists you set up in the Company Directory so you can prepare transmittals quickly. You can also attach files to generated transmittals, such as drawings, that were attached to the original document. Expedition also enables you to quickly indicate the reason you are sending the transmittal and the status of the attached items.

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Preparing a New Transmittal Use the Transmittals document window to record information about the items that will accompany a transmittal. Prepare a transmittal Double-click Transmittals in the Communication folder. Choose Edit, Add Item. Expedition supplies the current date and the next available sequential number, along with your company’s abbreviation and default contact initials. You can edit these values. Enter the remaining information about your transmittal as shown below.

Double-click below the bottom row and enter the items included with the transmittal.

Mark to indicate the actions the recipient should take.

Type a brief description of the contents, and mark the transmittal mode checkboxes.

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To address the transmittal, use the default To and From contact addresses, or change them.

Delete a transmittal Open the transmittal log and select a transmittal. Click Delete. When prompted to confirm whether you want to delete that item, click Yes. When you delete a transmittal from the Transmittals log, Expedition removes its attachments and any links to issues.

Using Other Expedition Features with Transmittals For more information on these features, see Part 2, Working with an Expedition Project.

You can define custom fields to create additional fields for transmittals using Expedition’s Custom Fields feature. You can also link transmittals to issues; use Find, Filter, Sort, and Group to locate and organize specific transmittals; and create transmittals from the Transmittal Creation Queue.

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Using Distribution Lists in Transmittals Use distribution lists to distribute a transmittal to the appropriate people. Double-click in the blank area in the Distributions tab in the Transmittal document window to start the Distribution Wizard. Then follow the steps in the wizard to add contacts from an existing distribution list or directly from the Company Directory.

You can delete individual rows directly from the Distributions tab. Use the wizard to add data to the tab.

If you double-click to add a new distribution list of names, you can define the new distribution group’s contacts directly from the transmittal.

Distribution lists do not replace the Copies To function in transmittals. When printing transmittals, you can generate reports using the distribution list or the existing Copies To data, as shown on the next page.

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Copying a Transmittal You can quickly create a new transmittal from an existing transmittal, if both transmittals will contain similar information. For example, you may want to send information from an existing transmittal to a different contact, but only the recipient’s address is different. Instead of typing the information again, you can generate a copy of the existing transmittal and then modify it. You can also generate a copy from the Transmittal log by choosing Edit, Copy, then Edit, Paste; or by dragging the transmittal you want to copy to Transmittals in the Project View.

Generate a transmittal copy In the Transmittals document window or log, select the transmittal you want to copy, then choose Tools, Generate a Document. Choose whether to copy the same issues and attachments to the new transmittal. Expedition creates a new transmittal, identical to the original except for the number and date. Expedition assigns the new transmittal the next available number and the current date.

Original transmittal

Original transmittal number and date

New transmittal number and current date

Newly generated transmittal

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Generating Transmittals from Other Documents For instructions on generating a transmittal from a submittal, see Producing Transmittals from Submittals in the Managing Submittals chapter.

You can also generate a transmittal from various change documents, contracts and POs, daily reports, meeting minutes, and requisitions. Any attachments to the original document (except attachments from contracts/ POs) can also be attached to the generated transmittal. Issues associated with the source document are transferred to the generated transmittal.

You can also drag the selected document to Transmittals in the Communication folder in the Project View to generate the transmittal.

Generate a transmittal from another document In the log, select the document from which you want to generate a transmittal, then choose Tools, Generate a Transmittal. For documents that do not have a To and From contact, Expedition displays the Generate Transmittal Wizard dialog box for you to supply the To and From company and contact information.

You cannot generate transmittals for change management, invoices, the InBox, correspondence sent/received, or the Cost Worksheet.

For documents that have a To and From contact, Expedition automatically generates the transmittal and places it in the Transmittals log for the document type.

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Mark or clear according to the type of originating document used and its purpose.

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Delivering Transmittals When you generate transmittals from submittals, drawings, or revisions, they are placed automatically in the Transmittal Creation Queue. From the queue, you can print the transmittal; you can also print, send, fax, or email it to one or more participants directly from its document window. If you send a transmittal via e-mail, you can mark the Include Attachments checkbox to include any attachments if they are detected by your mail program. Display the Transmittal Creation Queue and specify a delivery method From a project, choose Tools, Transmittal Creation Queue. Select the entries for which you want to create a transmittal and click Create, or click Create All to have Expedition create transmittals for all items in the list. In either case, Expedition adds the transmittal(s) to the Transmittals log. Mark to print the selected transmittals immediately after clicking Create.

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Print, fax, or e-mail a transmittal directly from its document window Double-click the transmittal that you want to print, fax, or e-mail from the Transmittals log. From the transmittal’s document window, choose File, Print, to print a copy of the transmittal for mailing or to produce a fax (if you are set up for output to fax as one of your printer choices); or choose File, Send, Send Mail, to e-mail the transmittal to the designated participants, as shown below.

Mark to send any attachments with the transmittal via e-mail.

Preparing Transmittals

Transmittal Reports and Forms Expedition provides several standard reports and forms you can use to print information about transmittals.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Transmittals Report.

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Recording and Tracking Communications In this chapter Sending Documents to a Correspondence Log Adding Correspondence Documents Manually Recording Letters Using Requests for Information Sending Notices Sending Non-Compliance Notices Writing Notes with Notepads Documenting Telephone Calls

This chapter describes how you can use Expedition’s communication logs to track items sent and received during a project, document telephone calls, and save notes. Record incoming and outgoing documents in the Correspondence logs. Use an internal word-processor or Microsoft Word to create letters in the Letters log in various fonts and formats. Gather and send information using requests for information (RFIs), notices, and noncompliance notices. Keep track of important details such as insurance information, work lists, and reminders using the Notepads log. Use the Phone Records log to document noteworthy telephone conversations, such as calls that clarify work included in bid estimates.

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Sending Documents to a Correspondence Log Expedition’s Correspondence Received and Correspondence Sent logs enable you to track all items you receive and send during a project. Use the Correspondence Received log to record incoming documents, especially those that require follow-up. Use the Correspondence Sent log to record outgoing documents and prepare form letters. These logs consolidate incoming and outgoing documents and provide a historical reference when you need supporting information, such as in a contract dispute. You can use Expedition’s Send command to record information about an open document in a Correspondence log, or you can manually enter the information directly in the Correspondence log. The following steps apply to both the Received and Sent logs. You can also press F8 from a document window to send the document to the Correspondence Received log, or press Shift+F8 to send the document to the Correspondence Sent log.

Send a document Open the document you want to record in the Correspondence log and choose File, Send, Send to Sent Log (or Send to Rec’d Log). You can also select the document in its log and then drag it to Correspondence Received or Correspondence Sent in the Communication folder in the Project View.

Expedition numbers the item sequentially and enters the initials of the person currently logged into Expedition.

The ball-in-court and corresponding initials, and the number associated with the source document, are supplied here, as well as in the Correspondence log.

Expedition automatically logs e-mail messages sent and records the corresponding addresses here for reference.

Expedition indicates whether this item was entered manually or sent from a document.

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Expedition enters all the information about the document in the Correspondence log for you. Any dunning letters you print are automatically recorded in the Correspondence Sent log. A separate record, or row in the log, is created for each contact included on the letter. If you don’t want to automatically record dunning letters, turn off this default preference by clearing the Add Dunning Letters to Sent Log checkbox in the Communication tab of the Project Preferences dialog box. If you can select an item in a document window, you can log it as a correspondence document. For example, you can record a single meeting minutes business item in the Correspondence Sent log.

View correspondence document items You can view the details of a Sent item by using Expedition’s GoTo feature. For example, to view an actual invoice, in the Correspondence log select a record with INV in the Type field and choose Tools, GoTo Document.

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Adding Correspondence Documents Manually You can manually add documents (such as a letter written using a wordprocessing program) that are not included in other Expedition documents to the Correspondence logs. Add a correspondence document manually Double-click Corr. Sent (or Corr. Received) in the Communication folder in the Project View, then choose Edit, Add Item. Expedition enters the current date and time, and your company abbreviation in the From (To) field. Enter the remaining information for the record, including information about the source document.

For more information on how to use these features, see Part 2, Working with an Expedition Project.

Using Other Features with Correspondence Attach word-processor documents, drawings, or other text and picture files to Correspondence log entries by choosing View, Attachments. You can also use Find, Filter, Sort, and Group to locate and organize correspondence records; assign custom fields to records to help categorize the items for reporting; or link the records to issues to track problems or conditions.

Recording and Tracking Communications

Correspondence Reports and Forms Expedition provides several standard reports and forms you can use to print correspondence records.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Correspondence Report.

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Recording Letters During a project, participants often exchange important information through letters that you may want to record. For example, letters that outline contractual obligations or clarify a delay can later function as supporting evidence in a claim. Use the Letters log to record information about any letters you write, whether or not they’ve been sent. Expedition can save letters in rich text format (RTF) directly from the Letter document window, or you can create letters in Microsoft Word. RTF support enables compatibility with all Microsoft applications and most Macintosh applications, so you can open the letter in any wordprocessing program without changing the appearance of the text or formatting. You can also open a letter constructed in another application in a new Letter document window. Set letter preferences In the Create Letters With field in the Project Preferences Communication tab (choose Define, Project Preferences, then click Communication), select whether to create letters with Microsoft Word 97 or Greater, or the Standard Editor. The rest of this section is based on creating letters with the Standard Editor. To add a letter using Microsoft Word, type letter in Help’s Search or Index tab, then select the corresponding topic for the type of letter you want to create.

Add a letter using the Standard Editor Double-click Letters in the Communication folder in the Project View, then choose Edit, Add Item. Expedition enters the current date, time, log number, and due date (two weeks from the current date). If you record correspondence received or sent for the letter, the information entered in the Reference field becomes the correspondence record’s description.

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Select the company and the initials of the participants who sent and received the letter.

Type a subject, any contacts to whom you are sending a copy of the letter, and enclosure information, if applicable.

Type the date when a response was received.

If you do not want to use the formatted letter template, clear the Use Template checkbox. For details on defining letter preferences, see Setting Letter Preferences in the Setting Up Dictionaries and Preferences chapter.

Click OK to open the new Letter document window. The preformatted letter template displays in the letter portion of the window (if you set up a template using Define, Letter Template). You can use this format as the basis for the letter you compose, or change elements of it using the wordprocessing tools available in the document window.

To see how the printed version of your letter will look, click the Print Preview button.

If you did not set up your own template for letters, the default template displays in the letter portion of the window. The field information in the template contains the data corresponding to your entries in the Add Letter dialog box for the current letter.

For details on creating letter templates, see Create Letters Templates in Help.

Create a letter template To create your own letter template, open a project and choose Define, Letter Templates. The dialog box that opens depends on the setting you chose in the Project Preferences Communication tab (Standard Editor or Microsoft Word 97 or Greater).

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Click to adjust margins.

Click to insert any field data (at the cursor location in the letter) not already supplied.

Print Preview button

You can select a nonproportional True Type font, such as Arial.

Type the text of the letter using the standard wordprocessing tools supplied.

Generate a new letter from an existing letter If you need to send a letter similar or identical to an existing one, you can choose Tools, Generate a Document, from the existing letter rather than using Copy and Paste commands. Complete the entries in the Generate New Letters Wizard, click Next, then select the recipients from an existing distribution list or specific contacts from the Company Directory. Click Finish.

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Expedition generates a separate letter for each recipient you select in the wizard. Expedition assigns each generated letter the next available number, in consecutive order, in the Letters log. Save a letter as a separate file Click the Save button in the Letter document window. Select the drive and folder to which to save the file, and type a name. Select whether to save it as an .RTF file or as ASCII text.

For more information on how to use these features, see Part 2, Working with an Expedition Project.

Using Other Features with Letters Choose View, Attachments, to attach a document, drawing, or letter written using another word-processing program to its corresponding entry in the Letters log. Associate the word-processing program or other application with its attachment file type by choosing Tools, Application View Setup (when no projects are open); you can then launch the application directly from the Attachments dialog box. You can also use Find, Filter, Sort, and Group to locate and organize letters.

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Letters Reports and Forms Expedition provides a report showing all letter records created to date and a form letter duplicating the contents of the selected letter from the log or document

window. Choose Tools, Reports, then choose the correspondence type. The following is a sample Letters Report.

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Using Requests for Information Use requests for information (RFIs) to enter request and answer documents. These requests and the answers they solicit provide additional information or clarify some aspect of the project, such as procedures, equipment, and materials. Add a request for information Double-click Request for Information in the Communication folder in the Project View, then choose Edit, Add Item. Enter basic information about the new RFI (the type, who it is to and from, its title, number, date, and the cost). If the request is covered under a contract or purchase order, select the type, then select the number. Refer to the next page for more information. When you initiate change management from an RFI that has a question and answer, Expedition copies the question and answer to the Remarks tab in the Change Management document window.

Using Other Features with RFIs Choose View, Attachments, to attach a document, drawing, or a letter written using another word-processing program to its corresponding entry in the Requests log. Associate the word-processing program or other application with its attachment file type by choosing Tools, Application View Setup (with no projects open); you can then launch the application directly from the Attachments dialog box. You can also use Find, Filter, Sort, and Group to locate and organize RFIs.

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Click to create a new change management document based on the current document.

Type the question.

Type your signature and the approval date.

Type the answer.

Select a reason code.

If the RFI was generated from change management, the number appears here.

Use the Status and Schedule fields to record schedule information, important dates, and other status information.

These fields contain reference information if the RFI was generated from another document.

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Sending Notices Use notices to inform project participants of the latest project developments. Change in conditions (CIC), bulletins (BUL), and change sketches (SK) are all notices.

Add a notice Double-click Notices in the Communication folder in the Project View, then choose Edit, Add Item. Enter basic information about the new notice (its type, title, who it is to and from, its number, title, if it is related to a change issue, and the cost). Click to create a new change managemen t document based on the current document.

Type a detailed description .

Select a reason code.

If the notice was generated from change management, the number appears here.

Use the Status and Schedule fields to record schedule information, important dates, and other status information.

These fields contain reference information if the notice was generated from another document.

Type a signature and the approval date.

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Using Other Features with Notices Choose View, Attachments, to attach a document, drawing, or a letter written using another word-processing program to its corresponding entry in the Notices log. Associate the word-processing program or other application with its attachment file type by choosing Tools, Application View Setup (with no projects open); you can then launch the application directly from the Attachments dialog box. You can also use Find, Sort, Filter, and Group to locate and organize notices.

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Sending Non-Compliance Notices Use non-compliance notices to inform project participants of deviations from the contract specifications. For example, the owner might send a non-compliance notice to the general contractor (GC) because of a contract safety and health requirement violation. The GC will then generate a non-compliance notice to the appropriate subcontractor. In most cases, the recipient will need to respond with brief details of corrective actions required/taken. Add a non-compliance notice Double-click Non-Compliance Notices in the Communication folder in the Project View, then choose Edit, Add Item. Enter basic information about the new notice (its type, title, who it is to and from, its number, title, if it is related to a change issue, and the cost). Refer to the next page for more information.

Using Other Features with Non-Compliance Notices Choose View, Attachments, to attach a document, drawing, or a letter written using another word-processing program to its corresponding entry in the Non-Compliance Notices log. Associate the word-processing program or other application with its attachment file type by choosing Tools, Application View Setup (with no projects open); you can then launch the application directly from the Attachments dialog box. You can also use Find, Sort, Filter, and Group to locate and organize noncompliance notices.

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Type a detailed description.

Click to create a new change managemen t document based on the current document.

Type signatures and the approval dates.

Type a detailed description of the action taken, then sign and date it.

Use the Status and Schedule fields to record schedule information, important dates, and other status information.

These fields contain reference information if the notice was generated from another document.

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Writing Notes with Notepads Expedition’s notepads make it easy to track important details, such as comments, work lists, and reminders. Create a different notepad for each category of information you need. Writing notes is a two-step process: first add a notepad that refers to a specific subject, then add as many items as you want to that notepad. Add a notepad Double-click Notepads in the Communication folder in the Project View, then choose Edit, Add Item. Type a name for the notepad and a brief description of its subject matter.

If an Express user comments on a notepad item, Expedition sends the coordinator email.

Double-click to open and edit a notepad item, or double-click in the blank area to add a new item.

Type the initials of the person responsible for acting on the note. Select a company abbreviation and a priority.

Type the date by which action is required. Doubleclick to select a date from the pop-up calendar.

Expedition considers a note closed if this field is completed. If this field is blank, the note is still open, even if the status is CLO (closed).

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Add a note to a notepad Double-click a notepad’s document icon in the Notepads log, then choose Edit, Add Item. Expedition enters the current date and assigns the note the next available number. Enter information about the note in the Notepad Item dialog box, or return to the document window and enter additional information about the newly added note there. Delete notepad information You can delete a note from a notepad, or delete an entire notepad from the log. Select the document, then choose Edit, Delete. Click Yes when prompted to confirm the deletion. Expedition also deletes any links to issues.

Using Other Features with Notepads You can track problems or conditions by linking notes to issues. You can also assign custom fields to notes to help you categorize them for reporting. Use Find, Filter, Sort, and Group to locate and organize your notes.

Recording and Tracking Communications

Notepad Reports, Forms, and Dunning Letters Expedition provides several standard reports, forms, and dunning letters you can use to print notepad records.

Choose Tools, Reports, then choose the correspondence type. The following is a sample dunning letter based on past due items recorded in notepads.

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Documenting Telephone Calls Project participants often communicate important project information via telephone conversations, such as follow-up calls that clarify work included in bid estimates. Expedition provides a Telephone Records log for you to document the date, content, and names of persons involved in each call. Documenting a telephone call Double-click Telephone Records in the Communication folder in the Project View, then choose Edit, Add Item. Expedition enters the current date and time, the next available consecutive number, and your initials; you can edit any of these entries. Type a brief description of the subject of the call, the participating parties, and a description of the call.

For more information on using these features, see Part 2, Working with an Expedition Project.

Using Other Features with Telephone Records You can use Find, Filter, Sort, and Group to locate and organize phone records. You can also link phone records to issues so you can crossreference them with other Expedition documents.

Recording and Tracking Communications

Telephone Record Reports and Forms Expedition provides several standard reports and forms you can use to print telephone records.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Phone Records Report.

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Recording Meeting Minutes In this chapter Adding a Meeting Producing an Agenda from the Minutes of the Last Meeting

Every project includes a number of meetings to discuss progress and delays and to clarify specifications or designs. This chapter shows you how to use Expedition to record the details of every meeting—the attendees, discussion items, decisions, and persons responsible for action items. Once you record meeting minutes, you can easily locate any detail about a meeting and create an agenda for the next meeting by generating unresolved items forward.

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Adding a Meeting Use a Meeting Minutes document window to record all pertinent information about a meeting, such as attendees and business items. Add a meeting Double-click Meeting Minutes in the Communication folder in the Project View, then choose Edit, Add Item. Expedition enters the current date and the next available consecutive number. Type the subject, time, and location of the meeting in their respective fields. When you close the Meeting Minutes document window, Expedition marks the Latest Meeting checkbox in the log indicating that this is the most recent meeting.

You can change this date.

If an Express user comments on a meeting minute item, Expedition sends the coordinator e-mail.

Identifies the person responsible for action items

Select this meeting’s priority level.

Mark if the contact attended the meeting.

You can edit the Inits (initials) field to enter a contact other than the primary contact for that company.

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Add a business item Click the Business Items tab on the Meeting Minutes document window, then choose Edit, Add Item. Expedition adds the new item to the bottom of the list and assigns it the next available number. Type a description of the item, then select a status in the Status field. Select a company abbreviation from the Ball In Court field to indicate who is responsible for that item. Complete the remaining fields as appropriate. For details on listing primary contacts, see Setting Up the Company Directory in the Planning and Adding an Expedition Project chapter.

Add an attendee Click the Attendees tab on the Meeting Minutes document window, then choose Edit, Add Item. Select the contact in the Company column. Expedition automatically fills in the initials and company name of the default contact listed in the Company Directory. You can also add initials “on the fly” if you need to include an attendee not currently included for the company in the Company Directory.

For more information about using these features, see Part 2: Working with an Expedition Project.

Using Other Expedition Features with Meeting Minutes Use the issues feature while in the Meeting Minutes document to link business items to previously identified issues. You can also use the Find, Filter, Sort, and Group commands to locate and organize specific meetings, create custom fields, and follow up on action items with dunning letters.

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Producing an Agenda from the Minutes of the Last Meeting To quickly generate a new document from an existing document, choose Tools, Generate a Document.

During a project, meetings are often held at regular intervals; the same people attend and the agenda contains the open items from the previous meeting. In Expedition, you can create a new meeting minutes entry by copying the pertinent information from the minutes of the last meeting. Copy meeting minutes information Display the meeting document containing the information you want to copy by double-clicking its document icon in the Meeting Minutes log. Choose Tools, Generate a Document, to start the Generate Meeting Minutes Wizard.

Change the original values to the values for the next meeting. Expedition enters the current date as the default.

Choose whether to link the new meeting document to the same issues as the original document.

You can print this new document and use it as an instant agenda. After the meeting, update the record with any new information.

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Original meeting business items

Expedition does not copy business items with an Approved or Closed status.

Expedition carries forward all New, Open and Old business items and changes their status to Old. Business items with an Approved or Closed status are not copied.

Expedition enters all attendee information in the Attendees tab. You can edit this list.

Copied meeting business items

Expedition marks the newly generated meeting as the latest meeting.

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Meeting Minutes Reports and Forms When you finish entering the minutes for a meeting in Expedition, you can print copies and distribute them to the attendees to remind them of their responsibilities. Expedition provides several standard

reports, forms, and dunning letters that you can use to print meeting minutes. Choose Tools, Reports, then choose the correspondence type. The following is a sample Meeting Minutes Report.

Part

Working with Contracts, Project Costs, and Changes In this part

Setting Up and Using the Cost Worksheet Managing Contracts and Purchase Orders Using Trends Preparing Requisitions for Payment Recording Invoices Using Change Management Using Individual Requests and Changes Creating and Tracking Issues

4

T

his part contains information about using Expedition to help you manage your contracts, purchase orders (POs), requisitions, invoices, changes, and other costrelated documents. Read the chapters in this part to learn how to set up and use the Cost Worksheet to track budgeted and committed costs; create lump sum and unit price contracts and POs; use trends to track possible cost increases; and record billing information in requisitions and invoices. You will also learn how to manage complex changes using the change management process and simple changes with Expedition’s change documents, and you will use issues to cross-reference and link documents throughout Expedition so you can retrieve them quickly.

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Setting Up and Using the Cost Worksheet In this chapter How Expedition Tracks Costs Items the Cost Worksheet Tracks Adding Cost Codes Adding Cost Code Definitions Copying Cost Codes and Titles Distributing Costs to the Cost Worksheet Distributing Costs Using Change Management Getting the Information You Need from the Cost Worksheet

Keeping track of a budget—the amount you committed to use, the amount actually spent, and the amount the original budget has increased (through changes, for example)—is important to the success of any project. Expedition’s Cost Worksheet provides a central location where you can collect and track budget information and quickly check the financial status of your project. You can adapt standard cost codes or create your own to help track and report different types of costs. This chapter explains how to set up the Cost Worksheet, how to distribute costs from different Expedition documents, and how to interpret information in the Cost Worksheet.

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How Expedition Tracks Costs Expedition’s Cost Worksheet tracks costs distributed from contracts, purchase orders (POs), invoices, requisitions, proposals, trends, and changes. Use the Cost Worksheet to closely track budgeted costs, committed costs, actual expenditures, and budget revisions caused by changes. You can also track costs associated with the documents you defined for your change management work process and see how pending cost changes affect the Cost Worksheet as they occur. Using the Cost Worksheet is optional: you can use the cost documents listed above independently. However, if you collect cost information in the Cost Worksheet, use it with all of your cost-related documents.

COST WORKSHEET

Contract TOTAL $1,000,000

Committed

Actuals

$1,000,000

$50,000

Invoice TOTAL $50,000

Changes $250,000

Bottom Line $1,200,000

Change TOTAL $250,000

The rest of this chapter shows you how to set up the Cost Worksheet, update it, and review the financial information that’s important to you.

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Items the Cost Worksheet Tracks The Cost Worksheet tracks five categories of cost information: ■

Budget includes the original budgeted amount, approved revisions to the budget, revised budget amount, pending budget revisions, estimated budget revisions, manual adjustments to the budget, and the projected budget.

■

Commitment includes the original commitment amount, approved revisions to committed costs, the revised commitment, pending revisions to committed costs, estimated revisions to committed costs, the adjusted commitment, and the projected commitment.

■

Actuals include money you have paid and money you have received.

■

Variance is the difference between your budgeted and committed costs, calculated by Expedition. Variance includes original variance, approved variance, pending variance, projected variance, budget percent, and commitment percent.

■

Funding contains the same basic subcategories as Budget and Committed (original, approved revisions, revised amount, pending revisions, estimated revisions, manual adjustments, projected amount, and the percentage the funding represents of the total amount budgeted for the contract).

You can use the Order Code field to vary the sort order of your Cost Worksheet from the cost code order. The chart on the following page shows the five main categories of the Cost Worksheet and their subcategories. The bullets indicate where Expedition places money in the Cost Worksheet when you distribute an amount from a contract, PO, invoice, requisition, trend, change order, or proposed change order.

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In the Contracts & POs row of the chart, note that Expedition can distribute the amount to the Original Budget, Original Commitment, or Original Funding section of the Cost Worksheet. When you distribute the contract or PO amount, select the Budget, Commitment, or Funding category and Expedition automatically selects the Original subcategory.

Cost Category Distribution

†

‡

M

L

Projected Funding

Adjustments

x

x

*

If Contract/PO is distributed to Committed

†If Contract/PO amount is distributed to Budgeted ‡If Contract/PO amount is distributed to Funding **

Estimated Revisions

Pending Revisions

Revised Funding

Approved Revisions

x x x x K

F+G+H+I+J

J

I

x H

F+G

G

x F

A+B+C+D+E

E

D

x C

B

A+B

x

The letters in this section represent each column to show how costs are calculated on the Cost Worksheet.

N+O+P+Q+R

*

R

Requisitions

x x x

Q

‡

x x

P

†

x

N+O

*

Calculated by Expedition

Original Funding

Projected Variance

Pending Variance

Approved Variance

x x x

O

x x x

N

x x

x

(A+B+C+D+E)-(F+G+H+I+J)

x x x

x

A+B+C-F-G-H

x x

x

A-F

x

x

A+B-F-G

x

A

Funding

x

Invoices

Calculation**

Variance

Original Variance

Actuals Expended

Actuals Issued

Actuals Received

Projected Commitment

Adjustments

Estimated Revisions

Actuals

x

x

Change Orders

Pending Revisions

Revised Commitment

Approved Revisions

Original Commitment

Projected Budget

Adjustments

Estimated Revisions

Commitment

x

Proposals

Trends

Pending Revisions

x

Revised Budget

Contracts & POs

Approved Revisions

Type of Expedition Document

Original Budget

Budget

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Adding Cost Codes Use cost codes to break down costs in the Cost Worksheet. Cost codes are similar to categories in a checkbook. For example, if your mortgage payment is $1,000 a month, $400 may apply to principal and $600 to interest. When you record the $1,000 payment in your check register, you may distribute it to principal and interest categories for income-tax reporting purposes. Similarly, you may have a lump sum contract for $50,000, of which $25,000 is for rough carpentry and $25,000 is for finish carpentry. To track each carpentry cost separately in the Cost Worksheet, create two codes, Rough and Finish, and distribute $25,000 to each. You can add cost codes as a group before you start distributing costs from documents, or you can add them “on the fly,” when you distribute costs from documents or as the need arises. Whichever approach you choose, consider building meaning into the cost codes. For example, some companies base their cost codes on standard CSI codes, such as this one:

CSI division for Carpentry

CSI subdivision for Rough Carpentry

Company-specific code for direct costs

With this type of cost code, you can add a cost code definition (described in the next section) that enables you to report on direct costs (D) associated with CSI division 06, for example. The more meaning you build into your cost codes, the easier it is to analyze project cost details. The length of Expedition cost codes cannot exceed 20 characters; they can consist of any combination of letters, numbers, and special characters. You cannot add a cost code named Not Costed.

Add a cost code Double-click Cost Worksheet in the Contract Information folder in the Project View. Choose Edit, Add Item, then type up to 20 characters for the cost code and title directly in the Cost Worksheet. Once a cost code is saved, you must have administrator privileges to edit it.

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Cost Codes—Exchanging Data with Primavera Schedules For details on exporting Expedition data and importing it to a Primavera schedule, see the Exchanging Expedition Data with a Primavera Schedule chapter.

If you plan to status costs for Primavera activities using the schedule export reports for exporting data from Expedition, and the EXPTOP3.EXE or the EXPLINK.SBL script for importing data to the Primavera schedule, make sure the Primavera schedule cost codes are the same as those being used in the Expedition database from which you are exporting data. To ensure proper exchange of information between Expedition and your Primavera schedule, make sure your cost codes/cost accounts do not exceed 10 characters. Also, when assigning cost codes to activities in Primavera schedules, do not assign resource names. Expedition exports one cost account code and corresponding distribution amount per document, but it will not recognize the cost code for activities with an assigned resource associated with their cost code.

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Adding Cost Code Definitions Cost code definitions enable you to use Expedition to sort and display cost information flexibly in custom reports. For example, if the cost code 06 100 D represents direct costs (D) related to rough carpentry (CSI division 06 100), you need to define this meaning. You can use up to 20 characters for each cost code definition.

Add a cost code definition Close all projects, then choose Define, Cost Code Definitions. Define your cost codes by entering a name representing a portion of the code, the position where that portion begins in the cost code, the width of that portion of the code, and a description of what that portion of the cost code represents. In the following example, the first section of the cost code definition (DIVI) represents the CSI division, takes up two characters of the code (followed by a space for a total width of 3), and is succeeded by the three-character CSI subdivision portion (followed by a space for a total width of 4), and then the one-letter cost category (with an extra space).

The cost codes for this project consist of a CSI division, a CSI subdivision, and a cost category (to track direct, indirect, and vendor costs, for example). Double-click a document icon to enter values for each component of the cost code.

Click to create a new entry.

When you add a cost code, you can refer to the definitions created here to properly format the complete cost code.

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Breaking down cost codes enables you to use the definitions to customize cost reports by filtering, sorting, and grouping on any part(s) of your definition. For example, the single-character CATG cost code in the preceding example creates a report containing all cost codes that are not Overhead, sorted by cost code and grouped within their categories, with the title for the category from the cost code definitions printed above each section.

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Copying Cost Codes and Titles Copying the cost codes and titles from one project to another in the same database makes it easy to create closely related or similar projects. You need only specify the From and To projects to transfer the data. You cannot copy cost codes to a project that has existing cost codes. For information about importing cost codes from other applications, see Exchanging Expedition Data with Other Applications.

Copy cost codes and titles Close any open projects. Choose Tools, Copy Cost Codes and Titles, and select the To and From project names. Click Copy to copy the cost codes and titles.

Open the project to which you copied the cost codes and title, then open the Cost Worksheet to view the copied information. Cost codes and titles are copied to the project without any of the distributions.

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Distributing Costs to the Cost Worksheet To break down the value of a contract, PO, invoice, requisition, trend, proposal, or change, distribute the associated costs to one or more cost codes in the Cost Worksheet. This section uses a contract as an example of how to distribute costs; follow the same procedure to distribute costs for any other documents. Information about distributing costs is also included in other chapters of this manual where applicable. Distribute contract costs Open the document window for the contract for which you want to distribute costs, then choose View, Cost Distributions. In the Cost Distributions For dialog box, distribute the value of the contract to one or more cost codes. Click Add (for each distribution) to distribute the value to the Budget, Commitment, or Funding section of the Cost Worksheet. Since most documents from which you can distribute costs relate to a specific contract, distribute contract costs first.

The following figure illustrates the basic process for distributing costs to the Cost Worksheet.

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203

1 Open the document window for a contract, PO, invoice, requisition, proposal, change order, or trend.

2 Choose View, Cost Distributions, to display this dialog box.

3 Click to add a new cost code category to which to distribute costs.

4 Type the amount to distribute to each cost code. (Expedition supplies the dollar sign.) 5 Click after entering your final cost code to distribute the total remaining to that cost code. 6 Close the Cost Distributions For dialog box to automatically distribute the costs to the Cost Worksheet.

If you enter a cost code in the Cost Distributions For dialog box that doesn’t exist, Expedition displays a dialog box in which you can enter a title for the cost code. If you mark the checkboxes under the Entire Amount Must Be Distributed column in the Contracts/POs, Changes, Invoices tab in Project Preferences, you must post the entire balance to existing cost codes.

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For more information about trends, see the Using Trends chapter.

Manually Adjusting the Cost Worksheet Use trends—a manager’s expectation of future costs—in conjunction with the Cost Worksheet to track possible cost increases. To add or transfer money within the Cost Worksheet without modifying the original contract or PO, or adding a change order, manually add a Trend document, then distribute its cost to the Cost Worksheet.

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Distributing Costs Using Change Management Change management is a work process that automatically creates the documents necessary to track a change from the initial request through approval. Change management links the documents for reporting purposes, and updates the Cost Worksheet at each step in the work process according to your specifications. You supply the document type you want Expedition to create and the corresponding column on the Cost Worksheet where you want to distribute change amounts using the Change Management tab in Project Preferences. Each Budgeted and Committed value creates a document that Expedition posts to the Cost Worksheet areas you specify.

Specify document types and cost categories to accommodate your work process for managing changes as they occur.

For details about change management, see the Using Change Management chapter.

When you add value(s) for one of the phases—Estimated, Quoted, Negotiated, and Final—in a Change Management document, Expedition generates the designated documents based on information you provide. Double-click Change Management in the Contract Information folder in the Project View to access this document type.

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Expedition automatically assigns cost codes from the corresponding contract/PO for the cost distribution.

If more than one cost code exists for the originating contract/PO, Expedition treats the document value as a lump sum value and places it in a cost code called Not Costed. You can then distribute the value among the appropriate cost codes. If the contract has only one cost code, the entire document amount is distributed to that cost code.

The next time you enter a value in a phase to continue your change management work process, the cost codes created in the holding table are based on the prior document in the work process’ costing scheme. You can, however, add cost codes to subsequent documents as necessary in the work process. For details on creating a contract using change management, see the Using Change Management chapter.

You can also create a Change Management document without an existing contract/PO if you prefer. Expedition automatically creates a contract for you in this case, similar to requisitions for payment that have no originating contract.

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Getting the Information You Need from the Cost Worksheet After you set up the Cost Worksheet and distribute costs to it, start using it to monitor your project’s financial condition. You can see as much or as little detail as you need. For a quick glance at the current status Review the totals at the bottom of the Cost Worksheet.

The bottom row of the Cost Worksheet provides you with a quick summary of your project costs.

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For a detailed look at the costs associated with a specific cost code Double-click the Cost Code document icon. Click the appropriate tab to see detailed cost information for the corresponding area of the Cost Worksheet.

For more information on using these features, see the An Introduction to Expedition and Working with Log and Document Windows chapters.

Using Other Expedition Features with the Cost Worksheet Attach word-processor documents, drawings, or other text or picture files to Cost Worksheet log entries by choosing View, Attachments. You may want to attach an electronic version of a CAD drawing or sketch even if you have a printed version. You can also link costs to issues to track problems or conditions Expedition automatically links any documents generated from the cost to the same issues. You can also use Find, Filter, Sort, and Group to locate and organize costs or assign custom fields to the records to help categorize them for reporting. If you use grouping, you can total the values in each primary group in the Cost Worksheet.

Setting Up and Using the Cost Worksheet

Cost Worksheet Reports Expedition provides several standard reports and forms you can use to print cost information.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Cost Report.

209

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Managing Contracts and Purchase Orders In this chapter Adding a Contract or Purchase Order Generating Submittals from a Contract or Purchase Order Generating Materials Delivery Records from a Contract or Purchase Order Generating Requisitions from a Contract or Purchase Order Distributing Budgeted and Committed Costs to the Cost Worksheet Reviewing Contract Status

Expedition helps you organize and manage contracts and purchase orders (POs) with lump sum and/or unit prices. Once you set up a contract or PO in Expedition, you can generate related submittals, materials delivery records, and requisitions; track changes; and monitor costs. Since the information contained in contracts and POs is usually identical or very similar, you process them the same way in Expedition. For simplicity, this chapter primarily refers to contracts.

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Adding a Contract or Purchase Order A contract is a written agreement in which one party agrees to perform specialized work for another party for a certain price. Contract work can involve labor only or labor and materials; examples include excavation, plumbing, and landscaping. A contract usually includes a description of the work to be performed, a list of special terms and conditions that apply to the contract, the start and finish dates, and the negotiated price. Purchase orders (POs) document the purchase of materials or services. The information in a PO includes a description of the items ordered, payment terms, the negotiated price, and the required delivery date. Use contracts and purchase orders in Expedition to define the initial terms and amounts associated with a project and the project participants. Later, you can track other Expedition documents, such as change orders, against these contracts and POs. For details on how to add a contract through the change management process, see the Using Change Management chapter.

Add a contract or purchase order Double-click Contracts or Purchase Orders in the Contract Information folder in the Project View, then choose Edit, Add Item. Expedition assigns the new contract or purchase order the next available number. Expedition also enters the current date and your company as the From contact; you can edit any of these values.

Managing Contracts and Purchase Orders

Enter general information.

Type a lump sum value to create a lump sum contract or PO...

...or enter line items to create a unit price contract or PO. (You can enter both in the same document, as in this example.)

Type a description of the contract work.

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Enter details about individuals involved in the contract.

Set requisition preferences and retainage calculation options that apply to any requisition generated from this contract.

Set markup preferences.

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215

Use the Markup for Changes tab to create default markup categories for changes. No calculations are performed here. If you link change orders or proposals to this contract, the values entered in this tab will apply to them. If you entered markup values in the Project Preferences Markup tab (choose Define, Project Preferences, then click Markup), Expedition automatically completes the corresponding fields in this tab. You can edit this information. The edited values will override the values in the Project Preferences Markup tab. The fields that appear in this tab depend on whether you chose Standard or Advanced Markup in the Project Preferences Markup tab.

Using Hammock Activities for Contracts When associating/updating lump sum contract dates with Primavera schedule dates, use Primavera hammock activities for global or masterlevel analysis. Individual activities are better suited for line item contracts. Since hammocks comprise a group of activities and corresponding resources that are monitored collectively, they can easily fit into the related contract requirements for lump sum payment.

You can use early or actual start and finish dates of an associated activity from a linked Primavera schedule.

Select the contract’s status and priority.

The message center displays the status of the contract in PrimeContract.

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For more information, see Distributing Budgeted and Committed Costs to the Cost Worksheet later in this chapter.

If you plan to track and compare costs, you should distribute contract costs to the Cost Worksheet by choosing View, Cost Distributions, after you add the contract or PO. You should also perform this step before you generate a requisition from a lump sum contract or PO, so you have the option of creating the schedule of value line items based on the corresponding cost codes to which the sum was distributed. If you delete a contract or PO from the log by pressing Delete, Expedition also deletes the related invoice, all Cost Worksheet references to the invoice, all Cost Worksheet references to the contract or PO, and any issue links. Materials delivery records and change and request documents related to the contract or PO remain intact.

You cannot delete a contract/PO that has approved change orders against it.

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Generating Submittals from a Contract or Purchase Order If your contracts and POs contain unit price line items, Expedition can automatically generate a submittal for those items. The date recorded for the generated document is the current date, which is editable.

Generate a submittal from a contract or purchase order From the Contract or Purchase Order document window, insert the unit price line items and enter the submittal package and/or submittal number in the Unit Price tab; save the document. Choose Tools, Generate a Document, then choose Generate Submittal Wizard and follow the directions to generate the submittal.

Enter a package number or submittal number for the line items for which you want to generate a submittal. Expedition generates a submittal in that package in the Submittal Packages and Submittals logs.

You don’t have to specify a package number; Expedition will create it if you mark this checkbox.

For more information about submittals, see the Managing Submittals chapter.

When you leave the Pkg. No. and Submittal No. fields blank and choose Tools, Generate a Document, Expedition uses the specification section as part of the submittal numbers. For example, if your contract uses Spec Section 03000, Expedition numbers the package 03000 and the first submittal 03000-001, the second one 03000-002, and so on.

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Generating Materials Delivery Records from a Contract or Purchase Order If you use unit price contracts and POs, Expedition can automatically generate a materials delivery record so you can record materials delivered to the site. Expedition will automatically link the material code with the correct line item in the Requisition Schedule of Values tab if you generate both the Material and the Requisition from the Contract. Order of generation is not important. Generate a materials delivery record from a contract or purchase order From the Contract or Purchase Order document window, insert the unit price line items, and include a material code in the Unit Price tab for the line items for which you want to generate the record. Save the document and choose Tools, Generate a Document. Choose Generate Materials Delivery Wizard and follow the directions to generate the materials delivery record.

Enter material codes for the line items.

Expedition adds the materials delivery records to the Materials Delivery log.

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About Materials Delivery Codes For more information about tracking material deliveries, see the Tracking Materials Deliveries chapter.

Expedition uses material codes to create a materials delivery record for a line item when you choose Tools, Generate a Document. Leave the material code for a line item blank if you don’t want to generate a materials delivery record for it. If you enter a material code that doesn’t exist, Expedition creates a code and generates the materials delivery record using the new code.

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Generating Requisitions from a Contract or Purchase Order Expedition can use lump sum and/or unit price line items from the costed contract/PO to automatically create a requisition and its schedule of values. If a lump sum amount exists, and the contract is costed, Expedition prompts you to either: ■

Take the cost distributions for the sum to create line items on the schedule of values in the Requisitions document window, or

■

Create a single line item for the total amount, which is identified as Lump Sum in the Schedule of Values tab in the Requisitions document window. Lump tax and freight will have their own line items unless cost codes are used.

If the contract has unit line items and cost distributions, Expedition prompts you to either: ■

Take the cost distributions for the sum to create line items on the schedule of values that are identified in the Requisitions document window by the corresponding cost codes to which the sum was distributed for the contract/PO, or

■

Generate a unit price Payment Requisition based on the Contract's/ PO's unit price line items.

If a lump sum amount exists and the document is not costed, Expedition creates a single line item for the total amount, which is identified as Lump Sum in the Schedule of Values tab in the Requisitions document window. Lump tax and freight will have their own line items unless cost codes are used. For details on these settings, see the Setting Up Dictionaries and Preferences chapter.

Set lump sum/line item preferences and retainage calculations for new requisitions Click the Req Options tab from a Contract or Purchase Order document window to set up default information for retainage per existing contract/PO; use the Summary tab in a Requisitions document window to specify retainage calculations per individual requisition. If the contract/PO has not yet been created, choose Define, Project Preferences, and click the Requisitions tab to set the default preferences for all new contracts/POs.

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Expedition uses these numbers to create each line item number in the requisition schedule of values.

After you generate the first requisition from the contract/PO, create periodic payment applications from the originating requisition by choosing Tools, Generate a Document, from the applicable requisition in the Requisitions log.

Generate the first requisition for a project payment Open a Contract or Purchase Order document window; choose Tools, Generate a Document, then choose Generate Requisition Wizard. You can also select the contract/PO that you want to use to generate the requisition from the Contract/Purchase Order log, then drag it to Payment Requisitions in the Contract Information folder in the Project View. Follow the wizard to create the requisition.

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This is both a lump sum and unit price contract, so a Lump Sum line was created in the requisition schedule of values in addition to the unit price line items.

For more information about preparing requisitions, see the Preparing Requisitions for Payment chapter.

Add line items from a contract/purchase order to an existing requisition From the contract/PO, choose Tools, Generate a Document; choose Generate Requisition Wizard, then choose Copy into an Existing Requisition. This option permits the addition of items by the general contractor to an uncertified requisition as the items accumulate from subcontractors. Existing line items on the requisition are not affected.

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Distributing Budgeted and Committed Costs to the Cost Worksheet Use Expedition’s Cost Worksheet to keep detailed records of the money associated with your project, including amounts budgeted, committed, and spent or received; and amounts you received or expect to receive as the result of changes. For more information about cost codes and distributing cost, see the Setting Up and Using the Cost Worksheet chapter.

You can distribute contract or PO costs to the Budgeted, Commitment, or Funding section of the Cost Worksheet. Use the Budgeted section for the total amount available to spend on the project; use the Commitment section for amounts you have agreed to pay someone else. Use the Funding section to cost out a contract funded by more than one source. Distributing contract or PO costs is optional. You do not have to use the Cost Worksheet to use a contract or PO. If you use Expedition’s Cost Worksheet, Primavera recommends that you set up cost codes when you first add a project.

To distribute costs, from the Contracts log or document window, choose View, Cost Distributions. When you finish distributing costs, close the Cost Distribution dialog box to distribute the amount to the Cost Worksheet.

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Select the cost code to which you are distributing the contract or PO.

Type the amount you are distributing. If you don’t distribute the entire contract or PO amount, Expedition applies the remainder to a cost code called Not Costed (if you marked the Entire Amount Must Be Distributed checkbox but cleared the Must Have a Cost Category checkbox in the Project Preferences Contracts/POs, Changes, Invoices tab).

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Reviewing Contract Status Use the Contract Summary dialog box (from the Contracts log or document window, choose View, Contract Summary) to review all pending and approved cost changes associated with a contract, and to see the sum of invoices to date and the remaining balance. For details on creating change documents, see the Using Individual Requests and Changes chapter.

Expedition lists costs associated with each document in either the Approved Changes or Pending Changes column, depending on the document’s status. Costs associated with documents that have an Approval status code are displayed in the Approved Changes column; costs and documents with other status codes are shown in the Pending Changes column. Expedition does not display documents with status codes of Closed or Rejected in the Contract Summary dialog box.

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Contract/Purchase Order Reports and Forms Expedition provides several standard reports and forms you can use to print contract and PO information.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Contract Report.

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Using Trends In this chapter Why Use Trends? Adding a Trend Generating a Trend Manually Adjusting the Cost Worksheet

With Expedition, you can record an anticipated cost that is not documented in another area. For example, you can record a preliminary agreement amount before you create a contract. This chapter describes how to use the Trends feature to record anticipated costs or items, adjustments, revisions, estimates, or actuals “on the fly” as they occur during the contract life cycle. You can also distribute these costs to an estimate, revision, or any other applicable area of the Cost Worksheet to track possible cost increases or decreases.

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Why Use Trends? Changes are inevitable in any phase of a project—from the outset, as design deliberations and associated budget amounts are negotiated, through final payment approval as work is completed. Most participants in the process—owner and subcontractor alike—will be presented with expected revisions. Expedition provides trends as a place to record expectations of future costs or other items that will most likely affect budgeted costs in the near future. You can place these values in trends, then incorporate them in the project as they occur; you can also use trends to perform “what-if” analysis on a backup of the project so you can see how they affect costs. Keep in mind that trends usually are not definite changes (although they can be), such as those you record in Expedition’s change documents; they typically represent probable future costs. For example, if the pipe you will be ordering for delivery at a construction site costs $10 per foot at the time your bid is submitted, but the same pipe is expected to increase to $12 per foot when your bid will be accepted, you can expect the pipe will be $12 per foot when you place the order. Trends can be used to represent adjustments, revisions, estimates, or actuals—they can be as flexible as you require. Once you record a trend, you can add it to the Cost Worksheet by distributing its cost to a cost code and assigning the amount to a column used for revisions or adjustments to the original budget, or for any other cost area. You can then track these possible cost changes and fine-tune your budget. For details about the change management process, see the Using Change Management chapter.

If you use change management to record and track changing costs as they occur, and associate these changes with specific documents, you will probably use trends for the Estimated document type for either or both the Budgeted and Committed sides.

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Adding a Trend Use trends to add and track anticipated costs that may change the project scope as they occur. Add a trend Double-click Trends in the Contract Information folder in the Project View, then choose Edit, Add Item. Expedition assigns the new trend the next available number. Expedition also enters the current date, your company abbreviation and contact initials in the Initiated By field, and your user name in the Entered By field; you can change this information. If you include Trend as a document type in your Change Management work process, Expedition also supplies the corresponding change management item number. Add the other identifying information, such as a title for the trend, the net value amount, and the current status. In this case, the contact who initiated the change is also the BIC. This may always be the case if you simply need to record and maintain trends inhouse. You can reference a corresponding schedule activity with the trend. You can cost the trend amount to this cost category on the Cost Worksheet using the Cost Distributions dialog box (choose View, Cost Distributions).

You can also generate a trend from a trend by choosing Tools, Generate A Document to start the Generate New Trend Wizard.

For more information on these features, see Part 2, Working with an Expedition Project.

Using Other Features with Trends Attach word-processor documents, drawings, or text or picture files to trends by choosing View, Attachments. Use Find, Filter, and Sort to locate and organize trends. You can also link trends to issues so you can crossreference them later.

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Generating a Trend If you want to create a trend that is similar to one that already exists, use the Generate New Trend Wizard to create a trend with copied information. Generate a trend From the Logs folder, double-click Trends to open the Trends log window. Select the trend you want to copy. Choose Tools, Generate A Document to start the Generate New Trend Wizard.

Expedition supplies a number for the trend, but you can edit it.

Mark the checkboxes if you want to distribute the new trend to the same cost codes as the original, link the new trend to the same issues as the original, or close out the original trend. Click Finish to generate the new trend.

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Manually Adjusting the Cost Worksheet Use trends in conjunction with the Cost Worksheet to track possible cost increases (or decreases). To add or transfer money within the Cost Worksheet without modifying the original contract or PO, or without adding a change order, add a Trend document, then distribute its cost to the Cost Worksheet. Adjust the Cost Worksheet manually Double-click Trends in the Contract Information folder in the Project View, then choose Edit, Add Item. Enter the information about the trend, then distribute the new document costs to the Cost Worksheet.

Choose View, Cost Distributions, to display the Cost Distributions For dialog box, where you can distribute costs to the Cost Worksheet.

Click to remove any rows with a value of zero.

Specify the Cost Worksheet column where you want Expedition to distribute the trend amounts.

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Trends Reports and Forms Expedition provides several standard reports and forms you can use to print a list of trends and details about a selected trend, including cost distributions.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Trends Report.

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Preparing Requisitions for Payment In this chapter Process Overview Setting Up Requisitions Recording Progress Certifying a Requisition Distributing Actual Costs to the Cost Worksheet Sending a Requisition

Contracts usually require partial payments at regular intervals, based on the amount of work accomplished and materials installed. If you use requisitions for payment, you probably use them in association with your contracts or POs. Contracts are used in the examples in this chapter. The contract price is subdivided into a list of component prices or work items, so that progress can be measured more precisely. This list, called a schedule of values, accompanies each requisition for payment. At the end of each period, a requisition is submitted that shows the value of work performed and materials installed since the last payment. This chapter explains the process of submitting requests for payment, or requisitions.

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Process Overview Requisitions, or formal requests for payment, are usually issued by general contractors (GCs) to the owner on a monthly basis as portions of work on a project are completed. Subcontractors or vendors submit requisitions to the GC for their portions of the work. Once the initial requisition with line items is established at intervals determined by the pay cycle established between the contract parties, an application for payment based on the original requisition is updated, certified, and sent. This requisition update/ issuing cycle continues until the work is completed and the GC/subcontractor has been paid in full in accordance with the contract agreement. The following diagram illustrates a typical cycle. Initial Setup

Every Payment Period

Establish access rights.

Create payment application based on work accomplished since previous requisition.

Set preferences.

Negotiate.

Create contract.

Obtain approvals and certify.

Add initial payment application.

Send to owner/CM.

Materials for delivery and approved change orders applicable to each period are collected and added to the corresponding requisition. In addition, the contracting parties usually withhold a percentage of each payment, called retainage, until all the work is completed or until they are satisfied that work is progressing as planned. This retainage is applied to the current amount due, on a line item or percent complete basis. Requisitions are based on a contract or purchase order established in Expedition for the project and parallel industry standard AIA G702/G703 certification for payment forms. Expedition can use lump sum and/or unit price line items from the contract/PO to automatically create the requisition schedule of values. You negotiate the line item or lump sum costs until a payment agreement is reached and the requisition is approved and certified.

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Setting Up Requisitions You can create requisitions for all project contracts. Depending on your role, you may issue payment requests or receive payment requests. For example, if you are a GC, you receive requisitions from subcontractors and you issue requisitions to the owner. You can distribute requisition amounts to the Cost Worksheet’s Actuals Issued, Actuals Received, or Actuals Expended column(s), then compare the actual costs to the budgeted or committed costs for various work items. For details on steps 1 and 2, see the Planning and Adding an Expedition Project and Setting Up Dictionaries and Preferences chapters.

Follow these steps to set up the first requisition for each contract/PO: 1 Set access rights to requisitions and for certifying them. 2 Set lump sum/line item preferences and retainage calculations on the Req Options tab in the document window. 3 Create the requisition and schedule of values. 4 Negotiate the payment amount. 5 Approve and certify the requisition. 6 Start the cycle beginning with step 3 for the next payment period, based on work completed since the previous requisition was issued.

If you use both requisitions and invoices, you typically generate requisitions from contracts and invoices from POs.

Assuming requisition access rights have been set and preference defaults are being used in generating requisitions (steps 1 and 2), this section discusses step 3 in the process—Creating a requisition.

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Sample Requisition Summary Page

Create the first requisition for a project payment Open a Contract or Purchase Order document window; choose Tools, Generate a Document, then choose Generate Requisition Wizard. You can also select the contract/PO from the Contract/Purchase Order log that you want to use to generate the requisition, then drag it to Payment Requisitions in the Contract Information folder in the Project View. Follow the wizard instructions to generate the requisition. Expedition sequentially numbers applications that refer to the same contract/PO, starting with 00001 (you can change this number). Expedition also copies the total amount from the specified contract/PO to the Original Contract Sum field on the requisition.

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You can also add a new requisition by choosing Edit, Add Item, while in the Payment Requisitions log or Requisition document window. You can change the default Period To date to issue a payment application for a different timeframe; double-click the field to use the calendar. The party to whom the contract or PO was issued The party who originated the contract or PO Choose to add to an existing, uncertified requisition as items accumulate from subcontractors. Choose to create the requisition based on a lump sum amount, or on cost distributions.

Each application for payment covers the time period between Period To dates for the last application and the current application.

Create a schedule of values or add line items to an uncertified requisition Click the Schedule of Values tab to view the items transferred from the contract/PO; this tab consists of columns A through K, which are similar to the columns on the AIA form. Expedition uses the Starting line item number and the increment number specified in the Req Options tab in the Contract/Purchase Order document window for the existing contract/purchase order (or in the Requisitions tab for Project Preferences for a new contract/PO) to create each line item number.

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If a unit tax amount per line item or a lump tax per lump sum exists for the originating contract/PO, the entire amount is totaled and placed on a separate line called Tax. Add line items from a contract/PO to an existing requisition From the contract/PO, choose Tools, Generate a Document, then choose Copy into an Existing Requisition. This option permits the addition of items by the GC to an uncertified requisition as they accumulate from subcontractors. For example, until a building foundation is completed, requisitions are submitted for cement and other supplies required by the various subcontractors responsible for this phase of construction. Existing line items on the requisition are not affected. Add a line item in lump sum, unit price, headers, subtotal, or blank line item format Choose Edit, Add Item, while working in the Schedule of Values tab for an uncertified requisition. You can create five types of line items: unit price, lump sum, subtotal, header, or blank line. Select unit price for material line items and lump sum for the line items involving labor. The other three line item types, headers, subtotals, and blank lines, organize the information in the Schedule of Values tab. Headers organize line items by work package or cost category. Subtotals total a group of items. Blank lines separate lines for better organization. If you renumber a line item by selecting the number and typing a new one, choose View, Refresh.

Expedition lists line items numerically. To group the line items by a general category and then calculate subtotals for each group, enter appropriate item numbers for the header and subtotal. In the following example, the heading PIPE is changed to number 3 and the SUBTOTAL is changed to number 17. All the line items between 5 and 17 are categorized as pipes. To arrange the data in the order you want, select an item number and change it, then choose View, Refresh to view the changes.

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Choose the type of item you want to add to the schedule of values.

This header and subtotal categorize and total pipes used for the job.

Change item numbers to reorder rows.

You can hide/show unit price detail per line item by choosing View, Show Requisition Unit Detail, or by pressing F12.

Headers are not required to calculate subtotals. If you enter items and subtotals only, Expedition summarizes all line items between subtotals. You can also use the blank line item type to separate and group items in the schedule of values. Expedition uses the next sequential item number, but all other columns are blank for this item type. Blank lines do not affect subtotals.

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When you finish creating line items and entering the scheduled values, the grand total for the Scheduled Value column (column C) should equal the original contract sum on the Summary tab. Expedition notifies you if these numbers do not match when you attempt to close the Requisition document window, and it displays the amount needed to balance the two numbers. Adjust the schedule of values for existing line items, or create new line items and schedule values to balance the totals. All applicable parties approve the requisition The requisition is certified by the last approver and returned to the appropriate contact via any of the following: e-mail, a remote access program, regular mail, or fax. Costs are distributed Costs are calculated, including retainage, and line items or lump sum costs are distributed to the Cost Worksheet in the Actuals Issued (owner’s committed costs), Actuals Received (the general contractor’s budgeted costs), and Actuals Expended (the funded costs) columns. Create periodic payment requisitions based on the previous requisition for the contract/PO Use the filter to separate requisitions received from those sent (choose Organize, Filter) from the Payment Requisitions log, then open the previous month’s certified requisition for the contract/PO and choose Tools, Generate a Document. Expedition prompts you to “get” approved change orders and materials for delivery for the current requisition if you marked the Prompt for Get When Opening Latest Requisition checkbox in the Req Options tab in the Contract/Purchase Order document window. Follow the steps in the Generate Requisition Wizard to create the current requisition. For details on certifying a requisition, see Certifying a Requisition later in this chapter.

Update the current requisition Change the value for each line item in the This Period or Percent Complete columns based on work completed this period, then certify the requisition. If you associated Primavera schedule activities with requisition line items or with the contract/PO, mark the Schedule checkbox in the Add Change Orders and/or Material Deliveries Wizard during the Get Changes, Materials and Schedule process to update the total percentage of work completed for the period to date (%G/C column) in the schedule of values using the activities’ percent complete.

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Creating Contracts/POs from Requisitions In Expedition, requisitions must be linked to a contract/PO. Ideally, you should create your contract/PO and establish its requisition options, then generate the first requisition for payment from the associated contract/PO. If you do not use Expedition’s contracts/PO module, you can generate a contract/PO when you create a new requisition. To generate a blank contract/PO for a requisition, open the Payment Requisitions log, and choose Edit, Add Item. In the Contract/PO section of the New Requisition Wizard, select the contract/purchase order type, then type a new contract/PO number. Type the new To company abbreviation (for example a subcontractor) and the From company abbreviation (for example, the GC). In the Requisition section of the New Requisition Wizard, select the To company abbreviation (for example, the GC receiving the request for payment), and type the From company abbreviation (for example, the subcontractor submitting the requisition for payment). Expedition uses the current date for the Period To and 00001 as the application number. Click Next. Expedition prompts you to create the new contract/PO. Click Yes. Choose Create a New Requisition to create a blank requisition for payment, then click Finish. Expedition creates the contract/PO in the Contracts/PO log with the description “Expedition generated document: 3/11/00 automatically.” From the Requisition document window, you can choose Tools, Go To Document, to open the new contract/PO and complete information about it.

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Recording Progress Follow these general steps to complete monthly requisitions: 1 Generate the current requisition from the previous month’s requisition. 2 “Get” materials delivered during the current period and approved change orders that increase or decrease the contract sum. Expedition prompts you to get this information when you generate requisitions (if you marked the Prompt for Get When Opening Latest Requisition checkbox in the Req Options tab in the Contract/Purchase Order document window), or you can choose Tools, Get Changes, Materials and Schedule, and follow the Add Change Orders and/or Material Deliveries Wizard instructions. 3 Enter values for the following items: ■

Work completed this period

■

Stored materials

■

Retainage amount

■

Sales tax

Throughout the project, only one requisition for payment should be active (uncertified) for each contract. If you try to add a new requisition before certifying the previous application, Expedition reminds you about the previous uncertified requisition but will accept a new one. When "getting" a change order into a requisition, Expedition copies the cost distributions to the new line item in the requisition. Expedition will set the value of each cost distribution in the requisition to zero. Use the Not Certified or Is the Latest=Y filter to easily locate the requisition you want in the log. Choose Organize, Filter, to select either of these standard filters, or create your own to include other selection parameters. Update a requisition With the previous month’s certified requisition selected, choose Tools, Generate a Document. You can enter the scheduled value for the new requisition. You can also cost the scheduled value to the same cost codes without having to distribute costs again.

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Expedition shows the associated approved change order costs in the Summary tab and automatically records them in the Approved Changes and Schedule of Values tabs for the new requisition. Update the total percentage of work completed for all periods to date in the schedule of values (%G/C column) using the current schedule activities’ percent complete.

If a delivery is linked to a lump sum item, Expedition copies the total value of the delivery to the This Period column (column E). If the delivery is linked to a unit price item, Expedition calculates the column E value by multiplying the quantity delivered by the unit price entered in the Schedule of Values tab.

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Expedition recalculates this field to equal the sum of all approved change orders and the original contract sum.

Make sure you have Expedition “get” change orders for the requisition using the Generate New Application for Payment Wizard (or the Add Change Orders and/or Material Deliveries Wizard from Tools, Get Changes, Materials and Schedule); otherwise, the grand total for the Scheduled Value column (column C) may not match the Contract Sum to Date column. The requisition cannot be certified until these amounts are equal. Record progress In the Schedule of Values tab, type the value of completed work for the current period in the This Period column (column E). If you don’t know the actual amount, enter the percentage of work completed in column %G/C. The percentage represents work completed and stored materials for all periods to date, not just the current period. If you associated Primavera schedule activities with requisition line items or with the contract/PO, mark the Schedule checkbox in the Add Change Orders and/or Material Deliveries Wizard during the Get Changes, Materials and Schedule process to update the total percentage of work completed for the period to date (%G/C column) in the schedule of values using the activities’ percent complete.

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Columns E and %G/C are linked. When you update one column, Expedition calculates the value for the other.

You can update the work completed percentages with the Primavera schedule activity percent complete values associated with each line item.

If you enter a value in the This Period column (column E), Expedition calculates the progress percentage by dividing the value in the Total Completed and Stored to Date column (column G) by the value in the Scheduled Value column (column C). If you enter a percentage in column G, Expedition calculates the value in column E by multiplying the percentage by the column C value, then subtracting from this value the sum of all Previous Applications column (column D): Column E = (column G% x column C) – column D

Columns E and %G/C are linked. If a new percentage is added, the formula above is used and column E is updated. Update stored materials In column F on the Schedule of Values tab (materials presently stored not in D or E), enter the value of stored materials for the project. When you change the value in column F, Expedition recalculates both the cost and percentage values in column G.

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Calculate retainage Retainage is the amount withheld from each progress payment. First, select a default method for recording retainage using the Req Options tab in the Contract/Purchase Order document window for an existing contract/PO, or use the Requisitions tab in the Project Preferences dialog box for new contracts/POs. Then specify calculations per requisition in the Summary tab in the Requisition document window. You can enter retainage values one of three ways for requisitions in the Summary and Schedule of Values tabs, as illustrated in the following examples.

Enter the total retainage amount...

...or enter summary percentages for completed work and stored materials and have Expedition calculate the total retainage...

...or enter retainage for each line item if retainage percentages vary among line items.

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If you record retainage by entering summary percentages in the Summary tab, Expedition calculates the retainage for completed work and stored materials. If you record retainage in the Total Retainage field on the Summary tab, be sure the value you enter includes completed work and stored materials for all periods to date. If you record retainage by editing each line item in the Schedule of Values tab, enter the total retainage for stored materials and completed work or enter a percentage in the Retain % column (column I). The two column I values are linked. If you enter a currency value, Expedition calculates the percentage. If you enter a percentage, Expedition calculates the value by multiplying the percentage by the column G value (total completed work and stored materials). Expedition adds the values in column I and displays the total in the Completed and Stored to Date field in the Summary tab. Expedition does not calculate a separate retainage value for stored materials. Calculate tax amounts If you marked the Use Line Item % to Calculate Tax checkbox in the Req Options tab in the Contract/Purchase Order document window for the existing contract/PO (or the Requisitions tab in Project Preferences for a new contract/PO), you can enter the tax percentage for each line item in the Tax Rate column (column J) in the Schedule of Values tab. Expedition calculates the tax amount by multiplying the percentage by the value in column G (sum of completed work and stored materials for all periods to date). Expedition displays the sum of all tax amounts in the Tax to Date field in the Summary tab.

Using Other Expedition Features with Requisitions For more information on how to use these features, see the Creating and Tracking Issues chapter and Part 2, Working with an Expedition Project.

Expedition prompts you to link to issues when generating a new application for payment from an existing requisition or contract/PO that is already linked to an issue. If you choose to link to the same issue(s), the requisition is then included when you organize and cross-reference project documents by issues. You can also use custom fields to provide additional information about each line item on the schedule of values. Custom fields represent categories of information, such as project phase or responsible manager, or provide additional date, cost, or quantity information about an item. You can also use Find, Filter, Sort, and Group to locate and organize your requisitions.

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Certifying a Requisition You should review the values in the Summary and Schedule of Values tabs before certifying a requisition. A requisition cannot be certified if the grand total for scheduled values does not equal the contract sum to date.

These values must match to certify the requisition.

Enter approval names and dates Expedition enters the contract’s To and From contact names in the Contractor and Certified fields in the Certification tab; you can change these names.

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Type text used for the contractor’s application for payment and the architect’s certificate for payment.

The contractor submits the requisition.

The second contact certifies the requisition.

You can also attach files containing text, drawings, reports, or other data. Choose View, Attachments. In the Attachments For dialog box, click File and select the file you want to attach to the requisition. Click OK to attach the file to the requisition. Certify payment for the current period Certify the requisition to close it out for the current period. Each approver enters the applicable approval date by his/her name in the Certification tab (or one approver can enter names and dates to save time); the last approver also marks the Certified checkbox at the top of the Requisition document window, then confirms the certification when prompted. In general, you should not edit a certified requisition because this document has already been approved. Also, the values in a certified requisition form the basis of payment for the next period. When you add a new application for payment, Expedition rolls forward summary and detailed cost information from the previous requisition. If you change values in a previously certified requisition, you may have to manually update each subsequent requisition.

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Transferring Information to New Requisitions When you create the next requisition, Expedition copies all information from the previous requisition to the new one. Expedition makes the following changes in the Schedule of Values and Summary tabs of the new requisition: ■

Expedition assigns the new requisition the next sequential number. You can change this number.

■

In the Payment Requisitions log or Requisition document window, in the Period To field, Expedition enters the date that is one month later than the previous requisition’s Period To date. It assumes progress payments are made monthly. You can enter a different date.

■

Expedition copies all line items and values from the previous requisition to the new requisition’s Schedule of Values tab. All This Period (column E) values are set to zero.

■

Expedition adds all This Period and Materials Stored values from the previous requisitions to the sum of all Previous Applications column (column D), if you cleared the Retain Materials Stored checkbox in the Req Options tab in the Contract/Purchase Order document window for the contract/PO from which the requisition is being generated (or from the Requisitions tab in Project Preferences for a new contract/PO). To instruct Expedition to retain costs for materials stored in the Materials Presently Stored Not in D or E column (column F) in the schedule of values when generating a new application, mark the Retain Materials Stored checkbox in the Req Options tab in the Contract/Purchase Order document window for the contract/PO from which the requisition is being generated (or from the Requisitions tab in Project Preferences for a new contract/PO).

■

The Previous Amount Certified value in the Summary tab now includes the amount certified in the previous application. The Amount Certified field equals zero.

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Distributing Actual Costs to the Cost Worksheet Use the Cost Distributions dialog box to distribute the amounts recorded for work completed this period (column E in the Schedule of Values tab), to the Actual section of the Cost Worksheet. To open the Cost Distributions dialog box, select a line item in the Requisition document window’s Schedule of Values tab, then choose View, Cost Distributions. If you distributed costs from the originating contract or PO, Expedition automatically supplies the corresponding costs codes, titles, and amounts in the Cost Distributions dialog box for the requisition unit item or lump sum.

Distribute the value of work completed this period to one or more cost codes.

Distribute amounts to the same cost codes used to distribute the original contract sum. Refer to the Cost Distributions dialog box to see which cost codes were used. If you attempt to close the Cost Distributions dialog box without distributing the entire amount, Expedition distributes the remaining amount to a cost code called Not Costed, if you marked the preference to force distributions to balance but cleared the preference to force documents to be distributed to valid costs codes in the Project Preferences Contracts/POs, Changes, Invoices tab. Expedition automatically distributes revenue (to the contractor, as a result of being paid), or costs (to the owner/contract manager, as a result of paying the contractor the requisition amount) in the Cost Distributions dialog box.

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For instructions on how to set up cost codes, see the Setting Up and Using the Cost Worksheet chapter.

If the contract shown at the top of the Requisition document window was distributed to the Original Budget column, Expedition automatically distributes the requisition amounts to the Actuals Issued column (to represent the owner’s costs) in the Cost Worksheet. If the contract amount was distributed to the Original Commitment column, Expedition automatically distributes the requisition amounts to the Actuals Received column (to represent the contractor’s paid amount). If funding is being used, this amount is distributed to the Actuals Expended column on the Cost Worksheet. The Cost Worksheet tracks the actual costs recorded in requisitions and invoices.

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Sending a Requisition After an application for payment is submitted, the contracting parties negotiate and eventually agree on an amount. The requisition is then certified, and you (the contractor) can submit it to the owner for payment. The medium you use to relay the requisition depends on your physical location and interaction with the database server on which the project resides. For details on how to prepare Expedition to exchange documents with local and remote users, see Setting Up the InBox in the Sending Expedition Documents to Other Users chapter.

You can use e-mail to send correspondence to the owner/construction manager; if you are offsite, you can use software such as Citrix WinFrame for Networks to dial into the Expedition Database Server. In either case, the sender and receiver are linked to the project database via a local area network (LAN) or a wide area network (WAN), so updates are transparent. Send a requisition to local users using e-mail Send the certified requisition to the construction manager’s InBox; from the requisition you want to send, choose File, Send, Send to InBox, then select the requisition recipient and click OK. When the addressee opens his/her InBox, it contains an entry for the requisition you sent. When the addressee doubleclicks the InBox document, Expedition opens it. Send a requisition to remote users using e-mail Suppose you are working in a trailer at the job site and you need to send a certified requisition. From the requisition, choose File, Send, Send Mail, select the document recipient from those listed, click Add, then click Send. When the addressee opens his/her InBox, it contains the requisition. The recipient can then save your requisition to the appropriate project’s Payment Requisitions log. Relay a requisition from remote sites using dial-in access Use your remote access software and modem to dial into the project database. Steps will differ according to the software you are using.

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Requisition Reports and Forms Expedition provides several standard reports and forms you can use to print requisition information. A standard AIA form is provided in both preprinted and form-fill formats; a sample form is shown

at the beginning of this chapter. Choose Tools, Reports, then choose the correspondence type. The following is a sample report showing requisition details by contract.

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Recording Invoices In this chapter Adding Invoices to a Purchase Order Distributing Actual Costs to the Cost Worksheet

Expedition automatically creates a row in the Invoices log for each contract and purchase order (PO) you add. If you use requisitions for payment, you probably use them in association with your contracts, and use invoices to record payments against POs.

Copying an Invoice

This chapter describes how to add invoices to POs and distribute actual costs to the Cost Worksheet. Expedition can automate this process by supplying the same cost codes and distribution amounts from the originating contract/PO. However, you can distribute costs to other cost codes as well. POs are used in the examples in this chapter.

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Adding Invoices to a Purchase Order Expedition creates a corresponding invoice row in the Invoices log for each contract and purchase order (PO). Each time you record a payment in the invoice, the balance on the contract or PO changes immediately. Although Expedition enables you to distribute the amount of an invoice to multiple cost codes, you cannot include individual line items or retainage in an invoice. Use a requisition instead of an invoice if you need to include a list of the items covered by a particular payment, or if you want to withhold a portion of the payment until work is completed. You can only add a new invoice list to the Contract/PO Invoice List log by creating a new contract or PO.

Set project preferences for invoices The Default Invoice Amount to Con/PO Balance checkbox in the Contracts/POs, Changes, Invoices tab in Project Preferences determines how the Amount field is used in new invoices and whether Expedition automatically uses the cost codes from the associated PO to distribute the amount to the Cost Worksheet. If you mark this preference, when you create a new invoice, Expedition fills the Amount field with the balance of the PO. Expedition also distributes the value in the Amount field using cost codes from the associated PO. If necessary, you can change the value in the Amount field, then redistribute the new value to the cost codes as necessary. If you change the invoice amount, the cost distributions will not balance for the invoice.

Close out a PO using one invoice Double-click Invoices in the Contract Information folder. In the Contract/PO Invoice List log, doubleclick the document icon for the PO to which you want to add an invoice, then choose Edit, Add Item. Expedition creates invoice number 1, enters the current date as the invoice date, and uses the specification section from the PO as the invoice title. Enter the payment date, check number, status, and activity ID, then save the invoice document.

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Expedition supplies this noneditable information from the PO.

Choose Edit, Add Item, to add a new invoice for the PO. If you change the amount you must redistribute costs.

Close out a PO using multiple invoices If you want to distribute invoices using the cost codes assigned to the PO, mark the Default Invoice Amount to Con/PO Balance checkbox in the Contracts/ POs, Changes, Invoices tab in Project Preferences. Double-click Invoices in the Contract Information folder. Double-click the document icon for the PO to which you want to attach an invoice, then choose Edit, Add Item. Expedition creates the next invoice number using the current date as the invoice date and the specification section from the PO as the invoice title. The amount entered for the new invoice equals the contract/PO balance. Expedition uses the value in the Amount field and creates cost distributions based on the cost codes assigned to the PO. These values are automatically posted to the Cost Worksheet. If necessary, change the value in the Amount field, and change the invoice title to accurately describe the content of the invoice. Choose View, Cost Distributions, to redistribute the amount. Enter the payment date, check number, status, and activity ID, then save the invoice document.

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Expedition supplies this noneditable information from the PO.

This invoice creates a zero balance.

Enter the amount paid toward the invoice. Expedition calculates the remaining balance on the PO using this field.

Delete an invoice entry You can delete an invoice associated with a contract or PO from the Invoice List document window, but you cannot delete an entry in the Contract/PO Invoice List log. These entries represent contracts and POs that you can delete only from their respective logs. When you delete an invoice from the Invoice List document window, Expedition also deletes any cost distributions associated with that invoice and adjusts the balance on the PO.

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Distributing Actual Costs to the Cost Worksheet Use Expedition’s Cost Worksheet to keep detailed records of costs associated with your project, including budgeted, committed, actual, and funding amounts, as well as amounts that are the result of changes. If you plan to use the Cost Worksheet, you should set up cost codes before you add your contracts and POs. If you mark the Default Invoice Amount to Con/PO Balance checkbox in the Contracts/POs, Changes, Invoices tab in Project Preferences, Expedition automatically distributes invoices to the Cost Worksheet using the cost codes on the corresponding PO. You can add or remove costs codes as necessary. For information about distribution preferences and distributing costs to the Cost Worksheet, see the Setting Up and Using the Cost Worksheet chapter.

You can use invoices without using the Cost Worksheet. Distribute invoice costs only if you distribute costs for the associated contract or PO.

After you record a payment in an Invoice document, you can distribute it to the Actuals section of the Cost Worksheet: ■

Expedition moves any invoice amounts for a contract or PO to Actuals Issued that you originally distributed to Budget.

■

Expedition moves any invoice amounts to Actuals Received that you originally distributed to Commitment.

■

Expedition moves any invoice amounts to Actuals Expended that you originally distributed to Funding.

Distribute actual costs From the Contract/PO Invoice List log, open the contract or PO containing the invoice from which you want to distribute costs. In the selected invoice, enter the payment amount in the Amount column, save the document, then choose View, Cost Distributions to add and modify cost codes and distributions as necessary. If you don’t distribute the entire invoice amount, Expedition applies the remainder to a cost code called Not Costed if you marked the Entire Amount Must Be Distributed checkbox in the Contracts/POs, Changes, Invoices tab in Project Preferences. If you marked the Must Have a Cost Category checkbox, you must distribute the entire amount to a specific cost code; you cannot use Not Costed. Close the Cost Distributions dialog box to distribute the amount(s) to the Cost Worksheet. Expedition adds the distribution amount to the Actuals section on the Cost Worksheet for the corresponding cost code.

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Invoice containing the amount you want to distribute

Cost code to which you are distributing the amount

Amount to distribute

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Copying an Invoice Expedition enables you to copy an existing invoice on a contract/PO to create a new one. Copy an invoice Double-click Invoices in the Contract Information folder in the Project View, then, in the Contract/PO Invoice List log, double-click the document icon for the contract/PO to which you want to attach an invoice. In the Invoice List document window, select the invoice you want to copy, then choose Edit, Copy. To insert the new invoice, choose Edit, Paste. Click Yes at the prompt if you want to link the new invoice to the same issues to which the existing one was linked, then click Next. Click Yes again if you want to copy the cost distributions, then click Finish. Expedition creates a new invoice using the next invoice number. All the other information on the new invoice is the same as the information on the invoice from which you made the copy. Change information such as the payment date and check number to update the new invoice. To add or modify cost codes and distributions, choose View, Cost Distributions.

Using Other Expedition Features with Invoices Expedition prompts you to link issues when you create a new invoice by copying an existing invoice that is already linked to an issue. If you choose to link to the same issues, the invoice is included when you organize and cross-reference project documents by issues. You can also use custom fields to provide additional information about each invoice. Custom fields represent categories of information, such as project phase or responsible manager, or provide additional date, cost, or quantity information about an item. You can also use Find, Filter, and Sort to locate and organize your invoices.

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Invoice Reports and Forms Expedition provides several standard reports and forms you can use to print invoice and related costing information.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Invoice Report.

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Using Change Management In this chapter The Change Management Process Setting Change Management Project Preferences Defining Reason Codes Initiating Change Management from Notices or Requests for Information Adding Change Documents in Change Management Generating Change Documents from Change Management Collecting from Change Management Costing Generated Documents Using Multiple Rounds of Negotiations Collecting Commitments into a Budget Adding Multiple Commitment Documents to the Estimated Phase

Contracts and purchase orders (POs) often change as a result of modifications to the scope of work, site conditions, or project schedule. Change management automates the change process according to your work process requirements, organizing and reducing the amount of work involved. This chapter describes the change management process in Expedition and explains how you can use it to track changes to your projects.

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The Change Management Process For more information, type change management in Help’s Index tab.

Controlling changes involves notifying and coordinating affected project participants as well as containing costs and the schedule for the project. Change management provides an overview, from estimate to final approval for both budgeted and committed costs, on the Summary tab of each change’s Change Management document window. Since the change process in a project differs according to the nature of each change and the methods a company employs for recording and tracking changes, Expedition’s change management process enables you to create a customized work process to meet your company’s needs for tracking and resolving changes. Using change management is optional: you can use the individual change documents instead, as outlined in the Using Individual Requests and Changes chapter.

Change management provides one location where you enter all necessary contract, contractor, and costing information about a change. At any stage of the process, you can see the current status of the change, including estimates, costs, documents, and responsibilities of all parties. Change management enables you to cost all generated documents, including requests and notices; post generated documents to any portion of the Cost Worksheet; and create committed contracts and purchase orders (POs). Another benefit is that change management effectively closes changes when the process finishes. Construction managers (CMs) or general contractors (GCs) are responsible for coordinating all the construction work and disseminating change information to all affected parties. They must notify the owner of any changes that might affect the schedule or value of the budget contract, control quotes from prime contractors or subcontractors, negotiate with both the owner and prime contractors or subcontractors to properly compensate the affected parties, and circulate approval notices to all affected parties once the change is approved.

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The following diagram illustrates the typical steps of the change management process for CMs or GCs.

Construction Manager or General Contractor For details on setting project access, see Setting Access Rights in the Planning and Adding an Expedition Project chapter.

Set access rights to change management and for rejecting change management items.

Contract administrator and owner define change work process in Project Preferences.

Contract administrator and owner define reason codes. Notification of a change may come from many sources: a bulletin or notice, a telephone call, or a meeting.

Receive notification of a change and initiate change management.

Enter budget estimate and send request for proposal (RFP) to owner.

Enter committed estimate and send RFP to affected contractors.

Enter committed quotes and create proposed change orders (PCOs).

Enter budget quote and send proposal to owner.

Enter budget and committed negotiated and create change order requests (CORs).

Enter committed final and send change orders to contractors.

Use reason codes to categorize and report on changes.

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Setting Change Management Project Preferences Change management preferences enable you to define the change management process work process. Typically, the contract administrator and the owner determine the change work process required for the project soon after the contract is awarded. For details on setting up change management data, see the Setting Up Dictionaries and Preferences chapter.

Create change management work process From a project, choose Define, Project Preferences, then click the Change Management tab.

Select the document type you want Expedition to create for each stage of the change process.

Select the location on the Cost Worksheet you want Expedition to use to post this document.

For more information about customizing documents, see Choosing Acronyms and Titles in the Customizing Log and Document Windows chapter.

Specify the document type you want Expedition to create and the corresponding column on the Cost Worksheet where you want to distribute costs when you use change management. You can customize the change management work process even further by customizing blank documents included with Expedition, such as BC1 (blank change 1), BP1 (blank proposal 1), and BR1 (blank request 1), and including them in your change management work process. If you want to use change management, but you do not use the Cost Worksheet for your projects, select None as the cost category. If you want to post only certain phases of a change to the Cost Worksheet, supply the cost category for those phases only.

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Modify the change management work process You can modify your change management Project Preferences at any time; however, the changes apply only to new documents generated from change management. Any documents already created from change management remain unchanged. To change the document type of an existing document, first change the workflow in Project Preferences. In the Change Management document, select the phase, and clear its value field. Expedition prompts you to delete the generated document. Click Yes, then reenter the value for the phase. Reenter the information in the Change Management Workflow Document Wizard to create the document again, using the new document type from Project Preferences. Restrict access to change management information If you use Expedition in a multiuser environment and exchange information with project participants, you must ensure that other users cannot alter the change management work process set in Project Preferences or see your budget information in Change Management documents. To prevent project participants from viewing your budget information, restrict access to the project by contact. To prevent users from altering the change management work process, set access for Project Preferences to Read or No Access. To set these access rights, open the project in which you want to restrict access to change management, then choose Define, Access. Select the user ID for which you want to set access rights.

To prevent users from altering the work process, scroll down to Project Preferences, then select Read or No Access. To prevent the user from seeing budget information, mark, then select the contact. The user will have access only to documents that list the contact selected here. Clear to prevent the user from rejecting or closing CM documents.

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Defining Reason Codes You can assign a reason code to each change estimate in change management, which enables you to categorize changes and determine the factors that are causing changes during the project. Expedition includes several predefined reason codes. You can add or delete reason codes at any time, but it is a good idea to define them in conjunction with the owner and contract administrator before you begin using change management. For details on setting up reason codes, see the Setting Up Dictionaries and Preferences chapter.

Define reason codes With no project open, choose Define, Dictionaries, Change Document Reason Codes. Click Add to add a new reason code. To delete a reason code, select it, then press Delete. All of the projects in a project group share defined reason codes. Type a reason code of up to 12 characters. Type a title of up to 23 characters.

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Initiating Change Management from Notices or Requests for Information You can initiate change management from notices, noncompliance notices, or from requests for information (RFIs) to quickly generate a Change Management document. Initiate change management In the Communication folder in the Project View, double-click Notices, Non-Compliance Notices, or Request for Information. Double-click the document icon for the notice or request from which you want to create a Change Management document, then choose Tools, Initiate Change Management. Expedition creates the new Change Management document using information in the original notice or request. Expedition completes the following fields in the new change estimate using information from the notice or request: ■

Title

■

Date

■

Status (set to new)

■

Reference

■

Activity ID

■

Scope (defaults to Out of Scope)

■

Remarks

■

Issues When you initiate change management from an RFI that has a question and answer, Expedition copies the question and answer to the Remarks tab in the Change Management document window.

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Adding Change Documents in Change Management For more information, type change management in the online help’s Index tab.

Type a number of up to 12 characters , and enter a title.

In the Contract Information folder in the Project View, double-click Change Management, then choose Edit, Add Item. Expedition highlights required fields in yellow; you cannot save the document until you enter values in these fields. Expedition links all documents created from change management using the number in the Change Mgmt No. field. After you enter and save a number or a date, you cannot edit it. If the change is outside the scope of the original contract work, select Out Of Scope in the Scope field. Enter the date the change process started.

Select the scope and change issue for the change.

The Summary tab provides a central location to view information on the Change Managemen t document.

After you enter the basic information for the change, you can begin generating documents using the Budget and Commitments tabs.

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Mark to indicate that the contact in the From field disputes financial liability for the change.

The Budget tab generates change documents for the budgeted contract. Click to apply markup and to view details of how the markup was calculated when generating the budgeted change. See Applying Markup in the Using Individual Requests and Changes chapter, or refer to Help. Expedition displays the document acronym for each phase.

The Commitments tab generates change documents for committed contracts.

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Select the reason code for the change. These fields reference the document that initiated the Change Management Select the BIC, status, and priority.

The Remarks tab enables you to include additional information about the change.

The Documents tab displays the documents that make up the change management process. The documents are grouped by commitments and budget, then by phase. Choose Tools, GoTo Document, to open the selected document.

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Generating Change Documents from Change Management When you enter an amount or time change in the Estimated, Quoted, Negotiated, and Final phases of the Budget or Commitments tabs, Expedition generates change documents from change management. The process of generating documents is essentially the same for each document type in the work process. When generating a document, the source of the information is the previous document, not the Change Management document, except for issues, which originate from the Change Management document.

Prepare to generate a Change Management document Before you generate documents, you must specify contract information on the Budget and Commitments tabs. Click the tab from which you want to generate a document. In the Budget tab, you can select the contract/PO type, to and from names, and the number of the contract to which the change applies. When you select a contract in the No. field, Expedition automatically completes the To and From fields. If only one budgeted contract/PO exists, Expedition automatically selects it on the Budget tab.

In the Budget tab, you can only select contracts that are distributed to the Budgeted side of the Cost Worksheet. In the Commitments tab, you can select any committed or not distributed contract/PO.

In the Commitments tab, double-click anywhere in the tab to create a row for the contractor, then select the contract to and type of contract/PO to which the change applies. You can add rows for as many contractors as the change requires. You can also include multiple rows for the same type of contractor if you are obtaining bids from several contractors for the same work. Mark the Include checkbox to select the contractor whose values you want to include on the Cost Worksheet. Expedition does not prevent you from marking the Include checkbox for more than one of the same contractor type; however, if you mark the Include checkbox for multiple contractors who are bidding on the same work, you are posting the information twice to the Cost Worksheet.

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To change the contractor included on the Cost Worksheet, clear the Include checkbox; Expedition removes costing information from the Cost Worksheet. You can then select another contractor to include. Expedition retains costing information for documents for which you did not mark the Include checkbox, but the values are not posted in the Cost Worksheet.

Generating Contracts from Change Management You can generate contracts from change management using the Commitments tab. Make sure the Company Directory includes an entry for the company and contact for which you need a contract. When you create the entry for the contractor in the Commitments tab, specify the contact in the Contract To field and assign a new contract number before you generate the estimate document. Generate a document From the Budget or Commitments tab, enter an amount or time change in the change management phase for which you want to generate a document.

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Click to collect commitments into the budgeted phase or to collect into a change order.

If you collect a document generated from change management into another proposal or change order, this field shows the number of the document into which you collected.

If the change affects the project schedule, type the number of days required.

Type the amount of the change for the document you want to generate.

After you enter an amount or time change, Expedition displays the Change Management Workflow Document Wizard. Enter information for the new document using the wizard. If there is no value for a phase, no document exists for that phase.

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Type a document number for the change document. Enter a date for the change document. Enter the date the document is required. Mark to automatically open the Cost Distributions For dialog box to review and distribute costs for the change document.

Type the number of additional days required.

If the document is for a lump sum, enter the lump subtotal and tax amounts.

Type remarks to include on the generated document.

Click the Unit Items tab to specify unit price information. You can only enter unit price items when you are generating a document that supports unit price items, such as change orders and proposals. When you enter lump or unit price amounts in the Change Management Workflow Document Wizard, Expedition sums the lump and unit amounts, then inserts the total for the phase in the Amount field in the Change Management document window.

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If the document requires unit items, enter the item and unit price information in the Unit Items tab.

When you finish entering the document information in the wizard, click Finish. Expedition generates the new document and places it in the appropriate folder in the Project View. For example, if you generate a request for proposal (RFP), Expedition places it in Proposals. For more information on costing, see Costing Generated Documents later in this chapter.

When a new document is generated, it is costed to the cost codes of the associated contract. If you marked the View Cost Distributions checkbox in the Change Management Workflow Wizard, the Cost Distributions For dialog box opens automatically. If you did not mark this checkbox, you can cost the document at any time; from the Change Management Documents tab, select the phase document you want to cost, then choose View, Cost Distributions, to view costing information and post it to the Cost Worksheet. To review documents generated from the Budget tab, choose Tools, GoTo Document. To review documents generated from the Commitments tab, select the contract, then choose Tools, GoTo Document. The GoTo Wizard opens. Mark the document you want to review, then click Finish; Expedition opens the document. The Document tab shows all changes generated from the Change Management document. Modify generated documents You can review a document from the associated log after change management generates it, but you can only modify certain areas in windows other than change management. For example, the amount and time change can only be modified in change management.

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You cannot change the time, date, or value of generated documents that have a status of Closed, Approved, or Rejected.

Modify the Time Change field Open the Change Management document from which you generated the document you want to modify. Enter the new value in the Time Change field. Expedition copies the new value to the generated document. Modify the Value field Open the Change Management document from which you generated the document you want to modify. Enter the new amount for the appropriate phase. Expedition copies the new amount to the generated document. If the document contains unit items, the difference of the new amount is placed in the lump amount. Expedition also resets costing information for the document using the new value. You must choose View, Cost Distributions, to cost the document again. Delete generated documents While you can review a document from the associated log after change management generates it, you cannot delete the documents from any log or document window other than change management. For example, if you generate an RFP from change management, you can open that document in the Proposals log, but you cannot delete it from there. You must delete the document using change management. Delete the amount on the Commitments tab or Budget tab for the phase whose generated document you want to delete, then press the Tab key. You cannot delete a document from a phase if there are later phases that have generated documents. For example, if you want to delete the Budget Estimate document, but you generated a Budget Quoted document, you must delete the Budget Quoted document before you can delete the Budget Estimate document. Delete change management documents To delete a change management document from the Change Management log, select the item you want to delete, then choose Edit, Delete, and click Yes. Deleting a change management document deletes all the documents that were generated from the change estimate and removes any information posted to the Cost Worksheet.

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Collecting from Change Management You can collect into a change document that was generated from change management. When you open a change order or proposal that was generated through change management, the Collect Into command on the Tools menu and the Collect button on the document window are disabled. This ensures that the value of the Change Management document is distributed only once and that the value of the generated document can only be changed from change management. The following sections explain how to collect documents generated from change management into proposals and change orders outside of change management. Collect a document generated from change management into a change order Make sure the document from which you want to collect has been generated. Click Collect on the Change Management document window. From the Wizard, choose Collect into Change Order, then click Next.

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Mark the change order into which you want to collect. Expedition displays only existing change orders that were generated outside of change management. Choose to collect into an existing change order.

Choose to link issues from collected documents to the existing change order. Choose to roll costs from collected documents to the existing change order.

Mark the proposals and change orders to collect into the existing change order. All open change documents, including those generated from change management, appear in this list.

When you collect documents generated from change management, the phase associated with the document is closed, and the change order number into which the generated document was collected appears in the Collected into Change No. field for the phase.

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Collect a document generated from change management into a proposal Make sure the document from which you want to collect has been generated. Double-click Proposals in the Contract Information folder in the Project View, then double-click the document icon for the proposal into which you want to collect other proposals. Choose Tools, Generate a Document, then choose Collect on the Collect/Generate Changes Wizard. Choose Yes to link the proposal to the same issues as the collected documents.

Choose Yes to roll costs forward from collected documents. Specify the proposals to collect into the new proposal, then click Finish.

Choose View, Refresh. Expedition adds collected documents to the Collected Changes tab on the proposal.

When you collect documents generated from change management, the phase associated with the document is closed, and the proposal number into which the generated document was collected appears in the Collected Into field for the phase.

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Costing Generated Documents You can cost generated documents either directly from change management or from the generated document. Expedition assigns costing information to generated documents based on the contract (for the first generated document) or the last generated document. If the contract or document is costed to a single cost code, the entire amount of the new document is costed to the same cost code. If the contract or document is costed to more than one cost code, Expedition carries all the cost codes to the Cost Distributions For dialog box, but it places the entire amount in the Not Costed cost code. Change management enables you to post to the portion of the Cost Worksheet that best suits your company’s needs. Expedition automatically posts amounts from the generated documents to the Cost Worksheet when you assign cost distributions. Cost a Change Management document Choose View, Cost Distributions, to open the Cost Distributions For dialog box. This dialog box contains the cost codes associated with the contract or the last generated document. You can cost some documents, such as requests and notices, only when they are generated from change management.

Use costing for a contractor in the Cost Worksheet Mark the Include checkbox in the Commitments tab in the Change Management document window. You can only distribute costs in the Cost Distributions For dialog box for contractors you marked this checkbox for. If you decide not to use a contractor after you post the information, clear the Include checkbox to remove all related costing information from the Cost Worksheet. When you clear the Include checkbox, Expedition retains costing information but removes the values from the Cost Worksheet. In the Commitments tab, if you mark the Include checkbox for multiple contractors who are bidding on the same work, Expedition posts the information twice to the Cost Worksheet.

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Using Multiple Rounds of Negotiations Through change management, you can perform multiple rounds of negotiation on any type of change or trend document in budget and commitments. See Use Multiple Rounds of Negotiations in Change Management in Help for information on this feature.

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Collecting Commitments into a Budget Using change management, you can collect multiple commitments for a particular phase into one document on the budget side for the same phase, and you can carry over the cost codes. See Collect Commitments into a Budget in Change Management in Help for information on this feature.

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Adding Multiple Commitment Documents to the Estimated Phase Using change management, you can add multiple commitment documents from companies that have committed contracts to the estimated phase. Add multiple commitments documents In the Change Management document window, click the Commitments tab, then click Add Estimates to open the Add Estimates Wizard.

Click to add estimates.

Select the From contact. Expedition enters the change date (the current date) and the required date (the current date plus seven days), and enters the title and remarks from the Change Management document. Click Next.

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Click the plus sign to the left of the company name to display the type, document number, and title of the contract/ PO. You can select the individual contracts/POs if more than one is listed for a company.

Expedition displays all companies that have committed contracts or POs. Move the companies or individual contracts that you want to include to the Add Estimates column.

Click Finish to add the estimates. Expedition creates a commitment row for each company you selected.

Using Other Expedition Features with Change Management For more information on using these features, see the An Introduction to Expedition and Working with Log and Document Windows chapters.

Attach word-processor documents, drawings, or other text or picture files to Change Management log entries by choosing View, Attachments. You may want to attach an electronic version of a CAD drawing or sketch even if you have a printed version. You can also link change estimates to issues to track problems or conditions Expedition automatically links any documents generated from the Change Management document to the same issues. You can also use Find, Filter, Sort, and Group to locate and organize change estimates or assign custom fields to the records to help categorize them for reporting.

Using Change Management

Change Management Reports and Forms Expedition provides several standard reports and forms you can use to print change estimates by reason code, scope, issue, or status. Choose Tools, Reports,

then choose the correspondence type. The following is a sample Change Management Report listing all change documents by change management number.

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Using Individual Requests and Changes In this chapter The Change Process Types of Change Documents Adding Change Documents Applying Markup Distributing Costs Generating Change Documents Collecting into Proposals Collecting into Change Orders Approving Change Orders

In Expedition, you can create change documents such as notices, noncompliance notices, requests, proposals, and change orders outside of change management. If the scope of a change is small enough, however, you can use individual change documents to manage the change process instead of using change management. This chapter describes how to use individual requests and changes in Expedition.

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The Change Process The change process in a project differs according to the nature of each change and the methods a company employs for recording and tracking changes. In addition, a change cycle may require multiple iterations. Typically, a change cycle begins with either a change in condition (CIC) or request for information (RFI), which leads to a request for proposal (RFP) or an answer (ANS), followed by a change order request (COR) or proposed change order (PCO), and finally a formal change or proceed order. The following diagram depicts this change cycle in Expedition using the Generate feature, when available, to create each document.

Using Individual Requests and Changes

Notice or Request

Initiate CM?

No

Yes

Close?

No

Generate?

Yes Yes

Change Management

Change Resolved

Change Resolved Yes Proposal

Reject?

No

Collect?

No

Generate?

Yes Yes Proposal

Change Resolved

Yes

Reject? No

No

Yes Change Order

Reject?

No

Collect? Yes Change Order

No

Approve? Yes Change Resolved

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Types of Change Documents For more information on changing document titles, see Choosing Acronyms and Titles in the Customizing Log and Document Windows chapter and in Help.

Expedition provides standard names for request and change documents, but you can change these names to match your company’s terminology by choosing Define, Document Acronyms and Titles (when no project is open), and editing the names. Notices Double-click Notices in the Communication folder to add or review Notices. Notices include changes in condition (CICs), bulletins (BULs), and sketches (SKs). Notices inform project participants of the latest project developments or deviations from the original contract. They can also include architectural sketches to clarify plans. The change process often begins with a notice regarding a condition or problem on the worksite. To add a notice, choose Edit, Add item. To generate a change document from a notice, choose Tools, Generate a Document. Notices that are not created in change management cannot be costed.

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Click to initiate change management if the change is too complex for individual change documents.

Select the notice type.

Type any remarks you want to include.

These fields contain reference information if the notice was generated from another document.

Use these fields to record schedule information, important dates, and other status information.

Record approval date information in this area.

Noncompliance notices Double-click Non-Compliance Notices in the Communication folder to add or review non-compliance notices. These types of change notices inform project participants of deviations from the contract. For example, the owner might send a non-compliance notice to the general contractor (GC) because of a contract safety and health violation. The GC will then generate a non-compliance notice to the appropriate subcontractor. In most cases, the recipient will need to provide brief details of corrective actions required/taken. To add a non-compliance notice, choose Edit, Add item. To generate a change document from a non-compliance notice, choose Tools, Generate a Document.

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Type a description of the problem and sign it.

Type the corrective answer taken and sign it.

The Reference and Status tab contains information about the document from which this document was generated, schedule information, and status and approval information.

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Requests Double-click Request for Information in the Communications folder to add or review requests. Requests include requests for information (RFIs) and answers (ANSs). Requests solicit and provide additional information or clarify some aspect of the project, such as procedures, equipment, and materials. The change process may also begin with a request that could alter materials or procedures. To add a request, choose Edit, Add Item. To generate a change document from a request, choose Tools, Generate a Document. Requests created outside the change management process cannot be costed.

Select the request type.

Type the question you want to include.

Click to initiate change management if the change is too complex for individual change

Record approval information in this area. Type the response and any remarks you want to include.

These fields contain reference information if the notice was generated from another document.

Use these fields to record schedule information, important dates, and other status information.

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Proposals Double-click Proposals in the Contract Information folder to add or review proposals. The Proposals module includes proposed change orders (PCOs), change order requests (CORs), estimates (ESTs), and requests for proposals (RFPs). These documents solicit a bid to perform a specific activity or outline the cost and duration of a specific change. Proposals are typically generated from notices or requests, or from change management, but you can also add a proposal by choosing Edit, Add Item.

The Value tab contains lump sum and tax information.

The Unit Items tab contains information about unit price items.

The Reference and Status tab contains information about the document from which this document was generated, schedule information, and status and approval information.

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The Collected Changes tab contains information about other proposals, which were merged into this proposal using the Collect feature.

The Description tab contains remarks about the proposal.

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To list all documents that led up to a change or a change issue chronologically, double-click All Requests and Changes in the Contract Information folder in the Project View.

Change orders Double-click Change Orders in the Contract Information folder to add or review change orders. The Change Orders module includes change orders (COs) and proceed orders (PROs). Change orders specify a redirection of plans or introduce new items to the schedule. Change orders also show any approved increases or decreases in costs and contract item allowances. Change orders are typically generated from proposals, via the Collect process, or from change management, but you can also add a change order by choosing Edit, Add Item.

The Approval tab contains contract summary information, approval dates, and approving authorities.

The Value tab contains lump sum and tax information.

The Unit Items tab contains unit price items.

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The Reference and Status tab contains information about the document from which this document was generated, schedule information, and status and approval information.

The Collected Changes tab contains data about documents merged into this one using Collect.

The Description tab contains remarks about the change order.

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Adding Change Documents In the Communication folder or Contract Information folder, double-click the category of change document you want to add. Choose Edit, Add Item to add a new document to the log then select a document type in that category. You can also double-click All Requests and Changes in the Contract Information folder, then choose Edit, Add Item, to start the Choose Change Type Wizard. Select the document type you want to create, then click Finish. For more information about generating change documents from change management, see the Using Change Management chapter. For more information about defining default contacts, see Assigning Default Contacts in the Planning and Adding an Expedition Project chapter.

In the new document, Expedition enters the default contact name in either the To or From field, depending on the assignments made in the Document Setup dialog box (choose Define, Default Company Setup). Expedition also enters the current date and the next available document number. You can edit these fields. Fields with a yellow background are required for the document type you are entering. You must complete them before you can save the document. Enter the remaining change document information, including information about the contract or PO this change affects.

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Enter to/from, contract, and other basic information about the change document. Enter lump sum and tax information.

Enter information about unit price items.

If this document was generated from change management, Expedition completes this field. Enter schedule information manually, or select an activity ID for the linked schedule. Marked checkboxes indicate actual dates.

Enter approval dates, and approving authorities, if required.

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Using Other Expedition Features with Changes For more information on these features, see the An Introduction to Expedition and Working with Log and Document Windows chapters.

You can use Sort, Filter, Find, and Group to organize your changes and requests and make it easy to locate specific documents. Linking change documents using issues groups related documents. You can also customize the names of change and request documents, and assign custom fields to them.

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Applying Markup For more information on change management, see the Using Change Management chapter.

A project's success requires effectively managing change during a project. Change management is designed to help you track the change process more accurately; you can also manage overhead and profit by adding markup values to change documents.

For more information on markup, see markup in Help. Use the Search tab and type markup to display a list of related topics.

Markup allows you to add overhead, profit, or any other markup categories you create to change documents, and it automates overhead and profit calculations in change management. You can set default values or percentages for overhead, profit, and other markup categories. Expedition then uses the default values for all markup calculations. Normally you will collect all proposals and roll the costs of each document to create a quote to the customer or owner of a project. You can add overhead and profit (markup) prior to submitting that quote. You can also set different markup values for individual contracts and purchase orders (POs). When applying overhead, you may need to change the percentage in certain situations. You can have different markup values based on total labor, material, and equipment costs. You can apply markup to your budgeted costs or direct costs, as well as to the total committed costs. Markup forms Markup provides you with a comprehensive method for managing changes from the initial estimate to the final approval, including reporting to compare the total of initial change costs plus the total markup for changes and the combined costs for changes. Expedition has a form for proposals and change documents with markups, which you can print. Where markup is used Expedition allows you to apply markup to change orders and proposals in the Change Order/Proposal document windows and in change management. If you use change management, you can generate a budgeted change from the existing changes in the Change Management document window Budget tab. You can add the markup to the commitment changes and produce a budgeted change for that total. If you do not use change management, you can apply markup to a specific change order or proposal.

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Standard and advanced markup Expedition allows two types of markup: standard and advanced. Both can be broken down into as many categories as needed. ■

You can assign markup categories using a percentage rate or a flat amount. You can use both, but only one per row.

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You can enter markup defaults in the Project Preferences Markup tab.

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You can set markup values at the contract/PO level, similar to requisitions.

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You can specify the target cost code to which you want to apply the markup.

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You can set the order in which the markup categories are applied to costs.

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You can subtotal markup rows.

Standard markup allows you to create simple markup categories. When using the standard method, the markup windows show basic information, such as the markup percentage and fixed amount. When creating standard markup categories, you can ■

Type a description of the markup categories

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Set the markup value for each category with either a percentage rate or a flat amount

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Set a target cost code to which to apply markup

When using Advanced markup, the windows show all markup capabilities and give you the flexibility to fully customize markup. For each markup category, you can use source cost codes, which allow you to break down costs into individual components. Create default standard markup values using the Project Preferences Markup tab The Project Preferences Markup tab contains fields in which you can enter any description, percent, or fixed amount you want. The Target Cost Code column contains all cost codes. Choose Define, Project Preferences, then click the Markup tab. When adding a new contract or PO, Expedition allows you to pull the markup defaults that you enter here and store them in the Contract Markup for Changes tab on the Contract/Purchase Order document window. Click Get Markup to retrieve the default values.

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Even if you enter default markup values, you can modify the markup values on a per contract/PO basis.

Type either a markup percentage value or a fixed markup amount (not both).

Select the cost code to which you want to apply the markup.

Select the order in which to apply the markup categories.

Type a description for the markup category.

For more information on setting markup preferences, see Setting Project Preferences in the Setting Up Dictionaries and Preferences chapter.

Create default advanced markup values using the Project Preferences Markup tab In the Project Preferences Markup tab, click Advanced to switch to the Advanced markup process. Advanced markup gives you more control than Standard markup.

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Select the source cost codes on which the markup categories will be based. The markup values will then be applied to the target cost codes.

Using source cost codes allows you to break down costs into individual components. Instead of basing markup on one lump sum (such as overall cost), you can divide the cost into labor, materials, and bond, and apply markup categories to each of those. Expedition calculates the amount of markup that is applied from the Distributed value of all cost distributions that match the specific cost code. Apply standard markup values to change orders and proposals Double-click Change Orders or Proposals in the Contract Information folder in the Project View, then choose Edit, Add Item. Expedition enters the current date and the next available consecutive number. Select the document’s type, the to and from parties, and any other information relevant to the change order or proposal. Click the Value tab, which contains markup information. Click Markup to open the Markup Calculations For dialog box, in which you can view and edit markup values. The Markup Calculations For dialog box that is displayed is based on whether you chose Standard or Advanced markup in the Project Preferences Markup tab or the Contract Markup for Changes tab.

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Indicates the order in which Expedition applies the markup categories to the document

Click to add a new row below the current row.

Contains the markup amount calculated based on the markup preferences and the applied cost.

Click to update the markup amounts based on any changes that have been made to the document value and/or cost distributions.

Any values you enter will apply to this change order or proposal. Expedition calculates markup based on the value of the document and the contract/PO to which the change order or proposal is linked (first) or the markup values that are set in the Project Preferences Markup tab if markup is not set on the linked contract/PO. If you entered markup values in the Contract/Purchase Order document window Markup for Changes tab or the Project Preferences Markup tab, Expedition automatically completes the corresponding fields in this tab. You can edit them.

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Apply advanced markup values to change orders and proposals Double-click Change Orders or Proposals in the Contract Information folder, then choose Edit, Add Item. Expedition enters the current date and the next available consecutive number. Select the document’s type, the to and from parties, and any other information relevant to the change order or proposal. Click the Value tab, which contains markup information. Click Markup to open the Markup Calculations For dialog box, in which you can view and edit markup values. The Markup Calculations For dialog box displayed is based on whether you chose Standard or Advanced markup in the Project Preferences Markup tab.

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Contains the values used to calculate the markup amounts for a given markup row

Double-click to see the cost code details behind the markup row if you use wildcards.

You can use wildcards in the Source Cost Code field. Use a question mark (?) to replace one letter or an asterisk (*) to replace multiple letters. For example, if you have cost codes A1B and A2B, and you enter A?B, both cost codes will be found. Similarly, if you use A*, all cost codes that begin with A will be found.

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Any values you enter in the Markup Calculations For dialog box will apply to this change order or proposal. Expedition calculates markup based on the value of the change order or proposal. If you entered markup values in the Contract/Purchase Order document window Markup for Changes tab or the Project Preferences Markup tab, Expedition automatically completes the corresponding fields in the Markup Calculations For dialog box. You can edit them. Use a source cost code for all markup categories to break down costs into individual components. Instead of basing markup on one lump sum (such as overall cost), you can divide the cost into labor, materials, and bond, and apply markup categories to each of those. Expedition calculates the amount of markup that is applied from the Distributed value of all cost distributions that match the specific cost code. The Applied Cost column is updated to reflect the latest document value and the latest Cost Distribution values for the document. When the Applied Cost column is updated, the new markup amounts are calculated. Use subtotals Subtotals in Expedition are cumulative. When you click Add Subtotal, a Subtotal row is added to the bottom of the list. Use the Order column to move the new row to the desired location. If you use Markup %, the markup cost is taken from the Total Cost column, or the previous Subtotal Total Cost column, and calculated in the Markup Amount column, as shown in this example:

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Distributing Costs You can easily track costs by distributing costs on proposals and change orders to the appropriate section of the Cost Worksheet. You do not have to use the Cost Worksheet to use change documents, however. Expedition enables you to cost change documents such as proposals and change orders at any time. You cannot distribute costs from requests and notices unless they are generated from change management. Distribution preferences for changes Choose Define, Project Preferences, then click the Contracts/POs, Changes, Invoices tab to set Project Preferences for distributing costs from proposals and change orders. If you mark the Must Have a Cost Category checkbox, Expedition requires you to distribute costs from the proposal or change order before you can save it. You can distribute costs to the Not Costed cost code if this preference is marked. If you mark the Entire Amount Must Be Distributed checkbox, Expedition requires the entire amount on the document to be distributed to defined cost codes. You cannot leave any amounts in the Not Costed cost code. For more information about costing, see the Setting Up and Using the Cost Worksheet chapter.

Distribute costs Select the document from which you want to distribute costs. Choose View, Cost Distributions, to open the Cost Distributions For dialog box. Distribute the total amount of the change document to one or more cost codes. Expedition distributes the cost to the same section of the Cost Worksheet (Budget, Commitment, or Funding) used to distribute the contract or PO to which this change document corresponds. If you do not reference a contract or PO, Expedition prompts you to select Budget, Commitment, or Funding before distributing the costs. The Total to Distribute field keeps a running total of the amount you still need to distribute. If you do not distribute the entire amount of a change, Expedition distributes the remainder to a code named Not Costed, unless the Entire Amount Must Be Distributed checkbox for the document is marked in the Project Preferences Contracts/POs, Changes, Invoices tab.

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Refers to the column in the Cost Worksheet

Displays the amount entered in the Total Proposed Cost field in the document window

Click to remove any items with a value of zero from the list.

For more information about the Contract Summary window, see Reviewing Contract Status in the Managing Contracts and Purchase Orders chapter.

When you distribute costs from proposals, costs are categorized as pending in the Cost Worksheet. When you distribute costs from change orders, costs are categorized as approved or pending, based on the status code entered in the Reference and Status tab. Approved costs have a status of Approved. If the status is anything other than Approved, Closed, or Rejected, costs associated with the change are Pending. To ensure that the Cost Worksheet works properly, you must include at least one of each of the following status types in the Status Dictionary: New, Approved, Closed, and Rejected. Expedition does not allow you to delete the last status code for each of these status types. For example, if only one status with a status type of Approved is included in the Status Dictionary, you cannot delete that status. If you change the status of any change document to Closed or Rejected, Expedition retains the document’s cost distributions but removes this information from the Cost Worksheet and the Contract Summary window.

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Generating Change Documents You can create a change document by manually entering the required information; however, using Expedition’s Generate Wizard saves time since the generated document references the source document. In addition to reducing data entry by copying data from an existing document to a new one, the Generate Wizard ensures that the information in related documents is consistent. You can generate any of Expedition’s change document types from any existing change document. The Generate Wizard can also roll cost distributions forward from the source document to the generated document. This automatic closeout feature ensures that cost changes are not counted twice and that they are logged in the correct Cost Worksheet column. Finally, the Generate Wizard can create multiple copies of a document and address each copy to different contacts.

Original RFI from Mason to Acme.

Answer to the RFI from Acme to Mason, created by the Generate Wizard

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Generate a change document From the relevant log or document window, select the document from which you want to copy information. Choose Tools, Generate a Document, to start the Generate Wizard. If you are generating a change document from a request or notice, the Generate Changes Wizard is started first.

If you are generating a document from a proposal or a change order, Expedition prompts you to generate or collect. Choose Generate, then click Next.

Select the type of change document you want to create. Click Next.

If you want to generate one document, choose Single Change (see next page). If you want to send a document to several project participants, choose Multiple Copies for Different Recipients. Click Next.

If you want to link the new document to the same issues that the one from which you are generating is linked, choose Yes, then click Next.

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For single change documents, the generate process also includes these two steps:

Select the To/From contact information for the document.

Select the contract information for the new change document. Make sure you select the correct contract, as you cannot edit this information once the document is generated. Type a document number for the change document. Click Finish.

Type remarks for the document.

Select the From company for the document. Click Next.

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When generating multiple requests for RFIs, the generate process allows the following step in which you can enter an answer. The answer is automatically copied to the generated requests.

If you are generating multiple documents for different recipients, the generate process includes these steps:

Mark the categories of contacts who should receive copies. Click Next.

If you are generating multiple copies of a change document for different recipients, mark the contacts who should receive the document. You can select individual contacts or issue copies to all contacts assigned the same role. Click Finish.

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The roles in this wizard are defined in the Roles Dictionary. Choose Define, Dictionaries, Roles, to define additional roles.

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When you generate multiple copies for different recipients, Expedition uses the contract between the recipient and the From contact when it generates the change documents. The next available number is used for each change document Expedition generates.

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Collecting into Proposals When you create a new proposal by generating or adding, you can collect costs from pending proposals. Use this feature to combine multiple proposals to one contact into a single proposal; this reduces the number of documents to track and update. Collect into proposals Add or generate a proposal and complete the Contract/PO fields. Choose File, Save. Choose Tools, Collect Into. Expedition searches the database for pending proposals involving the contract or PO referenced in the proposal. Expedition marks the collected proposals CLO (closed) and adds a line for each proposal collected to the Collected Changes tab.

Choose Yes to link the proposal to the same issues as the collected documents. Choose Yes to roll costs forward from collected documents.

Specify the proposals to collect into the Proposal, then click Finish. Expedition adds collected documents to the Collected Changes tab on the Proposal.

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Roll costs forward If you distributed costs in the documents from which you collect, Expedition prompts you to roll costs forward. Click Yes to have Expedition move the cost distribution records from the collected document to the new document. Expedition changes the collected document’s status to CLO (closed). If documents you are collecting have the same cost codes, Expedition combines the values for those cost codes in the new proposal document.

About Rolling Costs Forward To roll costs forward, costs must already be distributed for the collected document. Also, the collected document and generated document must refer to the same contract or PO for Expedition to move the cost distributions. If the change order does not reference an existing contract or PO, Expedition prompts you to select Budget, Commitment, or Funding cost distributions.

The status on proposals that you collect into a new proposal is changed to Closed.

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Collecting into Change Orders When you create a change order by generating or adding, you can collect costs from pending proposals or change orders. Use this feature to combine multiple changes for one contract into a single change order; this reduces the number of documents to track and update. You can collect change documents generated by change management into a change order outside of change management. The Budget tab in the Change Management document window displays the change order number in the Collected Into field.

Collect into a change order Add or generate a new change order and complete the Contract/PO fields. Choose Tools, Collect Into. Expedition searches the database for pending proposals involving the PO or contract referenced in the change order. Expedition marks the collected change orders CLO (closed) and adds a line for each change order collected to the Collected Changes tab on the change order.

Choose Yes to link the new change order to the same issues as the collected documents. Choose Yes to roll costs forward from collected documents.

Specify the change orders/ proposals to collect into the change order, then click Finish.

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Expedition adds collected documents to the Collected Changes tab on the change order.

Roll costs forward If you distributed costs in the documents from which you collect, Expedition asks whether you want to roll costs forward. Click Yes to have Expedition move the cost distribution records from the collected document to the change order to which you are collecting. Expedition changes the collected document’s status to CLO (closed). If documents you are collecting have the same cost codes, Expedition combines the values for those cost codes in the new change order.

About Rolling Costs Forward To roll costs forward, costs must already be distributed for the collected document. Also, the collected document and generated document must refer to the same contract or PO for Expedition to move the cost distributions. If the change order does not reference an existing contract or PO, Expedition prompts you to select Budget, Commitment, or Funding cost distributions.

The status of proposals and change orders you collect into another change order are changed to Closed.

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Approving Change Orders The final step in the change process is approving the change order. The change order Approval tab summarizes the contract history to date. Approve a change order From the document window for the selected change order, click the Approval tab. If the change order includes a change to the contract timetable, enter the number of days (positive or negative) in the Contract Time Will Be (Increased or Decreased) By field. Expedition calculates the new completion date by adding this number to the original completion date recorded in the contract or PO. Enter the date the change order was approved by the contract parties in each Authorization Date field; you must enter these dates before you can approve the change order. Mark the Approved checkbox in the upper right corner of the document window, and confirm that you want to approve the change order. Expedition changes the status of the change order to Approved. If you use the Cost Worksheet, Expedition transfers the change order cost distributions from the Pending Revisions column to the Approved Revisions column. If you do not approve change orders in numerical order, the sum of all previously approved change orders in the Net Change by Previously Authorized Requests and Changes field may need to be recalculated. Choose Tools, Recalc. Mark this checkbox to approve the change order.

Changes to decreased when you enter a negative number of days, or to unchanged for zero.

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Requests and Changes Reports and Forms Expedition provides several standard reports and forms you can use to print change documents.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Requests and Changes Report.

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Creating and Tracking Issues In this chapter Linking Expedition Documents using Issues Using Build Issues to Link Documents to an Issue

After your project is underway, problems can arise that you want to track and document because they may lead to contract changes or claims. Expedition’s Issues feature functions like a “file cabinet” where you can organize all project documents related to an identified problem in one easily accessible place. This chapter describes how you can create an issue from any Expedition document, at any time during the project; link any data item to one or more existing issues; and have Expedition build an issue automatically.

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Linking Expedition Documents using Issues An issue can be a problem that must be resolved before the project can be completed, or a condition that can lead to contract changes or claims. Organizing project information by issue enables you to quickly review each problem that may affect the project schedule or completion cost. In Expedition, an issue can link several documents of any type, such as a contract, invoice, meeting minute, or change order. You may want to create an issue to ■

Gather relevant documents quickly when you are involved in a claim

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Track every piece of information relating to a company when you experience ongoing problems with that company

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Group different documents related to a topic that led to a formal change order, such as meeting minutes, records of telephone calls, and change documents

You can establish an issue at any point during a project and link documents to it as the project progresses. For example, if a labor shortage is noted in a daily report, create an issue named Labor and link the daily report to it. You can also link other items to the issue, such as the original labor contract, relevant meeting minutes, discussion items, and change and request documents. You can also link several existing documents to an issue at the same time. Use Expedition’s Build Issue feature to automatically search for, and link, related documents. You can link an issue to any Expedition document except the Cost Worksheet and other issues (you can’t link one issue to another issue). You can also link some items within documents to issues. For example, meeting-minute business items can be linked to different issues than the meeting minute document that contains them. Other items that can be linked to issues include contract/purchase order (PO) unit price items; requisition schedule of value line items; change and proposal unit-price line items; invoice items; daily report visitors, equipment, and labor; submittal revisions; drawing revisions; punch list items; notepad items; and materials delivery tickets.

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Add an issue Double-click Issues in the Project Information folder in the Project View, then choose Edit, Add Item. Type a name and title for the issue. Expedition automatically completes the Issue No., Status, and Opened fields; you can change these if necessary. Enter the ball-in-court (BIC), priority, and opened and closed dates, if any.

Assign the new issue a name and a title.

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Link a document to an existing issue Open a log and select the document you want to link to an issue. Choose View, Issues, to open the Issues For dialog box. Click Link to open the Link an Issue dialog box. Select the issue to which to link the document, then click OK. Open the document to which you want to link an issue.

Choose View, Issues, to open the Issues For dialog box, then click Link.

Select the issue you want to link this document to.

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Display a document linked to an issue Double-click Issues in the Project Information folder in the Project View, then double-click the document icon for the issue you want to open. Expedition displays a list of all documents attached to that issue. Double-click the corresponding GoTo icon to open the document, or select it and choose Tools, GoTo Document. When you edit a document linked to an issue, Expedition updates the issue automatically when you save or close the document.

Expedition displays data about each document linked to the issue.

Double-click the GoTo icon to open the linked document.

Remove a document link from an issue Double-click Issues in the Project Information folder in the Project View, then double-click the document icon for the issue from which you want to remove the document. Select the document you want to detach from the issue and choose Edit, Delete, or, from the document choose View, Issues, select the issue in the Issues For dialog box, then click Unlink.

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Using Build Issues to Link Documents to an Issue During a project, you may decide to link several documents to an issue at the same time. For example, if you need to reroute underground utilities between certain columns, you may want to link utility documents to an issue to keep track of them. Expedition’s Build Issues feature does this for you quickly and automatically. The following figure illustrates how to link several documents to an issue using Build Issues. To begin, choose Tools, Build Issues.

1 Mark to select the document types you want to search.

3 Click to start the search.

2 Type a keyword (or words) for which to search. Expedition looks in every document you select.

Expedition displays all documents (and attachments if you mark the Search Attached Documents checkbox) containing the keyword(s) in the bottom portion of the Build Issues dialog box. Select the documents you want to link, then click Link or Link All to link every document to an issue. Expedition displays the Link an Issue dialog box.

Select the issue to which you want to link the document(s), or type a new name and title to create a new issue.

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Issues Reports and Forms Expedition provides several standard reports and forms you can use to print Issues. Choose Tools, Reports, then choose

the correspondence type. The following is a sample report listing all issues by the companies to which they are assigned.

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Part

Logging and Tracking Information In this part

Tracking Drawings Managing Submittals Tracking Materials Deliveries Using Daily Reports Tracking Insurance Certificates Producing Punch Lists

5

L

ogging and tracking information accurately is an important aspect of managing a successful project. This part describes how Expedition can help you more easily and effectively manage these functions. Tracking Drawings explains how Expedition helps you identify and maintain contract drawings and sketches received and sent, while Managing Submittals describes how logging and tracking submittals enables you to log and track submittals through multiple reviewers and review cycles. Read Tracking Materials Deliveries and Using Daily Reports to learn how Expedition enables you to track daily project events at the site so you can identify reasons for problems and delays, and review Tracking Insurance Certificates to see how all project participants can use the Insurance log. Logging and tracking lists of items that each project participant must complete before the project can be finished are described in Producing Punch Lists.

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Tracking Drawings In this chapter Drawings Overview Setting Up Drawing Data Adding Drawing Documents Creating Drawing Sets Adding Drawings to an Existing Set Updating Drawings for Design Review

The Drawings log serves as a central location for tracking the numerous drawings and revisions participants use during a contract life cycle, while the Drawing Sets log groups new revisions for related drawings. This chapter provides an overview of the Drawing logs and explains how you can use them to track project drawings, specifications, other contract documents, and drawing revisions through the review and distribution cycles.

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Drawings Overview The Drawings log and Drawing Sets log have two primary functions: shortening the design review cycles and expediting the distribution of documents. You can use the Drawings and Drawing Sets logs to ■

Log new drawings and sketches

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Group drawings by set with the Drawing Sets log

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Distribute drawings by creating distribution lists for mass distribution

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Review drawing history via drawing revisions

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Create change documents directly from a drawing revision

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Generate transmittals

Drawing development and control are handled by various project participants in the Design Review and Distribution phases of the contract process. If you are a designer (architect or engineer), you control the Design Review phase, which includes concept or schematic drawings, design drawings, progress drawings, and final design drawings. Each stage of the Design Review phase requires review and approval of drawings to ensure the drawings incorporate the comments and changes made by the approving parties. Once drawings are approved for construction, the construction work can begin, signaling the start of the Distribution phase. At this point, the contract is awarded, and the construction manager (CM), general contractor (GC), or subcontractor becomes involved in this phase of the drawing process. The CM, GC, or subcontractor is responsible for coordinating all construction work and disseminating drawings and supplemental sketches to the mechanical, electrical, plumbing, other subcontractors, and vendors for construction or procurement and submittal processing. Through the Drawings log and the Drawing Sets log, Expedition helps you perform the following functions for drawings submitted for bid, approval, construction, or other contract requirements/negotiations: ■

Compress the drawing approval cycle

■

Maintain an accurate history of revisions to see who changed what and why

■

Associate drawing changes with financial changes by generating change documents from drawing sets

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■

Determine and maintain distribution lists for drawing implementation and coordination

■

Identify how many copies are being sent and to whom

■

Reduce data entry by automatically creating transmittals for each revision and include sketches on transmittals if appropriate

The following diagram provides a workflow of the general stages of the Design Review and Distribution cycles.

Concept Schematic

15% complete

Drawing Rev. A

Drawing Rev. B

Drawing Rev. C

CIVIL DWG C1-C10

CIVIL DWG C1-C15

CIVIL DWG C1-C20

ELECT DWG E1-E8 MECH DWG M1-M15

Design Development

30% complete (Review meeting)

ELECT DWG E1-E10 MECH DWG M1-M20

Progress

60% complete (Review meeting)

ELECT DWG E1-E12 MECH DWG M1-M20

Design review

Drawing Rev. D CIVIL DWG C1-C20

Progress

ELECT DWG E1-E12 MECH DWG M1-M20

95% complete (Review meeting)

Drawing Rev. 1 AFC (Approved for Construction 100% complete Final

IFB (Issued for Bid) Drawing bid set to GCs

ADD (Addendum Issued)

IFC Issued for Construction Contract awarded; GC distributes drawings to subs

Distribution

Design development and review coordinates and tracks each piece of the design in the Issued For Design (IFD) phase (30%, 60%, 90% to 100% complete). Distribution occurs when construction is underway—Issued For Bid (IFB) and Issued For Construction (IFC) phase—to keep all parties informed.

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The following diagram illustrates how to perform the stages of the design review and distribution cycles in Expedition.

Design Review

Distribution

Create distribution lists

Create distribution lists

for design review

for distribution

Log contract drawings/documents

Log contract drawings /documents

Generate set of drawings and add drawing(s) for review

Generate set of drawings and add drawings for distribution

Assign distribution lists and individuals

Assign distribution list and individuals

Log data/review cycle and reviewers in drawing log

Create transmittals and print reproduction order

Create transmittals and print reproduction order

Update log with dates

Update drawings returned by reviewer

Update log with dates

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Setting Up Drawing Data Start by setting up the standard data used to categorize and identify drawings in Expedition. You can define the following: Distribution lists contain the names of individuals who receive drawings for review or approval if the drawings are submitted for design review; or those individuals who you want to include when distributing drawings. The Company Directory should already contain information for these individuals, since Expedition bases distribution lists on company information. When logging drawings, the distribution lists you define are available from the Distribution Lists field. You can use defined distribution lists in any project in the same database. Drawing phases identify the purpose for the issued drawing, such as Issued for Bid (IFB) or Issued for Construction (IFC). Drawing disciplines categorize drawings and drawing sets by discipline, such as electrical, mechanical, or civil, for easier tracking. Standard categories are supplied for your selection or you can define your own by choosing Define, Dictionaries, Disciplines. Keep in mind how your company tracks the review and distribution of drawings during design review. You can use discipline categories to sort, filter, group, and report drawing information. Drawing areas identify the various areas that are associated with a drawing, such as Foyer or Entry, or even a building designation, such as Lot A or Bldg B, for easier reference, filtering, sorting, and grouping. You can include paper size per contact when you set up the Company Directory. Then, when you set up review/distribution lists for drawings or drawing sets, the paper size is included for the corresponding contacts on your list.

Paper sizes enable you to identify the standard paper sizes associated with issued drawing types. For example, architectural drawings can be various sizes: A through E, and so on. Once paper sizes are defined, you can specify them in Drawing Wizards for individual drawings or drawing sets when reproducing and sending multiple copies for review or distribution. Bid packages help you track all drawings and corresponding revisions issued by defining a bid package for each contractor, then logging the drawings by bid package in the Drawings log. You can modify this list if additional contractors require drawings for bid. When logging drawings, the bid packages you define are available from the Bid Package field. You can also filter, sort, and group by bid package, and you can assign a bid package to a drawing set. File numbers define the numbers corresponding to the filing system set up specifically for drawings at your organization. You can select the appropriate file number when you log drawings.

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Adding Drawing Documents Use the Drawings log to identify and maintain drawings, specifications, and other supporting documentation to meet contractual requirements and ensure completion of work-site obligations. Tracking drawings through the Drawings log enables you to maintain a list of drawing revisions for both review and distribution cycles; maintain a list of related sketches consisting of updated or additional information about a revision; review the drawing’s current status—latest revision, received date and sent date; and review sets that contain the drawing. Typically, design review revisions and their reviewers are added when a set is created, but you can also add them using the Drawings log. Adding drawing documents in the Drawings log Double-click Drawings in the Logs folder in the Project View, then choose Edit, Add Item. To categorize the drawing, select a discipline, area, and phase from those that you defined. Enter the amount of design progress made when appropriate.

You must enter a number for the new drawing.

Generate multiple drawings The easiest way to create a master list of all the drawings related to the project is to add one drawing for each discipline, then choose Tools, Generate a Document to create the remaining drawings for the discipline. After the master list is complete in the Drawings log, you can create a set by discipline or phase in the Drawing Sets log. Creating sets is described in the next section.

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Select the drawing you want to copy and choose Tools, Generate a Document. Type the number of drawings you need to create and the drawing number Expedition should assign to the first of the new drawings. Expedition numbers the other generated drawings sequentially using this number. All attributes of the original drawing, such as title, phase, and discipline, are copied to the new one; existing revisions and sketches are also copied. You can change any of these items within each generated drawing.

Create revisions or sketches for a drawing Double-click Drawings in the Logs folder, then double-click the document icon for the drawing in the Drawings log. Click the Review, Distribution, or Sketches tab in the Drawing document window, then choose Edit, Add Item to start the corresponding wizard. Add a new drawing revision for each phase of design (Review tab) or construction (Distribution tab). Use the Sketches tab to supplement a revision for distribution with more detailed information about a particular area. Enter the revision title and dates in the Review and Distribution Wizard dialog boxes, and specify identifying information about the sketch in the Drawing Sketch Wizard dialog box. Edit any information as necessary. During the review phase, drawing revision numbers are usually represented by letters of the alphabet. After a drawing is Issued for Construction (IFC), revision numbers are usually represented by numerals. When numbering drawings, use at least two places, such as 01 instead of 1.

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The date on the drawing revision

The date you received the revision

The date you sent the revision for review or distribution The date by which you must receive reviewer’s comments

The current phase of the drawing during this revision The percent progress on the drawing (typically 100 after the design review cycle is finished)

The revision number to which the sketch belongs.

Click Next from any of these dialog boxes to continue.

Tracking Drawings

You can use Ctrl+click to select multiple contacts, or click to select the first contact and Shift+click to select the last contact in a consecutive range.

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After you enter the basic information for the revision or sketch, select the contacts to receive it. Choose Distribution Lists and select a defined distribution list from the drop-down list, then select the contacts within that group who need to receive the revision or sketch; or choose Companies, then select the contacts that you want to review the drawing. Click Add to move selected contacts to the right column, or click Add All to move all contacts listed in the left column to the right column. The Remove and Remove All buttons move contacts from the right to the left column. When you finish selecting the contacts to receive the revision or sketch, click Next and select the number of copies and paper size for each contact.

Select an existing distribution list or list all companies in your Company Directory; then add or remove companies as necessary.

Select a paper size.

Click to add the revision or sketch.

Review the current status The Current Status tab in the Drawing document window shows summary information about the latest revision for a drawing for both the Review and Distribution phases. Information in this tab helps you quickly pinpoint the latest in a multitude of revisions that occur during a project. The Review and Distribution tabs show information on all revisions.

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Some companies refer to the file number as the stick number.

Review drawing sets The Sets tab enables you to see all information about the drawing sets to which the drawing belongs, including the revision number, set name and title, whether the set is for review or distribution, and its phase, progress, and creation date. If this tab does not contain any information, the drawing is not part of a set.

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Identify revisions for the design review cycle The Review tab in the Drawing document window identifies each revision and the contacts responsible for reviewing the drawing during the design review cycle. Double-click the document icon for the revision to view the contacts it includes. When you change or enter the sent date for a revision, reviewers and Transmittal Creation Queue entries are made for every company in that group.

The Latest Rev is based on the revision with the latest date issued from either the Review or Distribution tabs.

Click to create the transmittal in the Transmittal log; Expedition then fills the Transmittal Number field.

Choose Tools, Transmittal Creation Queue to open this dialog box.

If you delete a revision in the Design Review or Distribution tab, all reviewers for that revision are deleted. You cannot delete sets from the Sets tab.

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Identify revisions for the Distribution cycle Use the Distribution tab in the Drawing document window to distribute drawing revisions to project participants after the design review cycle is completed. Typically, these documents have passed through the Design Review phase and are issued to obtain a bid on work or to instruct the recipient on the approved construction design. Double-click the document icon in the Distribution tab to review when and to whom revisions were sent, the transmittal number, the number of copies distributed, and the paper size.

When you enter the received date, Expedition creates Transmittal Creation Queue entries for every company in the distribution group.

This information identifies all contacts and the dates they were issued the revision.

Expedition enters this information as configured in the Company Directory, but you can change it any time.

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Identify sketches for revisions The Sketches tab in the Drawing document window identifies each sketch associated with a drawing revision. You may have multiple sketches to clarify or supplement a particular revision. For example, you can include sketches with a drawing revision to provide a more detailed diagram of a particular design. Sketches always accompany revisions for distribution and are submitted to provide more detailed information about a particular construction area. There is no connection between drawing sketches and the sketches in changes and requests.

Mark to incorporate the sketch as part of this drawing revision.

Identifies each reviewer associated with the sketch

Mark the Incorporated checkbox for the sketch if it has been incorporated into a revision as part of the drawing. For example, during the design review cycle, you might include a sketch with a revision that proposes a change to the drawing. When you issue the next revision, 1.1 for example, the information contained in the sketch may have been entered in the new revision.

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Creating Drawing Sets Drawings are often contained in sets for easy review, distribution, and record-keeping. Typically, sets correspond to phases such as Schematic, Issued For Bid, and Issued For Construction, and can be part of a change order, bulletin, or request for information (RFI). You can create sets from the Drawing Sets log. After the designer and owner approve the design drawings during the design review, the CM or GC awarded the contract receives the Issued For Construction (IFC) drawing set at the beginning of the Distribution cycle. The Distribution cycle usually follows the Design phase. All drawing revisions included in a set acquire the phase and percent progress you specify for the set in the wizard.

When you create a drawing set, you specify whether the drawing revisions composing the set require review or distribution. For example, drawings in design review require you to identify each phase of the design development. Tracking revisions through the Drawing Sets log helps you ensure that the events in a review cycle occur in the correct sequence. Jobs cannot begin without design drawing approval, and any delay in this revision process delays the project. The Distribution phase involves issuing design drawings to obtain a bid for work or to inform the recipient of the approved construction design. Since the recipients do not return these drawings to the originating person, as they do during design review, you only need to track the names of persons to whom the drawings were sent and the dates they were sent. Create a drawing set Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item to start the New Set Wizard.

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The following table summarizes each option’s function as you create the new set. Create New Increment Create Create Revisions for Copy New Revision Another Change Included Drawing Document Number Set Drawings

Default Phase

Option

Cycle

Issue for design review

Design Review

Yes

Yes

Yes

Yes

Yes

No Default

Issue approved for construction

Distribution

Yes

No

No

No

Yes

AFC

Distribute for bid

Distribution

No

Yes

No

No

No

IFB

Distribute for contract award Distribution

No

Yes

No

No

No

IFC

Distribute revisions due to change

Yes

Yes

Yes

Yes

Yes

IFC

Distribution

Distribute for information

Distribution

No

Yes

Yes

No

No

IFC

Distribute sketches

Distribution

No

No

Yes

No

No

IFC

Submit as-builts

Distribution

No

Yes

No

No

No

AS-BUILT

Resend set

From Set*

No

No

No

No

No

From Set*

*Expedition uses the information from the set you are resending.

Issue for design review This option allows you to create a new set with new revisions or copy an existing drawing set for the design review cycle. Revision “numbers” are usually letters of the alphabet in the design review cycle (A, B, C, and so on). If you create a set with new revisions, a new revision is added to the Review tab in the Drawing document window of each included drawing. Issue approved for construction After a set of drawings in the review stage has been approved, this option enables you to create a new set with new revisions for distribution. The phase is initialized to Approved For Construction (AFC). You can only select drawings that have no revisions in their Distribution tab to include in the set. For each included drawing, a new revision (the first) is added to the Distribution tab with a revision number 0.0. Revision numbers are usually numeric during the distribution cycle. Distribute for bid After a set of drawings is approved during the design review cycle, you can use this option to create a new set using existing revisions from the Distribution tab of the Drawing document window or to copy an existing drawing set. The phase is initialized to Issued For Bid (IFB). You can include a bid package value, which is inserted in the Bid Package column in both the set and each included drawing.

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Distribute for contract award When a contract is awarded, you can use this option to create a new set with existing revisions from the Distribution tab of the Drawing document window or to copy an existing drawing set to send drawings for distribution. The phase is initialized to Issued For Construction (IFC). You include a contract number, which Expedition then inserts in the Contract Number column in both the set and each included drawing. Distribute revisions due to a change When a change occurs, you can use this option to create a new set with new revisions or copy an existing drawing set. If you create new revisions, the new revision is added to the Distribution tab of the Drawing document window for drawings included in the set. Since distribution revisions may already exist in included drawings, you can instruct Expedition to autoincrement the revision number based on the next available revision number for each drawing, or you can enter a specific revision number for Expedition to use on all the new revisions. The phase on the revision is initialized to IFC. You must create a change document when you choose this option. Distribute for information This option allows you to copy an existing drawing set or create a new set with existing revisions from the Distribution tab of the Drawing document window to send an update or to gather information. The phase is initialized to IFC. You must create a change document when you choose this option. Distribute sketches This option allows you to create a set of sketches from sketches defined on drawing revisions. The phase is initialized to IFC. You can only include sketches that have not been incorporated. Submit as builts After a project is completed and all drawings are returned as built, this option enables you to create a new set containing existing revisions on drawings. These drawings show the final project. The phase is initialized to As Built (ASBUILT). Resend a set This option enables you to resend a drawing set to additional contacts or to the same contact again. The wizard automatically uses data from the existing set. The following sections describe how to use each of these options.

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Create a new set for the design review cycle This option enables you to create a set containing new review revisions for included drawings. Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose For Design Review from the New Set Wizard and click Next.

1 Choose whether to create a new set from an existing set. If you choose No, the From Set field in the next window does not appear.

EARTH

2 Type a new name and a title, then select a phase; Expedition uses the progress percentage during the design review cycle, which is usually incremented for each stage through completion of design.

3 Update dates for design revisions you receive or for distributions you issue. 4 Choose Auto Increment Revision Number to have Expedition supply the next available number to identify the drawing revision, or choose Assign Revision Number and type a revision number for Expedition to use.

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5 Choose Distribution Lists to select companies from an existing distribution list, or choose Companies to select companies from your Company Directory; then select the companies and click Add to include them in the set.

Click to move all names listed in the left column to the right column.

6 Specify the number of copies and paper size for each reviewer. Mark to include sketches associated with existing revisions on transmittals.

You can refine the selection by using a filter based on phase, discipline, location, and so on.

7 Select drawings to include in the set, then click Finish.

Click to create a change document from the set.

Click to add a new drawing to the Drawings log without exiting the wizard.

When you click Finish, the Drawing Set document window and the Transmittal Creation Queue window are displayed. Create the transmittals if needed.

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Create a drawing set that is approved for construction (AFC) This option enables you to create a drawing set containing new distribution revisions for included drawings. Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose Approved for Construction from the New Set Wizard and click Next.

Type a set name and title. This is the date you created the set. The phase defaults to AFC.

Enter the date on the drawings for the issued date; the date you received the drawings for the received date; and the date you sent the drawings to project participants for the sent date.

Select the contacts to receive the set, and the number of copies and paper size for each contact.

Select the drawings to include in the set. Only drawings without distribution revisions appear in the list.

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Create an approved drawing set for bid Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose For Bid from the New Set Wizard and click Next. You can create a new set using existing distribution revisions from drawings, or you can copy an existing set.

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Select a bid package.

Enter the date on the drawings for the issued date, the date you received the drawings for the received date, and the date you sent the drawings to project participants.

Select the contacts to receive the set, and the number of copies and paper size for each contact.

Mark to display only the latest drawing revisions.

Select the drawings to include in the set.

Create a drawing set awarded for contract Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose For Contract Award from the New Set Wizard and click Next. You can create a new set using existing distribution revisions from drawings, or you can copy an existing set.

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Type or select a contract number.

Enter the date on the drawings for the issued date; the date you received the drawings for the received date; and the date you sent the drawings to project participants for the sent date.

Select the contacts to receive the set, and the number of copies and paper size for each contact.

Mark to display only the latest drawing revisions. Select the drawings to include in the set.

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Create a drawing set using revisions due to a change For easier tracking, you can create a set to organize all drawings involved with a change. For example, if you are the GC, you need to distribute changes to the subcontractors directly affected by the revisions. Use this option and generate a change bulletin or other change document along with the set. Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose Revisions Due to a Change from the New Set Wizard and click Next. You can create a new set with new revisions, or you can copy an existing set.

Enter basic information for the set. Enter the date on the drawings for the issued date; the date you received the drawings for the received date; and the date you sent the drawings to project participants for the sent date.

Auto increment revision numbers on drawings with the next available number, or type your own number.

Select the contacts to receive the set, and the number of copies and paper size for each contact.

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Select the drawings to include in the set.

Click to create a new drawing. In the final wizard dialog box, you must create a change document for the revision. Select the type, and if the change relates to an issue, select the issue, or create a new issue if necessary.

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Create a set to distribute for information You can create a set of drawings to provide information about issues related to drawings. Doubleclick Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose For Information from the New Set Wizard and click Next. You can create a new set using existing distribution revisions, or you can copy an existing set.

Enter basic information for the set.

Enter the date on the drawings for the issued date; the date you received the drawings for the received date; and the date you sent the drawings to project participants for the sent date.

Select the contacts to receive the set and the number of copies and paper size for each contact.

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You can narrow the search by showing only the latest revisions.

Mark to create transmittal rows for sketches.

Select the drawings to include in the set, then click Add.

In the final wizard dialog box, you must create a change document for the revision. The default is RFI, but you can select another change document type. If the change relates to an issue, select the issue, or create a new one.

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Create a drawing set using existing sketches You can create a set to organize sketches for distribution. (Sketches are only made for distribution revisions, not review revisions.) Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose Sketches and follow the steps in the wizard.

Enter a set name and title. The date defaults to today’s date, and the phase defaults to IFC. You can edit these.

Enter the date on the sketches for the Sketch Date, and the date you sent the sketches to project participants for the Sent Date.

Select the contacts to receive the set and the number of copies and paper size for each contact.

Select the sketches to include in the set. Only sketches not marked Incorporated (on the Drawing’s Sketches tab) are included in the list on the left. Click to create a change document for the drawings sets.

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Submit as-builts Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit Add Item. Choose As-Builts from the New Set Wizard and click Next. You can create a new set using existing distribution revisions from drawings, or you can copy an existing set. The phase is initialized as ASBUILT.

Select the set to copy from, if you chose this option.

Enter basic information for the set.

Enter the date on the drawings for the issued date; the date you received the drawings for the received date; and the date you sent the drawings to project participants for the sent date.

Select the contacts to receive the set and the number of copies and paper size for each contact.

Mark to include sketches associated with existing revisions on transmittals.

You can narrow the search by showing only the latest revisions. Select the drawings to include in the set.

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Resend a drawing set This option enables you to resend a set that has already been distributed to the project participants. This is useful if the recipients require more than one copy, if the original transmission was not received, or if you want to change the distribution list. Double-click Drawing Sets in the Logs folder in the Project View, then choose Edit, Add Item. Choose Set from the New Set Wizard and click Next.

Select a set to resend.

This information defaults to that for the selected set.

Enter the date you are resending the set.

Select contacts to receive the set and the number of copies and paper size for each contact. Information defaults to the set you are resending, but you can change selec-

Select drawings to include in the set. Selections default to those for the selected set, but you can add or remove selections to this list.

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Create transmittals for drawing sets When you create a drawing set, entries are created in the Transmittal Creation Queue for each contact you specified for distribution. If you mark the Create Transmittals from Distribution List checkbox in the Communication tab in the Project Preferences dialog box (choose Define, Project Preferences, then click Communication), Expedition displays the queue when you close the Drawings or Drawing Sets log, or when sets are generated. Click to create the transmittals.

Mark to combine transmittals with matching company name and contact initials.

Mark to print the transmittals as they are created.

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Link drawing sets to a Primavera schedule After you create a drawing set, Expedition displays the Drawing Set document window. Select an activity ID to link the drawing to a Primavera schedule activity. (You can select an activity ID for the drawing set at any time.) Linking a drawing set to an activity helps track drawing progress during the design review cycle.

Select the activity ID

These are the drawing revisions included in the set. Double-click the document icon to open the drawing document window.

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Adding Drawings to an Existing Set You can easily add drawings to an existing drawing set. You cannot add drawings to a set of sketches.

Add a drawing to an existing set Double-click Drawing Sets in the Logs folder in the Project View to open the Drawing Sets log. Doubleclick the icon for the drawing set to which you want to add a drawing, then choose Edit, Add Item. Expedition creates a new revision in the drawing you add.

Enter the date on the drawing for the issued date, the date you received the drawing for the received date, and the date you sent the drawing to project participants for the sent date. You can have Expedition use the next available revision number, or assign a number to identify the new revision.

Select the drawings to add to the set, then click Add. Expedition does not display drawings already included in the set in this list.

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Updating Drawings for Design Review When you distribute individual drawings or drawing sets for review, you can use the Drawings log or Drawing Sets log to update drawings as they are received. As you update drawings, Expedition updates the Review tab with the Returned Date and the Comments entered per revision. Update drawings Choose Tools, Update Drawings By Reviewer, from the Drawing Sets log or from the Drawings log. Expedition includes only those drawing reviewers that have a revision assigned to them but have not yet recorded a returned date. Specify a status and select a subset of existing drawings using the following wizards.

Select the reviewer’s name and initials.

Select drawings to update by moving drawings from the left column to the right column.

Refine the list of drawings displayed on the left by using a filter.

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Expedition enters the current date for the returned date; you can change this date. This updates the Date Returned field for the revision in the Review tab in the Drawing document window. Include the reviewer’s comments here; Expedition uses this text in the Reviewer Comments field for the revision in the Review tab in the Drawing document window.

You can change the review status for each drawing revision.

Using Other Features with Drawings For more information on using these features, see the Working with Log and Document Windows and Customizing Log and Document Windows chapters.

Attach word-processor documents, drawings, URLs, or other text or picture files to Drawing log entries by choosing View, Attachments. You may want to include attachments with drawings if you are not attaching a printed copy of the drawing with the transmittal. You can also use Find, Filter, Sort, and Group to locate and organize documents/drawings; assign custom fields to the records to help categorize them for reporting; or link the records to issues to track problems or conditions.

Tracking Drawings

Drawings Reports and Forms Expedition provides several standard reports and forms you can use to print drawings, such as by set, drawing, revision, phase, or change. Choose Tools, Reports,

then choose the correspondence type. The following is a sample report listing the latest drawing revision for each drawing in the Drawings log.

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Managing Submittals In this chapter The Submittal Process Adding a Submittal Adding a Submittal Package Updating Submittals from a Package Copying a Submittal Tracking and Updating a Submittal using Review Cycles Tracking Multiple Reviewers Using Schedule Activities for Reference and to Update Submittals Compiling a Submittal Distribution List Producing Transmittals from Submittals

During a project, managing submittals can be one of the most time-consuming tasks. This chapter describes how Expedition streamlines the submittals process by enabling you to track each stage of the review cycle and update submittal dates using activities from a linked Primavera schedule. No matter how many times a submittal is revised, you will always know who received it and when; which submittals were approved and which are pending; which are overdue and by how many days; and, most important, who is currently responsible. Expedition also provides distribution copies, transmittals, and dunning letters.

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The Submittal Process The following figure provides an overview of a typical process for entering a submittal package with multiple reviewers and tracking its progress. The rest of this chapter explains how to perform each step.

1 Add a submittal package.

2 Add submittals.

3 Record each review cycle.

4 Specify distribution.

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5 Establish the schedule.

6 Track status. 7 Click to update the submittal...

...or click Update in the submittal package to update all submittals in the package.

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Submittals Bar Chart Expedition allows you to display submittals in a Gantt chart, as shown below. From the Submittals log, click View Bar Chart in the upper-left corner. The chart displays the status, as well as the date range (depending on which dates are supplied) for each submittal.

The starting date is based on the date received if it is available; otherwise, it is based on the required start date. The end date is based on whichever date is found first, in this order: date forwarded, required finish, date returned, date sent. Double-clicking a submittal in the left column opens its document window.

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Adding a Submittal The Submittals log lists all of your submittals, both individual and those in packages. Use the Submittals log to add a submittal that is not part of a package. Add a submittal Double-click Submittals in the Logs folder in the Project View, then choose Edit, Add Item. In the Submittal field, type a unique code, up to 15 characters, to identify the submittal. If it is part of a package, select the package number. In the Received From, Sent To, Returned By, and Forwarded To fields, enter the company abbreviation and contact initials of each person involved in reviewing the submittal. You must enter a unique value to identify the submittal.

Expedition automatically assigns the submittal the next available sequential number.

Add submittal review cycles by choosing Edit, Add Item.

A document icon indicates that there are multiple reviewers.

Use the Type field to assign a type to the submittal. You can define different types in the Submittal Types dialog box (with no projects open, choose Define, Dictionaries, Submittal Types). The submittal types you define are also available in the Type field of the Submittal log. Delete a submittal You can delete a submittal from the Submittals log or from the Submittal Package document window. Select the submittal, choose Edit, Delete, then click Yes. To delete an entire submittal package, select the package in the Submittal Package log, choose Edit, Delete, then click Yes. Expedition deletes all submittals in the package.

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Adding a Submittal Package Use the Drawing Sets log to track sets of shop or contract drawings.

Group related submittals into packages for better organization. For example, assemble a submittal package for all submittals pertaining to a specific supplier, floor of a building, or area of work. Add a submittal package Double-click Submittal Packages in the Logs folder in the Project View, then choose Edit, Add Item. Type a package number; you must enter this value to add the package. Specify the title, status, activity ID, company abbreviations, and the corresponding contact initials for the persons responsible for acting on the submittal package in the Received From, Sent To, Returned By, and Forwarded To fields.

Type a unique code. Expedition provides status information.

Expedition calculates the value for this field—the percentage of approved items. Double-click here to add submittals to the package; the dates and status displayed represent the most recent review cycle.

The Package Number field is the only field value required to add a package. One way to structure package number codes is to use CSI codes. You can compile a comprehensive list of packages and submittals at the beginning of a project before you identify reviewers.

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For details on adding a submittal, see Adding a Submittal in the previous section.

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Add a submittal to a submittal package Double-click Submittal Packages in the Logs folder in the Project View, then double-click the document icon for the submittal package. Choose Edit, Add Item. You can also add a submittal to a package from the Submittal document window by typing a package number in the Package field. To remove an item from a package, delete the package number in the Submittals document window; Expedition then lists the item by itself in the Submittals log.

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Updating Submittals from a Package To assign a status for several submittals in a package at one time, open a Submittal Package document window, then choose Tools, Update Submittals, Update Package. This speeds the update process when you receive several submittals in a package from a contractor on the same day. Mark each submittal for which you want to change status and/or dates.

Enter the dates with which you want to update the submittals you selected, and select a status for the submittals. If you enter a returned date, Expedition prompts you for the contact who returned the submittal package. Expedition prompts you to make sure you want to update submittals already approved and to add new

Click Finish to update the submittals you selected.

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Using Other Expedition Features with Submittals For more information on how to use these features, see the Working with Log and Document Windows chapter.

The Find, Filter, Sort, and Group commands help you locate submittals that require updating. You can also link submittals to issues, create custom data items for submittals, and record submittals in the Correspondence Sent or Received logs for better tracking.

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Copying a Submittal A submittal package often contains several similar items. To reduce data entry, use Expedition’s Generate Submittals Wizard to create multiple copies of a submittal, then edit each copy to reflect any differences. You can also generate submittals from unit price contracts or purchase orders.

Copy a submittal Double-click Submittals in the Logs folder in the Project View. Select the submittal you want to copy, then choose Tools, Generate a Document. Specify the number of new submittals you need, and choose whether to link the new submittals to the same issues as the submittal being copied. Click Finish to create the new submittals.

For instructions, see Generating Submittals from a Contract or Purchase Order in the Managing Contracts and Purchase Orders chapter.

Specify the number of copies to make. Choose whether to link the new submittals to the same issues as the submittal being copied.

When you generate more than one submittal, a dialog box informs you of the number of copies already made and enables you to cancel the task. Clicking Cancel deletes all copies generated to that point.

Expedition numbers the copies with the next available sequential numbers. For example, if the number of a submittal being copied is 16600-0003, you make three copies, and 16600-0003 is the last number assigned in that series, Expedition numbers the copies 16600-0004 through 16600-0006.

Managing Submittals

Original submittal

Expedition assigns the submittal copy the next available number.

Generated submittal copy

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Tracking and Updating a Submittal Using Review Cycles The Review Cycles tab in the Submittal document window shows the complete history for a submittal, starting with the first revision. Expedition also automatically updates submittal schedule activities when you update dates in the Review Cycles tab if you are linked to a Primavera schedule and are using activities from the schedule in the Schedule tab in the Submittal document window. As you record the Received, Sent, and Returned date fields in the Review Cycles tab, actual dates are posted for the Submittal Preparation, Approval Period, and Resubmit activities in the Schedule tab. For more information about using a schedule in Expedition, see the Planning and Adding an Expedition Project chapter and Part 7, Exchanging Expedition Data.

Record a review cycle Double-click Submittals in the Logs folder in the Project View, then double-click the document icon for the submittal. Click the Review Cycles tab and choose Edit, Add Item. Expedition automatically numbers the revisions sequentially, beginning with 1. Type a description of the material to review, then enter the dates when the submittal changed hands. For example, for the first review cycle in the following figure the submittal was received from ELECTR on 11/12/01 and sent to DESIGN on 11/13/01; DESIGN rejected and returned it on 6/ 11/14/01, and it was forwarded to ACMEGC on 11/15//01 so it could be updated for another review.

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Click to save updates and automatically update days held, days elapsed, and the other fields on this line in the document window.

The review cycle begins when a date is entered in the Received field.

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The following steps outline the process for updating submittal schedule dates from review cycle dates: To update from the first review cycle 1 When you enter a submittal received date in the Review Cycles tab, the start date for the Submittal Preparation activity is updated and the checkbox next to the date is marked to indicate an actual start for this activity in the Schedule tab. 2 When you enter a sent date indicating when you sent the submittal for review in the Review Cycles tab, the finish date for the Submittal Preparation activity is updated and the Actual Finish checkbox is marked in the Schedule tab. In addition, one day is added to this sent date to update the start date of the Approval Period activity; the Actual Start checkbox is also marked to indicate that this activity has started. 3 When you enter a submittal returned date, the finish date for the Approval Period activity is updated and the checkbox next to the date is marked to indicate an actual finish for this activity in the Schedule tab. The status of this revision does not need to be approved for this to happen. 4 If this review cycle is approved, the resubmit start and finish dates on the Schedule tab remain blank. If the review cycle is rejected or has a status other than Approved, all current schedule dates on the submittal Schedule tab are retained. If rejected, you would normally start a new review cycle. This process can be continued until you finally approve the submittal. To update from any subsequent review cycle 1 When you enter a submittal received date, Expedition updates the start date for the Resubmit activity in the Schedule tab with the received date in this revision; the Actual Start checkbox is also marked to indicate that the next submittal cycle has started, as long as the finish date for an Approval Period activity is marked. Expedition sets the Schedule tab dates using the next lowest revision number in the Review Cycles tab. 2 When you enter a submittal returned date and change the status to Approved, if the finish date for an Approval Period activity is marked, Expedition updates the finish date for the Resubmit activity in the Schedule tab with the returned date in this revision and marks it as an actual finish. This process occurs for any review cycle after the first cycle.

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3 If a review cycle after the first cycle is rejected, you would normally start a new review cycle. Any changes to review dates or status will update the Schedule tab using the same conditions listed above. If you clear a review date, the Schedule tab dates related to that date are also cleared.

The Received, Sent, and Returned dates are transferred to the Submittal Preparation (Start), Submittal Preparation (Finish), and Approval Period (Finish) date fields, respectively.

This date plus one day creates the actual start of the Approval Period activity.

For details on exporting Expedition data to Primavera schedules, see the Exchanging Expedition Data with a Primavera Schedule chapter.

You can also export these data to a Primavera schedule to create or update the activities in the related Primavera schedule.

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Tracking Multiple Reviewers Sometimes you want more than one person to review a submittal. When two or more participants review a submittal at the same time, Expedition treats their review information as a “set.” When calculating status percentages, Expedition treats a set of reviewers as one revision. Enter a set of reviewers Mark the Multiple Reviewers checkbox in the Review Cycles tab in the Submittal document window for the revision row. The icon at the beginning of the row changes to a filled document icon to indicate that the row is part of a set. Double-click the icon to display the Submittal Item Revision dialog box, where you can enter reviewer information. To add a new row, click Add, or double-click below the last row, then enter information about each reviewer, the status, description, dates, and any remarks noted by the set of reviewers for the revision. For any revision that consists of a set, Expedition determines the most critical record in the set and displays those dates in the Review Cycles tab. The most critical record is the one with the fewest dates entered, indicating that responses for this revision have not been received, sent, returned, or forwarded by the appropriate ball-in-court (BIC) on time, causing a significant delay in the submittal process. If the number of dates for more than one reviewer is the same, the row with the earliest date farthest to the right is used.

Managing Submittals

Mark to indicate multiple reviewers.

If the revision involves multiple reviewers (a set), this document icon is filled. Double-click the icon to view the detail window for that set.

Indicates the earliest received date.

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Using Schedule Activities for Reference and to Update Submittals If you use Primavera project management applications to schedule projects, you can use the Schedule tab in the Submittal document window to reference and update the activities associated with your submittals with early/actual start and finish dates from the schedule activities.

Click the Schedule tab to associate Primavera activities and their early and actual dates with submittal activities.

Indicates that dates were read from a schedule.

A marked checkbox indicates an actual start or finish date for the activity; cleared checkboxes indicate early start and finish dates.

Using Hammock Activities for Submittals For details on linking to a Primavera schedule, see the Exchanging Expedition Data with a Primavera Schedule chapter.

If you don’t want to track each individual submittal activity in the Primavera project, you can create a hammock activity that consists of several activities in one. Each activity in the hammock represents the submittal activities involved in your submittal process so you can customize the hammock setup. Submittal activities are appropriate for a hammock because you can monitor the elapsed beginning-to-end duration of the group of activities in combination—a hammock duration is the number of days between the beginning of the first activity and the end of the last one in the group.

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You can also use the Update from Schedule command while in a Submittal Package document window to update all submittals in that package at once with schedule dates.

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Update scheduling information Choose Tools, Update Submittals, Update from Schedule. If you are working in the Submittals log, all of the submittals it contains are updated. ■

If you are using a filter, only the submittals currently displayed in the log are updated, not all submittals in the project.

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If you are working in a Submittal document window, only that submittal is updated.

Record scheduling information Click the Schedule tab in the Submittal document window and enter activities from the linked Primavera schedule using the drop-down list in each Ref Activity field. When you select an activity, Expedition prompts you with a message containing the submittal activity dates that will be updated if you click Yes. If you click No, you can update the submittal dates from the schedule dates at a later time by choosing Tools, Update Submittals, Update from Schedule. To ensure that you’re using the most current dates, also use this command after the linked Primavera schedule has been updated. Expedition assumes you are using activities with conventional, finish to start relationships, and it calculates dates based on a seven-day workweek calendar.

In the following example, the early start date of the selected schedule activity was used to update dates for the Submittal Preparation activity and the required start date. The early finish date for the Approval Period activity was used to update the submittal required finish date, as well as the dates for this activity.

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Lead time for submittal activities is updated based on the durations for the selected schedule activities.

Expedition notifies you if the dates are calculated based on Primavera schedule dates rather than Expedition calculated dates.

Select an activity, then click Yes to update when prompted.

Specify the activity that succeeds the current one Select the applicable activity from the Successor Activity field. Expedition bases the dates for all other start and finish times, in succession, on the date of the selected successor activity. For example, the finish date of the Delivery Time activity is one day before the start date of the Successor activity; if the start date of the Successor activity is 12/30/00, the finish date of the Delivery Time activity is 12/29/00. This ensures that materials needed to perform the Successor activity are delivered in time for construction to begin. Specify the submittal activity duration To calculate the start date for the activity, enter the number of days to deduct from the finish date of the activity specified. For example, if you enter 30 days for the lead time for an activity with a finish date of 12/29/00, the start date for that activity becomes 11/30/00. If you change the number in this field or change an activity after dates have been calculated, you are prompted to overwrite the dates with new start and finish dates. If you use Primavera activities to update submittal activity dates, Expedition bases the lead time calculation on the number of days of duration for each schedule activity.

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If you do not use schedule activities to update submittal activity dates, you can manually enter the days of lead time necessary for each submittal activity to complete. You must first specify the Successor activity and its corresponding dates, then enter the lead time for the remaining submittal activities. To update the dates for activities based on the Successor activity dates and the lead times entered, choose Tools, Update Submittals, Update from Lead Time. If you change any of the dates later, use the Update from Lead Time command; Expedition overwrites the original dates with dates calculated from the lead times. Record scheduling information Click the applicable Ref Activity field in the Schedule tab in the Submittal document window, then select the Primavera activity. When prompted, click Yes to update the submittal early and actual start and finish dates for the Expedition activity type (Delivery Time, Fabrication Time, Release To Manufacturer, Resubmit, Approval Period, or Submittal Preparation). You can view detailed schedule activity information for the submittal by choosing View, Schedule Activity, from the Submittal document window.

An “A” indicates an actual start or finish for an activity.

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Viewing the Status of a Submittal In the Current Status tab in the Submittal document window, you can quickly check who is currently responsible for a submittal item, how long the individual has had it, and how many days it is overdue. View a submittal status Enter the number of items attached to the submittal, the company and initials of the contact who produced the submittal items (source contact), a drawing number, a drawing filed date, and the company abbreviation and initials of the contact who filed the drawing, if applicable. Expedition automatically calculates the remaining fields.

Primary submittal coordinator from Project Properties

Dates from the Review Cycles tab

Returned contact and default initials

You can optionally enter a date for the first Approved By person (the primary submittal contact for the project) when he or she approves the submittal; Expedition does not supply a value for this field. Expedition completes the second Approved By Date field when the submittal has a status of Approved (APP); you can change this date.

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Compiling a Submittal Distribution List The Distribution tab in the Submittal document window enables you to record the names of contacts who should receive a copy of the submittal. You can specify distribution to an individual company (and corresponding contact initials) and/or to a distribution list that, when selected from the Distribution Wizard, lists the individual contact(s) for each submittal revision row. (Choose Define, Distribution Lists, to create a distribution list containing multiple contacts.) Compile a distribution list Double-click Submittals in the Logs folder in the Project View, then double-click the document item for the submittal. Click the Distribution tab, then choose Edit, Add Item, to add the individual(s) from the Distribution Wizard. If you created a distribution list containing multiple recipients to use with submittals, select it from the Distribution Wizard. Each transmittal issued per individual on the list also contains the same remarks and number of copies you specify in the wizard; you can change them individually as appropriate. After you add the companies, enter the other information required, including the date you sent the submittal. Mark the Transmit checkbox if you want Expedition to create a transmittal addressed to each contact listed. Select a predefined distribution list, or choose to list all companies to select those applicable for the submittal.

Expedition creates a transmittal for each contact for whom this checkbox is marked.

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For more information about creating transmittals, see the Preparing Transmittals chapter.

After you update actual dates for any submittals or submittal packages and close the log, Expedition displays the Transmittal Creation Queue (if you set transmittal preferences in the Project Preferences dialog box). Use the queue to generate transmittals based on the revision updates and distribution contacts. (If you close Expedition without closing the Submittals log or the Submittal Package document window, Expedition also displays the Transmittal Creation Queue.) Specify in the Communication tab in Project Preferences whether transmittals are generated automatically from revised submittals. The default setting is to generate transmittals automatically and display the queue.

Expedition automatically enters transmittal entries in the Transmittal Creation Queue dialog box when you specify a contact in a Distribution tab in the Submittal document window and mark the Transmit (create transmittal) checkbox for that distribution, or when you enter sent or forwarded dates in the Review Cycles tab in the Submittal document window or in the Submittal Package document window. You can also generate a transmittal at any time for a selected submittal by choosing Tools, Generate a Transmittal.

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Producing Transmittals from Submittals You can create a transmittal for each contact listed in the Distribution tab in the Submittal document window and for each updated submittal. Expedition displays the Transmittal Creation Queue when you close the project, exit Expedition, or close the following (if you set transmittal preferences in the Communication tab in Project Preferences): ■

Submittals log

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Submittal Package document window after updating sent or forwarded dates for distribution

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Drawing Sets log or Drawings log after updating the distribution group or sent date for a drawing revision

From the Transmittal Creation Queue, you can create any transmittals shown and add them to the Transmittals module. You can then print them for multiple recipients on your distribution list. For more information about defining Project Preferences, see the Setting Up Dictionaries and Preferences chapter.

Create a transmittal from a submittal Choose Tools, Transmittal Creation Queue, unless it is displayed automatically. This dialog box automatically contains an entry for each item in the Distribution tab. It also contains a list of the submittals for which you entered (or edited) a date in either the Sent or Forwarded field on the Review Cycles tab. To change this listing, choose Define, Project Preferences; click the Communication tab and clear the Create Transmittals from Submittal Revisions and the Create Transmittals from Distribution List checkboxes. Select the entries for which you want to create a transmittal and click Create, or click Create All to have Expedition create transmittals for all items in the list. In either case, Expedition adds the transmittals to the Transmittals log and includes any attachments from the originating documents to the transmittals generated.

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Click to add a transmittal to the database.

Mark this checkbox to combine all transmittals that are going to the same contact.

Mark this checkbox to print the selected transmittals immediately after clicking Create.

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Submittal Reports, Forms, and Letters Expedition provides several standard reports and forms you can use to print submittal information, as well as a dunning letter to inform responsible participants

of overdue item(s). Choose Tools, Reports, then choose the correspondence type. The following is a sample Submittal Report.

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Tracking Materials Deliveries In this chapter Adding Materials Delivery Records and Deliveries Adding a Materials Delivery Ticket and Posting to Multiple Materials at Once Including Materials Deliveries on Requisitions

Use the Materials Delivery log to track materials delivered to your site. By recording each materials delivery in Expedition, you’ll always know what has been delivered, how much of it was delivered, the dollar value of the delivery, and what remains to be delivered. This chapter describes two ways you can use Expedition to record materials deliveries. If daily reports are part of your routine, you can record materials deliveries in the daily report and let Expedition update your materials delivery records. Conversely, you can update the Materials Delivery log and have Expedition record materials deliveries in your daily reports. If you use requisitions for payment, you can include materials deliveries effective during the pay period.

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Adding Materials Delivery Records and Deliveries Add materials delivery records when you need to closely track materials delivered to your company, the amounts delivered and to be delivered, and the amount of money spent on materials to date. Tracking materials deliveries is a two-step process: first, create a materials delivery record for each material you plan to track, then update the record each time you receive a delivery of that material. For more information about contracts and purchase orders, see the Managing Contracts and Purchase Orders chapter.

You can add materials delivery records directly in the Materials Delivery log, or you can allow Expedition to generate them automatically from a unit price purchase order (PO) or contract. Generally, if you set up unit price contracts or POs, and you plan on tracking materials deliveries, allowing Expedition to generate your materials delivery records saves time. If you generate a requisition from a unit price PO or contract, you can also automatically add materials delivery records to the requisition schedule of values. Expedition will automatically link the Line Item number in the Requisition section of the Materials Delivery Schedule and Billing tab with the correct line item from the Requisition Schedule of Values tab if you generate both the Material and the Requisition from the same contract/PO. Order of generation is not important. Generate materials delivery documents from a unit price contract or PO Add a unit price contract or PO. Enter a material code for each line item; leave the Material Code field blank if you don’t want to generate a materials delivery record for an item. Choose Tools, Generate a Document, from the contract/PO you just created, then choose Generate Materials Delivery Wizard and follow the wizard steps to add the new materials deliveries records. To display the Materials Delivery log, double-click Materials in the Logs folder in the Project View.

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In a contract or PO, type a material code or select one for each line item.

Choose Tools, Generate a Document. Choose this option, then click Next.

If you want to link the materials deliveries to the same issues as the contract or PO, choose Yes, then click Finish to create the new records.

Expedition adds a materials delivery record to the Materials Delivery log for each line item on the contract or PO with a material code.

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Add materials delivery documents directly to the Materials Delivery log Double-click Materials in the Logs folder in the Project View, then choose Edit, Add Item. Enter the information about the material you plan to track. As you create each record, add the corresponding deliveries. Expedition copies the quantity received to the Delivered field and calculates the total value of the delivery and the remaining balance. Select a contract or purchase order.

Type the quantity and cost information. For each delivery, record the date received, quantity elivered, delivery location, and ticket number.

When the balance equals zero, Expedition copies the date of the last delivery to the Final Delivery field.

When you select an activity, you are prompted to update the start and completion dates with those from the selected activity’s actual start and finish dates.

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Record a materials delivery Double-click Materials in the Logs folder in the Project View, then double-click the document icon for the materials delivery document. Choose Edit, Add Item, to add a new line to the materials delivery document, and enter the information about the material delivered.

Using Primavera Schedule Dates For details about linking to a Primavera schedule, see the Exchanging Expedition Data with a Primavera Schedule chapter.

Once you link Expedition to a Primavera schedule, you can view early and actual start and finish dates, original and remaining durations, percent complete, and total float for individual activities you associate with Expedition documents. Choose View, Schedule Activity, while in an Expedition document (in which you have entered an activity from the linked Primavera project). You can use schedule activities as a reference or use their early/actual schedule dates to update dates in Expedition documents. For materials delivery, you can choose to update the start date and the completion date in the Schedule and Billing tab in the Materials Delivery document window with the early/actual start and finish dates of the activity ID you select.

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Adding a Materials Delivery Ticket and Posting to Multiple Materials at Once When a delivery is made, you usually receive types of materials you have received before; they already exist in your materials log. You can log multiple items that have been delivered on a ticket all at once through the Materials Delivery log. Add a materials delivery ticket You can add a materials delivery ticket from the Materials Delivery log or a Materials Delivery document window. From the Materials log, click Record Delivery Ticket. Enter a number for the ticket.

To add a ticket from a Materials Delivery document window, click Add and enter a number in the Ticket No. field for that row. Using this method, you can only apply the ticket to the opened material.

You can also add materials from the Materials tab of a daily report. For more information about this feature, see the Using Daily Reports chapter.

Post a material delivery ticket to multiple materials When you create a materials delivery ticket, you can quickly log multiple materials as having been delivered against that ticket.

Tracking Materials Deliveries

For more detailed information, type material in Help’s Index or Search tab, or Record Delivery Ticket dialog box for information specific to the screen below.

For example, from the Materials Delivery log, click Record Delivery Ticket and enter a number in the Ticket No. field. All available materials from the Materials Delivery log appear in the Materials scroll list in the left column. Select the materials that have been delivered from the scroll list. After you click OK, you can enter the quantity, location, and so on in the Materials Delivery document window for each item in the ticket.

Enter a number for the ticket.

Select the materials that have been delivered on this ticket. Click to show any contracts or POs that exist against the material.

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Including Materials Deliveries on Requisitions Contracts usually require partial payments at regular intervals based on the amount of work accomplished and materials installed. The contract price is subdivided into a list of component prices or work items, so that progress can be measured more precisely. This list, called a schedule of values, accompanies each payment requisition. At the end of each period, a requisition for payment is submitted that shows the value of work performed and materials installed since the last payment. For details on setting requisition preferences, see the Setting Up Dictionaries and Preferences and Preparing Requisitions for Payment chapters.

Materials for delivery and approved change orders applicable to each period are collected and added to the corresponding requisition. When you generate a new requisition, Expedition prompts you to “get” approved change orders, materials for delivery, and schedule dates via the Add Change orders and/or Material Deliveries Wizard if you marked the Prompt for Get When Opening Latest Requisition checkbox in the Req Options tab in the Contract/Purchase Order document window. You can also choose Tools, Get Changes, Materials and Schedule, to display the wizard. For example, if you have a contract that requires pipe, and you must purchase the pipe, the units of pipe will be recorded in the Unit Price tab in the Contract document window. Once the pipe arrives, create a materials delivery document, and enter the arrival date in the Delivery Tickets tab in the Materials Delivery document window. Then complete the contract information in the Requisition section of the Schedule and Billing tab. Next, generate a requisition from the contract to get paid for the pipe. In the requisition, click Get to collect costs on the materials you purchased for the period. Select Materials Delivery from the wizard. Expedition inserts the materials information in the Schedule of Values tab in the Requisition document window. You can then send the requisition to the recipient’s InBox, or print out a form.

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Mark this checkbox to retain costs for materials stored in column F (Materials Presently Stored, Not in D or E) in the Schedule of Values tab in the Requisition document window.

Generate a requisition from the contract and choose Materials Delivery to update the requisition if the Prompt for Get When Opening Latest Requisition checkbox is marked.

You must complete the Requisition section of the Schedule and Billing tab with the contract information.

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The Delivery Tickets tab in the Materials Delivery document window contains a Requisitioned column that indicates when a delivery has been included in a requisition for payment. The associated requisition information is displayed in the bottom of the Schedule and Billing tab.

The Requisitioned date on the Delivery Tickets tab is blank until you perform a “get” in the requisition.

The corresponding line item number for the material on the originating requisition (Schedule of Values tab) is included in the requisition information for the delivery.

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Materials Delivery Reports, Forms and Dunning Letters Expedition provides several standard reports and forms you can use to print contract and materials delivery records. You can also generate a dunning letter

containing materials deliveries past due. Choose Tools, Reports, then choose the correspondence type. The following is a sample Materials Delivery Report.

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Using Daily Reports In this chapter Preparing a Daily Report Reporting Resource Use Listing Visitors Recording Materials Deliveries Including Schedule Activities Adding Attachments Generating Daily Reports

Daily reports provide a history of project events, including a description of physical conditions, a summary of the work accomplished at the job site, lists of materials used and delivered, a record of visitors to the site, and a report of any problems encountered that day. You can also include schedule activities if Expedition is linked to a Primavera project, add attachments to the report to clarify its contents, and optionally filter those activities by responsibility. This chapter describes how to create and print daily reports.

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Preparing a Daily Report Use daily reports to enter information about important daily events. You can use these detailed records when you need to explain delays or justify costs. Prepare a daily report Double-click Daily Reports in the Logs folder in the Project View, then choose Edit, Add Item. Expedition enters the current date and day and the report period, which you can edit. Select the abbreviation for the company associated with the report in the Contractor field, and select meteorological information about the day. In the Work Activity tab, record descriptions of progress, delays, new conditions, problems, and anything else that may affect the project schedule or cost.

Using Daily Reports

Multiple users from the same company can add a daily report on the same day.

Expedition automatically assigns the report a unique, consecutive number, which you can edit.

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Select a report period.

Use existing meteorological data from these fields to speed report completion.

Add any descriptive information you want to include in the daily report.

Click to include underway schedule activities and/or meetings on the report.

If the Use RESP to Filter Activity Retrieval in Daily Reports checkbox is marked on the Project Preferences Schedule tab, only the linked activities that have an RESP code attached to them will appear. If the checkbox is cleared, all linked activities in the same date period will appear.

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Reporting Resource Use Use the Equipment and Field Force tabs on the Daily Report document window to list the equipment and labor resources a contact uses. Record resource use Double-click Daily Reports in the Logs folder in the Project View, then double-click the document icon for the daily report. Click the Equipment tab and choose Edit, Add Item. Enter information describing each piece of equipment in the fields provided, including remarks about any problems with the equipment and what it was used for. To record field personnel, click the Field Force tab, then choose Edit, Add Item, and enter information about labor use in the appropriate fields. Enter the abbreviation of the company that supplied the equipment or labor. Refer to Help for more information on each field.

For more information on these features, see the Working with Log and Document Windows and Creating and Tracking Issues chapters.

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Using Other Expedition Features with Daily Reports You can use the Sort, Filter, Group, and Find features to organize and locate daily reports, or create custom fields. You can also link daily reports to project issues such as conditions that can lead to changes or claims.

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Listing Visitors Use the Visitors tab on the Daily Report document window to record the names of site visitors and the companies they represent. List visitors Double-click Daily Reports in the Logs folder in the Project View, then double-click the document icon for the daily report. Click the Visitors tab and choose Edit, Add Item. Enter information about the visitor, including the arrival time.

Select the abbreviation of the visitor’s company.

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Recording Materials Deliveries Record materials deliveries Double-click Daily Reports in the Logs folder in the Project View, then double-click the document icon for the daily report. Click the Materials tab and choose Edit, Add Item. Enter information about the delivery, including the materials delivery ticket number and the contract/PO number to which it refers. When different contract/POs are issued for the same material, record each delivery separately in the tab.

Enter the material information.

For more information about materials deliveries, see the Tracking Materials Deliveries chapter.

Linking Daily Reports and Materials When you record deliveries in the Materials tab, Expedition searches for a materials delivery record that contains the same material name, contract number, contract/PO type, and to or from contact. Expedition copies the matching delivery record from the Materials tab in the Daily Reports document window to the Delivery Tickets tab in the Materials Delivery document window. Assign multiple materials to a daily report at once From the Materials tab, you can create a material ticket, then quickly assign material deliveries to the daily report.

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For example, to record materials deliveries on a daily report, click Record Delivery Ticket from the Materials tab and enter a number in the Ticket No. field. All available materials from the Materials Delivery log appear in the Materials scroll list in the left column. Select the materials to add to the daily report from the scroll list.

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Including Schedule Activities You can include activities from the linked Primavera project when you create a daily report. The report shows all activities that should be underway (with no actual finish) based on their early date range (early start to early finish) falling within or on the date of the daily report in Expedition. By including underway schedule activities, you can compare actual progress to the schedule and convey that information to the participants to whom you send the report. You can also limit the activities included in the daily report by using a specific activity code from the Primavera Activity Codes Dictionary. By default, this code is RESP (responsibility). To copy activities from the Primavera schedule into the Daily Reports document window Schedule tab for only the contractor appearing in the daily report, define the RESP code in the Activity Codes Dictionary for the project schedule to which your Expedition project links. Assign activities to this contractor using the RESP code in the applicable Primavera project. You must also mark the Use RESP to Filter Activity Retrieval in Daily Reports checkbox in the Schedule tab in Project Preferences to specify that you want to run this activity code selection to filter activities for the daily report. Include activities from the linked Primavera schedule on a daily report If you change the Activity Codes Dictionary for the project in the Primavera project, first update the data dictionary files. Then close the project and the Primavera project management application.

If you include the RESP code in your project and assign values to activities for it, mark this checkbox... ...and choose this option.

If you decide to base the selection on the RESP code (by marking the Use RESP to Filter Activity Retrieval in Daily Reports checkbox in the Schedule tab in Project Preferences), Expedition retrieves the underway activities assigned a RESP code value equal to the company abbreviation on the report.

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You can use the Schedule tab, without Primavera activities. Just type the information.

In the Daily Report document window, click the Schedule tab, then click Get Activities to list the activity ID (ACT); title; early (ES) or actual (A) start and finish dates (EF); percent complete (PCT); original (OD) and remaining durations (RD); total float (TF); and free float (FF) of each underway activity from the Primavera project. You can mark the Worked On checkbox if work has been performed for an activity. Click to get schedule activities.

You can add, delete, or change any of the activity data shown in this list, except total float (TF) and free float (FF).

If you enter 100 in the PCT field, Expedition marks the A (actual finish) checkbox and changes RD to 0. Similarly, if you mark the A (actual finish) checkbox, Expedition enters 100 in the PCT field and 0 in the RD (remaining duration) field. Expedition marks the A (actual finish) checkbox if you enter 100 in the PCT field. However, Expedition does not mark the A (actual finish) checkbox if you enter 0 in the RD (remaining duration) field.

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Adding Attachments You may want to include a photograph taken at the job site, a drawing submitted for bid by a subcontractor, or other files with your daily report to clarify a point or substantiate a decision. You can do so easily by attaching the appropriate file to the report. This is especially useful if you typed your report using a word processor at the job site; you can simply attach the file to the daily report you create at the main office for that day’s report. For more information about attaching files to Expedition documents, see the Working with Log and Document Windows chapter.

Attach a file to a daily report Double-click Daily Reports in the Logs folder in the Project View, then double-click the document icon for the daily report. Choose View, Attachments. In the Attachments For dialog box, click File and select the file you want to attach to the daily report. Close the Attachments For dialog box.

Any files you attach correspond only to the specific item to which you attach them, not to the entire daily report. In this example, the file Aia.bmp is attached only to the Carpentry row. The other rows have no attachments.

Attachments added to a row in the Materials tab also appear in the corresponding delivery record in the Materials Delivery log.

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Generating Daily Reports To create a daily report from an existing one, copy the existing report, then modify the copy. Generate a daily report Double-click Daily Reports in the Logs folder in the Project View. Select the report you want to copy, then choose Tools, Generate a Document, to start the Generate Daily Report Wizard. Edit the fields to reflect any changed information, then click Next. Expedition copies only the work activity, equipment, and field force information to the new report; it does not copy visitors and materials.

Expedition enters the current date and day... ...the contact from the daily report you selected... ...and the next available report number.

Mark to link the new report to the same issues as the existing report.

Mark to copy work activity data to the new report.

Select the weather conditions.

Click to create the new report.

Using Daily Reports

Reports and Forms for Daily Reports Expedition provides several standard reports and forms you can use to print daily reports.

Choose Tools, Reports, then choose the correspondence type. The following is a sample Daily Report.

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Tracking Insurance Certificates In this chapter Adding an Insurance Certificate

Expedition’s Insurance log provides a convenient place to record information about the insurance policies for all project participants. This chapter describes how you can use this log to keep track of the policies you carry for your company and the companies that work for you.

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Adding an Insurance Certificate Every contractor carries several types of insurance for his or her company and employees, and some contracts require proof of insurance for all project participants, including subcontractors. With Expedition’s Insurance log, you can conveniently store information about relevant insurance policies for all project participants, including worker’s compensation and bonding. Add an insurance certificate Double-click Insurance in the Logs folder in the Project View, then choose Edit, Add Item. Expedition opens a new Insurance document window and automatically sets the status to New and the priority to Normal. Enter the information about the policy in the fields provided. In the Contract Information section, add information about the contract between your organization and the insured organization.

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Select a policy type.

Add any supplemental text pertaining to the certificate. You can also attach documentation or other applicable files.

Click to launch the application you associated with the attachment file type.

When this policy expires, you can replace it with an updated attachment or modify the attached file from the originating application, such as Microsoft Word.

For more information on these features, see Part 2, Working with an Expedition Project.

Using Other Features with Insurance Use Find, Filter, Sort, and Group to locate and organize insurance certificates. You can also link certificates to issues so you can cross-reference them later.

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Insurance Reports, Forms, and Dunning Letters Expedition provides several standard reports, forms, and dunning letters you can use to print a list of insurance certificates, details about a selected certificate, or a

notification that an updated certificate is needed. Choose Tools, Reports, then choose the correspondence type. The following is a sample Insurance Report.

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Producing Punch Lists In this chapter Creating Punch Lists Adding Items to a Punch List

Expedition’s punch list provides a convenient place to create lists of items that must be completed before the project can be finished. For example, before you can close out a contract, damages incurred during construction must be repaired, and missing equipment must be noted. Punch lists make it easy to record and track the status and cost of outstanding items. This chapter describes how to create punch lists, add items to punch lists, filter, sort, group, and print punch list items, and link punch list items to issues and schedule activities.

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Creating Punch Lists Use punch lists in Expedition to record items that must be completed before the end of your project. Create a punch list Double-click Punch Lists in the Logs folder in the Project View, then choose Edit, Add Item. Type a name, title and description for the punch list, and indicate the participants between whom the punch list exists. Double-click any of the date fields to display a popup calendar, then select a date.

You can use a linked schedule activity to update the associated item’s required date.

Select the company and contact responsible for the punch list item.

Use the Punch List Elevations and Punch List Rooms dictionaries (choose Define, Dictionaries) to define elevations and rooms that you can apply to individual punch list items in the Room and Elevation columns.

Mark the appropriate checkboxes to indicate that the project has started or finished; enter a started or finished date if you mark the Has Started/Finished checkbox.

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Adding Items to a Punch List Once you establish a punch list for a particular contractor, you can add items to the list as they occur. Add a punch list item Double-click Punch Lists in the Logs folder in the Project View, then double-click the document icon for the punch list. Click Add. Expedition numbers the new item sequentially, enters the current date in the Opened field, gives it a status of New, a priority of Normal, and a required date seven days from the opened date; you can edit these fields. Enter the information about the item, including the person responsible for the action and the date it must be completed...

...or select the activity ID to use the early (or actual) finish date of the schedule activity for the required date.

For details on exporting data from Expedition and importing them to a Primavera schedule, see the Exchanging Expedition Data with a Primavera Schedule chapter.

Type a cost for the item.

When the item is complete, enter a date in the Closed field. If you export punch list data to your Primavera schedule, the closed date is used to update the actual finish of the corresponding activity in the project.

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Using Other Expedition Features with Punch Lists For more information on how to use these features, see Part 2, Working with an Expedition Project and the Creating and Tracking Issues chapter.

If a punch list contains an item you want to track, you can link it to one or more project issues—especially those that include problems or conditions that lead to claims. Assign custom fields to your punch lists to arrange them according to your categories, such as project location, due date, or type of equipment. You can also use Find, Filter, Sort, and Group to locate and organize your punch lists. You can also filter, sort, and group a punch list’s items. You must have the focus (cursor) set on those items, or the filter, sort, or group will apply to the log.

Producing Punch Lists

Punch List Reports, Forms, and Dunning Letters Expedition provides several standard reports, forms, and dunning letters you can use to print punch list information.

Choose Tools, Reports, then choose the correspondence type. The following is a sample dunning letter, reminding the BIC of overdue punch list items.

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Working with Expedition Reports and Forms In this part

Printing Logs, Forms, and Reports Customizing Expedition Reports using InfoMaker Creating Custom Reports and Forms with InfoMaker

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E

xpedition’s reporting capabilities enable you to print the information you need, using predefined reports and forms or custom reports you create. Printing Logs, Forms, and Reports describes how to print the contents of any log or document window and the predefined reports delivered with Expedition. To customize Expedition’s reports, forms, and dunning letters to your specific needs, read Tailoring Expedition Reports using InfoMaker; review Creating Custom Reports and Forms with InfoMaker to create your own custom reports. You can use Expedition on the World Wide Web via your Web browser. Read Expedition on the World Wide Web for more information.

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Printing Logs, Forms, and Reports In this chapter Printing Overview Printing a Log Printing Forms Printing Reports Printing Multiproject Reports Printing Dunning Letters

Expedition provides many flexible ways to print project data. You can print any log, the contents of a document using a predefined form, or a predefined report or dunning letter. You can also modify predefined forms, reports, or dunning letters or create your own using the InfoMaker report writer included with Expedition. This chapter explains the basics of printing logs, forms, reports, and dunning letters. It also contains a list of the standard reports and forms included with Expedition.

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Printing Overview In Expedition, you can print a copy of any log, print the contents of a document using a predefined form, or print a predefined report or dunning letter. Several multiproject reports are also available for you to print data from all projects in your database for the document type. For more information on InfoMaker, refer to the InfoMaker documentation.

Rich text format (RTF) is also now available for letters so you can use proportional fonts. You can also modify predefined forms and reports or create your own using the InfoMaker report writer included with Expedition. Depending on your printer designation, you can also print multiple copies of logs, forms, reports, or dunning letters. This is helpful if you need to send a copy to several people. Print multiple copies of any output Choose File, Print.

You can change the paper orientation and the number of copies.

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Printing a Log When you choose the Print command from a log in Expedition, the printed document looks the same as it does on the screen. Print a log With any log open and active, choose File, Print, or click the printer button on the toolbar. Expedition prints the log as it appears onscreen, and adds the project name, date, and job and project number.

Choose File, Print, to print an active log.

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Print Preview and Printer Setup Expedition’s Print Preview and Printer Setup windows function as they do in other Windows applications. Print Preview displays an onscreen representation of the printed document. From Print Preview, you can print the log, change the display Drag these arrows from any corner to adjust margins before you print a report or form.

magnification or show rulers, adjust column width of logs, or access Printer Setup. From Printer Setup, you can specify paper size and orientation, and select other graphics and device options.

From Print Preview, choose File, Modify Preview, then mark to show rulers.

Expedition saves your ruler, margin, and magnification settings for Print Preview until you change them.

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Printing Forms Use forms to print detailed information from a document, such as a transmittal. You can choose a standard form from those included with Expedition, or you can use InfoMaker to customize an existing form or create a new form. For information on custom forms, see the Creating Custom Reports and Forms with InfoMaker chapter.

Print a form Choose File, Print, from the active document window to print the default form for that document type. You can also choose Tools, Reports, Forms, from either the log or document window; select a predefined form from the list for that document type, then click Print.

Select the form you want to use as the default, then click Set As Default.

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Printing Reports Reports usually include information Expedition collects from multiple documents, such as a list of submittals. You can choose a standard report from those included with Expedition, or you can use InfoMaker to customize an existing report. Print a report From any log or document window, choose Tools, Reports, Reports, to open the Reports dialog box. Expedition displays the default report library for the current document, but you can select a different library from the Report Library field. (A report library is a grouping of all the reports for a specific document type, such as requisitions.) To print a report for the current document type, double-click the report name, or select the report and click Print. Select a report library to list the predefined reports for that document type.

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Printing Multiproject Reports You can print certain reports that contain data from all projects in a folder for a particular document type. For example, you can list items required within seven days for all projects, print the Contract log grouped by project with totals, or print submittals by ball-in-court (BIC) for all projects. Multiproject reporting provides a convenient way for you to gather all the data you need to assess status, requirements, and outstanding issues for all projects. Multiproject reports are denoted by an m_ prefix, and current project reports are identified with an r_ prefix. For information on custom reports, see the Creating Custom Reports and Forms with InfoMaker chapter.

Print a multiproject report Close all projects. Choose Tools, MultiProject Reports to open the Multi-Project Reports dialog box. Select the report library for the document type you want to print. To print a report for the selected document type, double-click the report name, or select the report and click Print. Select a report library to list the predefined reports for that document type.

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Printing Dunning Letters A dunning letter is a specific type of report used to remind project participants to deliver certain items or perform certain tasks. You can use the sample dunning letters included with Expedition, or you can create your own using InfoMaker. Dunning letters are available for several document types in Expedition. For example, you can generate a dunning letter from a punch list to remind a contact of overdue items. For information on creating dunning letters, see the Creating Custom Reports and Forms with InfoMaker chapter.

Print dunning letters Choose Tools, Reports, Dunning Letters, to open the Dunning Letters dialog box. If you choose this command from a log or document window from which dunning letters are available, select the dunning letter you want to print. Otherwise, select the library containing the dunning letter you want to print. To print a dunning letter for the current document type, double-click the letter name, or select the letter and click Print.

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Customizing Expedition Reports using InfoMaker In this chapter Starting InfoMaker Getting Started Basics Anatomy of an Expedition Report Using InfoMaker’s Design Mode to Edit Expedition Reports Organizing Information in a Report Formatting Elements in a Report Previewing Reports Running a Report Series and Multiproject Reports

Expedition provides flexible reporting features to meet your reporting requirements. In addition to the predefined reports included with Expedition, you can use InfoMaker to customize existing reports. This chapter includes instructions for modifying and formatting an existing Expedition report and dunning letter, as well as creating an executable to run a series of reports using InfoMaker. You can follow the same basic steps to customize or create forms. For more detailed information about InfoMaker, consult the InfoMaker online manuals.

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Starting InfoMaker To start InfoMaker, from the Windows desktop click Start, then choose Programs, Primavera, Expedition Utilities, InfoMaker. For more information about the InfoMaker workspace, see Chapter 1, The World of InfoMaker in the InfoMaker User’s Guide.

To make sure InfoMaker can connect to the Expedition database, you must start Expedition at least once before opening InfoMaker. Close Expedition before you launch InfoMaker.

The InfoMaker PowerBar enables you to access InfoMaker functions. Button

Function Manage and organize reports—you can store several reports in one InfoMaker environment, copy or move reports between environments, or create an executable that enables you to run one or more reports without opening InfoMaker or Expedition. Create, modify, run, and print reports.

Run and print reports.

Define database connections and connect to a different database.

View the database to which your computer is currently connected, create and update tables in the database, or save a table in the database to a different format. Create or edit ODBC data sources.

Run the Query Painter.

Select query options.

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Function Search the Help.

Tile open reports vertically.

Tile open reports horizontally.

Tile open reports in layers.

Tile open reports in cascaded windows.

Learn details about InfoMaker tasks.

Exit InfoMaker.

InfoMaker manuals are provided on the Expedition CD-ROM. To open the online documentation for InfoMaker, you must have access to a CDROM drive and you must have Adobe Acrobat Reader installed on your computer. To view the online documentation, place the Expedition CDROM in your CD-ROM drive. On the Windows desktop, click Start, then choose Programs, Primavera, Expedition Online Documentation. Click InfoMaker User’s Guide. To purchase printed InfoMaker manuals, contact Primavera Sales at 1-610-667-8600 or send your request via e-mail to [email protected] in the United States. In the United Kingdom, call 44-20-8563-5500 or e-mail your request to [email protected]. In Hong Kong, call 852-2111-8288, or e-mail your request to [email protected].

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Getting Started Basics InfoMaker uses special libraries, called environments, to hold similar reports and forms; each environment is a separate .PBL file. Each module in Expedition has one environment for its reports and another environment for its forms. By default, Expedition stores form environments in C:\Expwin\Forms and report environments in C:\Expwin\Reports. To locate your reports and forms folders, open Expedition, choose Define, User Preferences, then click the General tab and review the Path to Reports and Path to Forms fields at the bottom of the User Preferences dialog box. For details on report and form environments, see Appendix B, Expedition Environments.

The name of each form environment starts with f_, while report environments start with r_. Report environments include reports, dunning letters, and multiproject reports. In Expedition, a report contains comprehensive data from an active Expedition project or project group, while a form is a representation of one Expedition document, such as a letter or request for information (RFI). In InfoMaker, most Expedition reports and forms are created in a list format, which enables you to use the same procedures to modify them in InfoMaker.

For details on using environments, see Chapter 2, Managing Your Environment in the InfoMaker User’s Guide.

After you start InfoMaker, perform one of the following steps from the main window: ■

Click the Report button. You are prompted to open or create a report in the last environment that was open (this environment is the location of the .PBL files for a particular type of document, such as a Notepad).

■

Click the Environment button to display the last environment used and all reports contained in that environment. If necessary, change the environment to find the report you want. Primavera recommends this method because Expedition reports reside in different environments, or .PBL files.

Customizing Expedition Reports using InfoMaker

Choose File, Open, to select another environment (.PBL file). By default, Expedition reports and forms are located in Expwin\Reports and Expwin\Forms.

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Anatomy of an Expedition Report Expedition reports, forms, and dunning letters can be broken down into several sections. Each section is made up of a shaded area that contains report data and a gray band identifying the section. The gray band is positioned below the section to which it belongs.

Report header Group header Details Group trailer Report summary Report footer

Header band The Header band contains information that appears at the top of every page in the report. When InfoMaker generates the report, the presentation style determines the contents of the Header band. Almost all of Expedition’s reports, forms, dunning letters, and multiproject reports use the list presentation style, so the headings are displayed in the Header band, and the columns are displayed in the Detail band. Detail band The Detail band displays data retrieved from the active project or project group in Expedition. Almost all of Expedition’s reports, forms, dunning letters, and multiproject reports use the list presentation style, so the Detail band displays column names. You can specify the information InfoMaker should display for each column of the report, and you can add other objects, such as text, pictures, drawing objects, and graphs. Summary and footer bands The Summary band is positioned after all the detail rows, often summarizing the information in the report. The Footer band displays at the bottom of each page of the report. You can use this band to display the page number and name of the report. These bands can contain any InfoMaker objects, including text, drawing objects, graphs, and calculated fields that contain totals.

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Using InfoMaker’s Design Mode to Edit Expedition Reports When you open a report, you enter InfoMaker’s design mode, and another toolbar displays at the bottom of the InfoMaker window. It contains buttons that enable you to edit the design of the report by organizing existing data, inserting new data, or inserting and formatting objects. You can use the following formatting buttons in the Design toolbar in InfoMaker to make your printed Expedition report meet your company’s requirements. To modify an existing report, open the report and choose File, Save As, to make a copy of the report. Then use the copy to make your changes.

Button

Function Display your report with data. You can print the report, save it in a different format, or send it via e-mail. Click this button to toggle between Preview and Design mode.

Define the tables and columns to include in the report and how the tables are related. You can also group, sort, and filter the data in this mode. Click this button to toggle between Data and the Design mode. Save the report.

Undo your last command.

Remove the selected object from the report.

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Button

Function Create an object in the report using the Objects drop-down toolbar. Click the down arrow to select the following types of objects: text, pictures, lines, ovals, rectangles, rounded rectangles, columns, calculated fields, graphs, reports, OLE objects, and large binary or text database objects. Select the foreground color for the selected object using the Foreground drop-down toolbar. Click the down arrow to select a color.

Select the background color for the selected object using the Background drop-down toolbar. Click the down arrow to select a color.

Specify a border style for the selected object using the Borders drop-down toolbar. Click the down arrow to select border style. Available border styles include None, Underline, Box, Shadow, 3- D Raised, 3-D Lowered, and Resize. Align, size, or space selected objects in the report using the Layout drop-down toolbar. You can align objects along the left, right, top, or bottom edges; align objects along horizontal or vertical centers; equalize the distance between objects along the horizontal or vertical axis; or equalize the height or width of objects. Click the down arrow to the right to display the Layout toolbar. Automatically set the height of the field based on the height of the data displayed in the field.

Slide objects in the report to remove unwanted white space using the Slide drop-down toolbar. Click the down arrow to select the direction you want to slide objects. You can slide objects to the left, above all, or directly above. Use currency format for the selected columns or fields.

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Function Use percent format for the selected columns or fields.

Don’t display after the first newspaper column.

Open the Property Sheet of the selected object. If no objects are selected, open the Property Sheet for the report or form.

Close the report or form.

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Organizing Information in a Report The instructions in this section use the Submittal Log Report (r_sb_01) in R_SUBMTL.PBL. For more information on sorting, grouping, and filtering reports, see Chapter 16, Previewing and Printing Reports and Chapter 19, Filtering, Sorting, and Grouping Rows in the InfoMaker User’s Guide.

Sort the report Choose Rows, Sort, to open the Specify Sort Columns dialog box. Drag sbmt_package_number and sbmt_submittal_no from the Source Data section to the Columns section to sort the report by package number and sort the submittals within each package by submittal number. Mark the Ascending checkbox to use ascending order for the sort. If you want to sort in descending order, clear the Ascending checkbox. InfoMaker sorts first by package number, then by submittal number.

After you sort the data, you can display your report with data. Click the Preview button in the Design toolbar. If the package number is repeated many times in the report, group the data by package number to show each package only once. Group the report Choose Rows, Create Group, to open the Band Object dialog box. Click the Definition tab, then drag sbmt_package_number from the Source Data section to the Columns section. Click OK.

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Mark to start a new group on a new page.

Mark to start the page number at 1 for each group.

The report includes a header and a footer for each submittal package number. To format the header and footer, click the Group Header band for the submittal package number, and drag it down. This creates space for the data you want to include in the group header. Select sbmt_package_number from the Detail band, and drag it into the group header. Refer to the following Submittal Report:

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For more information on filtering reports, see Chapter 16, Previewing and Printing Reports and Chapter 19, Filtering, Sorting, and Grouping Rows in the InfoMaker User’s Guide.

Filter the report To filter the report so that only the data you require are included, choose Rows, Filter. In the Specify Filter dialog box, select sbmt_status to filter the report using submittal status. InfoMaker uses functions to create filter statements. Type “=” for “equals,” then type the value you want the filter to select in quotation marks, for example, “NEW.” The case must match exactly for the filter to find the correct records. Click Verify to ensure that the filter expression is correct, then click OK to save the filter with the report.

You can use this method to filter the Submittals Report by ball-in-court (BIC), required start date, or required finish date. You can use functions to create a variable value for the filter expression; for example, filtering with the sbmt_required_finish field and selecting Today() from the Functions list creates a filter that selects only submittals with a required finish date matching the computer’s current date. Prompt for criteria when you run a report You can configure a report to inform InfoMaker which data you require when you run the report. Selection criteria are similar to filters, but selection criteria limit the rows that are retrieved from the database, while filters limit the display of rows in the report to a subset of the rows already retrieved. Choose Rows, Prompt for Criteria, to open the Prompt for Criteria dialog box. Select the column you want to use for criteria, then click OK. You can select more than one field on which to prompt for criteria. InfoMaker displays only records that match all criteria.

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If you want to use multiple criteria, select a column, then press Ctrl and select another column.

When you preview the report, InfoMaker displays the Specify Retrieval Arguments dialog box and then the Specify Retrieval Criteria dialog box. You must specify a criteria for each field to successfully generate the report. You can specify more than one criteria for each field. InfoMaker displays records that match any criteria. The following report used Prompt for Criteria to retrieve submittal packages in which the BIC was DESIGN or MECH:

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Formatting Elements in a Report The instructions in this section use the Submittal Log Report (r_sb_01) in R_SUBMTL.PBL. You can format this report using the following techniques: ■

Changing orientation

■

Modifying text

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Removing, aligning, and spacing columns

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Changing fonts and point size

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Adding shading for emphasis

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Sizing objects equally

Landscape vs. portrait The Submittal Log Report was created in portrait orientation, but you can print it in landscape orientation. To change the orientation, first make sure no objects on the report are selected, then click the Properties button in the Design toolbar to open the Report Object dialog box. Click the Print Specifications tab, then select Landscape in the Orientation field. Click OK.

Edit text blocks You can edit existing text, such as headings, on any portion of a report. Click Rcvd. in the Header band, then click the Properties button in the Design toolbar. Click the General tab, then type Received in the Text field. Click OK to save the text change.

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Remove columns You can remove unwanted columns from Expedition reports without removing the required database table links. Press Ctrl and select both the field and its column heading, then press Delete. For example, to delete the Ball In Court field, press Ctrl and select the BIC text box in the Header band and the sbmt_ball_in_court field in the Detail band, then press Delete. Space and align columns After replacing the Rcvd heading with Received, this column no longer lines up properly with the Latest Dates column. To align and space columns equally, press Ctrl and select the Latest Dates column heading first, then the Received On column heading. Choose Edit, Align Objects, then click the Align Left Edges to First Selected button (InfoMaker displays the description of each button in the status bar). This procedure aligns the Received On heading and the Latest Dates column along their left edges. Change fonts and point size To change font and point size for the entire report, choose Edit, Select, Select All. Select Times New Roman in the Font field and 8 in the Point Size field. Click anywhere in the report to save the changes. All items in the report change to 8-point, Times New Roman font. If necessary, realign the column headings with their data fields. Add shading for emphasis You can add a shaded bar behind information in a report, such as a group header, to make it stand out. To add shading to an object, you must first change its properties. Select the sbmt_package_number field in the Header Group band, then click the Properties button in the Design toolbar to open the Column Object dialog box so you can specify properties for the column. Click the Font tab. In the Text Color field, select White. This makes the text white so that it stands out against the shaded background. In the Background field, select Black. This makes the background of the text box black.

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Set other text attributes for the column if necessary.

InfoMaker displays a sample of the formatted text.

For details on adding objects, see Creating Custom Reports and Forms with InfoMaker.

Size objects equally You can size objects equally by using the Layout drop-down toolbar. First, select the object that is the correct size. Press Ctrl and select the black line at the bottom of the Header band and the sbmt_package_number field in the Header Group band. Click the Layout drop-down toolbar in the Design toolbar, then click the Size W button to make the sbmt_package_number field the same size as the line. This makes the field cover the width of the report so that groups are emphasized.

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Previewing Reports The instructions in this section use the Submittal Log Report (r_sb_01) in R_SUBMTL.PBL. When you finish changing the Expedition report, choose File, Save As, to save your report using another name. Primavera recommends using a different name for your tailored reports so that you retain the original Expedition report if you need to revert back to it later. To preview your changes from InfoMaker, click the Preview button in the Design toolbar. InfoMaker prompts you for retrieval arguments. Most Expedition reports require you to enter the project name and Company Directory for the report. If you use project contacts, enter the project name for the vendor_type retrieval argument. If you use group contacts, enter $GROUP for the vendor_type retrieval argument. Enter the project name as the project_name retrieval argument.

Enter the Company Directory you are using as the vendor_type retrieval

InfoMaker prompts you for selection criteria. Selection criteria restrict the information that InfoMaker includes in the report. Refer to the instructions provided earlier in this chapter.

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If you modify the report using the steps outlined in this chapter, your Submittal Log Report looks like the following example:

Troubleshooting report preview If you receive an error message when you try to preview a report from InfoMaker, you may not be connected to the correct database. For details on creating database profiles in InfoMaker, see the technical bulletin, Profile.PDF.

Click OK, and InfoMaker displays the report without any information. Close the Preview window and return to your report. Click the DB Prof button in the InfoMaker PowerBar to select the correct database profile for your report. Select the name of your project group in the Database Profiles dialog box, then click OK. Expwin is the default database group for new installations of Expedition. If you create other project groups for Expedition, you need to create database profiles for them in InfoMaker. After you select the correct database profile for InfoMaker to use, click the Preview button in the Design toolbar again.

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Running a Report Series and Multiproject Reports You can generate standard and custom reports in a series by creating executable files in InfoMaker. You may want to use this option to group reports that are run every week or every month or to enable reporting for multiple projects in the same project group. To create an executable application, first determine which reports or forms you want to include in the executable. Cost Worksheet Reports are used in the examples in this section. Create an executable Start InfoMaker and select the environment (.PBL) that contains the reports you want to use in your executable. For Cost Worksheet Reports, select R_COST_PBL. Press and hold the Ctrl key and select the reports to include in your executable. Select any three (or more) reports relating to budgeted costs. Choose Entry, Create Executable. In the Create Executable Wizard, enter a title and filename for the executable, or click Browse to select an existing filename. Click Browse in the Executable Icon field to select an icon for your executable.

A preview of the selected icon

Click Finish to use the default entries.

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When an executable is created and saved, a corresponding .INI file is also created and saved in the same folder. This file is given the same name as the executable, but it has an .INI extension (for example, BUDGET.EXE and BUDGET.INI). Both files are required for proper execution.

Run the executable Run the executable you created in the previous steps by clicking Start on the Windows desktop and then choosing Run. Click Browse and select the executable file.

In the Run dialog box, click OK to open the executable application. Click the Reports button in the toolbar and select one of the reports you included in your executable. Click OK.

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For details on retrieval arguments, see Adding Retrieval Arguments to a Report in the next chapter.

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In the Specify Retrieval Arguments dialog box, enter the retrieval arguments that all the reports, by default, have associated with them. This example uses the DEMO project, so enter DEMO for both the project_name and vendor_type, then click OK. This produces a preview of your report.

To print the report, choose File, Print.

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You can use the Filter, Retrieve, and Sort commands from the Rows menu in the executable application just as you would in a regular report.

Save your report in a different file format You can establish an export file from the executable application. Open the report, then choose File, Save Rows As, to create the export file from the report data shown. In the Save As Type field, select the appropriate extension for the file type compatible with the application to which you are exporting the data. For example, to import the report data into Microsoft Excel, save the report with an .XLS extension.

Use these instructions to create additional multiproject reports. Standard multiproject reports have an m_ prefix to distinguish them from single project reports.

Execute a multiproject report Multiproject reporting combines data from multiple projects into one report. The first steps in executing a multiproject report are to determine the report(s) you want to run, modify them, then create an executable that contains the modified reports. Since the existing reports are designed to select data from one project and either group or project contacts, you need to change the retrieval arguments to match your multiproject reporting needs. In addition to changing the retrieval arguments, you may want to adjust your filter and sort criteria to accommodate data from the other projects you include. In InfoMaker, select the report you want to execute using data from multiple projects. For example, select r_cw_03 from the R_COST_PBL environment. Choose File, Save As, and give the report a different name, for example, m_cw_03. If you want to select specific projects for your report, rather than all projects in the group, click the SQL Data button in the Design window toolbar. In the PROJ table in the SQL Select window, select the Project Name field.

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This field is selected by default.

Click the SQL Select button to return to the Design window, then scroll the window to the right and delete the Project Name field you just added.

Select this field, then press Delete.

Choose Rows, Prompt for Criteria. Select Project Name, then click OK. InfoMaker automatically prompts you for the project name when you run the report.

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If the report you select does not contain any information from the Contact table (VNMT and/or VNDT), click the SQL Data button in the Design window toolbar, then right-click the Contact table (VNMT and/or VNDT); click Close. From the SQL Select window, remove the vendor_type retrieval argument from the report. Choose Design, Retrieval Arguments. Delete both lines, then click OK.

Select each line, then click Delete.

In the Where tab at the bottom of the window, right-click each line, then choose Clear. You can now run this report and print data from all projects in the group, or you can select specific projects if you selected the Project Name field in the PROJ table in the SQL Select window. Perform these steps for each project you want to include in the executable created for multiproject reporting.

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Creating Custom Reports and Forms with InfoMaker In this chapter Using an Existing Expedition Report as a Template Working with Tables and Columns Adding Elements to a Report Using Custom Fields in Reports and Forms Creating New Expedition Reports or Forms Adding Retrieval Arguments to a Report

Expedition provides flexible reporting features to meet your reporting requirements. In addition to the predefined reports included with Expedition, you can use InfoMaker to create new reports. This chapter includes instructions for creating a custom Expedition report by using an existing report as a template and for creating a custom Expedition report using InfoMaker’s database connectivity features. For more detailed information about InfoMaker, consult the InfoMaker online manuals.

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Using an Existing Expedition Report as a Template Expedition reports, forms, and dunning letters are all considered reports in InfoMaker.

This section explains how to create a new Expedition report in InfoMaker using an existing Expedition report, form, or dunning letter as a template. Using an existing report as a template can save a significant amount of time because tables and fields are already partially defined for you. Always make a copy of the predefined report first, by choosing File, Save As, and then assigning the copy a different name. When you use an existing report as a template, you can add elements such as pictures, text, and data columns (such as custom fields) to customize the report for your company. To include all the elements you want, you may need to change tables and columns defined for the report. When you open Expedition, an ODBC connection for the default database is automatically created for InfoMaker.

Create a new report from an existing one Use an Expedition report that contains the type of information you want to use in a new report as a template. This example uses a Submittal Report. Open InfoMaker, then click the Environment button in the PowerBar; choose File, Open, then select the R_SUBMTL.PBL library from the Expwin/Reports folder. Double-click r_sb_01 to open the Submittal Log Report, then choose File, Save As, and save the report as r_sb_01b or specify another unique name.

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Working with Tables and Columns When you use an existing report as a template you do not have to specify all of the tables and their relationships to define the fields included in the report. In InfoMaker, the tables and links are already defined for each Expedition report. To customize a report, you can add a new table or create new links as necessary. Add another table to the report In this section, you will add the package title to the Submittal Log Report so that it is printed next to the package number. Since the package title is stored in another table (SBPK), you must add that table to the report by clicking the SQL Data button to open the SQL Select window. Click the SQL Data button in the Design toolbar at the bottom of the window, then click the Tables button. Scroll down through the list of tables in the Select Tables dialog box, select SBPK, then click Open. Scroll down through the list of fields in the SBPK table, select the Title field, then click it to make it available in the report. Click the = between the SBPK and VNMT table, then click Delete in the Join dialog box. For details on table relationships, see the Expedition Database Table Relationships topic in the Help.

Link the SBMT table with the SBPK table. To link two tables, one field must be common to both. In this example, the common fields are sbmt_parent_key and sbpk_master_key. To include the title for the package in the report, link these two tables. Click the Join button, then select parent_key in the SBMT table and master_key in the SBPK table. A line connects the two fields.

For more information about the Join function, refer to InfoMaker’s online User’s Guide.

Click the SQL button to return to the Design window. Note that sbpk_title is listed on the far right side of the Detail band (you may need to scroll to the right to see it). Move the column into the Group band by dragging sbpk_title in the band next to package_number. Select sbpk_title, then click the Properties button in the Design toolbar to edit the font style so that it matches that of the package_number field.

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For more information about creating a group, see the Tailoring Expedition Reports Using InfoMaker chapter.

Click the Preview button in the Design toolbar to preview the report. Use DEMO for both retrieval arguments here. When you create your own single project reports, use your project name for the values for both retrieval arguments (if you use group contacts, use $GROUP for the vendor_type retrieval argument).

Your report should look similar to the following:

Click the Preview button to return to the Design window.

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Adding Elements to a Report You can add several different types of objects to Expedition reports to enhance their appearance or content. The instructions in this section use the Submittal Log Report (r_sb_01) in R_SUBMTL.PBL. To add elements to a report, use the Objects drop-down toolbar in the Design toolbar.

Click the down arrow to open the Objects drop-down toolbar.

For more information on adding objects to reports, see Chapter 17, Enhancing Reports in the InfoMaker User’s Guide.

Add text blocks You can add text to any portion of a report. For example, the Submittal Log Report is sorted by package number, but this information is not indicated anywhere in the report. You can add text that identifies the sort by creating a new text block in the report header. Click the Text button in the Objects drop-down toolbar, then click in the header to create the new text object. InfoMaker places the text object in the workspace with the word text. Drag the text block to the desired location. For this example, place it under the Submittal Log text box in the header. Double-click the new text block to edit the text in the Text Object dialog box. Click the General tab, then, in the Text field, type By Submittal Package Number. Click OK.

For details on aligning objects, see the Tailoring Expedition Reports Using InfoMaker chapter.

To improve the appearance of the report, you can align objects. Press the Ctrl key, then select the Submittal Log text block and the By Submittal Package Number text block. Click the Align CV button in the Layout drop-down toolbar to align the vertical centers of the text boxes.

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Aligns objects along the center of the vertical axis

Click the down arrow to open the Layout drop-down toolbar.

Add drawing objects You can add drawing objects such as rectangles, rounded rectangles, lines, and ovals to a report to enhance its appearance. Drawing objects can be used to group objects in a report or to highlight information. For example, you can add a colored rectangle behind a group of objects. Adds an oval

Adds a line Adds a rounded rectangle

Adds a rectangle

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Click the Rectangle button on the Objects drop-down toolbar, then click in the header. InfoMaker inserts a black rectangle in the Header band. Rightclick the new rectangle, and choose Properties from the pop-up menu. In the color area, choose Transparent for the line color and Blue for the Fill Color. This colors the rectangle blue with no border. Press Ctrl and select the black line at the bottom of the header, then select the blue rectangle. Click the Size W button on the Layout drop-down toolbar, then click the Align L button on the Layout drop-down toolbar. Choose Edit, Send To Back. The blue rectangle displays behind the column headers. Add pictures You can place a picture, such as a company logo, in a report to enhance its appearance. When you place a picture in a band, the picture displays each time the contents of that band displays. For example, if you place the picture in the footer, the picture appears at the bottom of each page. Click the Picture button on the Objects drop-down toolbar, then click in the Footer band. Click the General tab in the Picture Object dialog box, then click Browse in the File Name field, select a bitmap (.BMP) file, and click OK. Drag the gray Footer band down to create enough space in the footer for the picture, then drag the picture to the desired location. For more information on using calculated fields in reports, see Chapter 17, Enhancing Reports in the InfoMaker User’s Guide.

Add calculated fields You can use calculated fields to display the following: ■

Calculations based on column data that change, for example calculating a monthly salary from an annual salary

■

Summary statistics such as the number of items in each group

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Concatenated fields such as first name and last name

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System information such as the date and time

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Click to place an average field in the report.

Click to place a sum field in the report.

Click to place a page n of n field in the report.

For more information on columns, see the Tailoring Expedition Reports Using InfoMaker chapter.

Click to place a user-defined calculated field in the report.

Click to place a count field in the Summary band or in the Group Trailer band in the report. Click to place a field containing the current date in the report.

Add columns Each Expedition report in InfoMaker is associated with tables from the Expedition project group. Any of the fields in those tables can be included in your report. Click the Column button in the Objects drop-down toolbar, then click the position in the report where you want to insert the column. Choose the column from the Select Column dialog box, then click OK.

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Using Custom Fields in Reports and Forms You can make reports and forms more meaningful by including the custom fields defined in a project. After you define custom fields in Expedition (choose Define, Custom Fields, when no project is open), and then assign values for them in specific logs, you can use a log’s data table and include the custom field value in the InfoMaker report or form you are generating. Once you design the report with the custom field data, you can use the custom field to group and/or sort the report information. The instructions in this section add custom fields for safety-related issues from Notepad to the d_nt_01 dunning letter. The following custom fields are assigned to the Notepad Detail table in Expedition’s DEMO project to make it easy to create this report: ■

osha reference

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safety category

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csi references

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priority

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fine

Customize a report using custom fields For this example, open the R_NOTEPD.PBL environment and select d_nt_01 (Dunning Letter – Notepad Items Due) from the list. Save d_nt_01 as d_nt_01a before modifying the dunning letter. Select the from_company_name field in the Header band and italicize it by clicking the I button at the top of the window under the toolbar. Double-click the Note Pad Items Due text after Re: in the Header band. Click the General tab, then change the Text section to Safety Items Due. Click OK. After you select a text field, InfoMaker replaces the text as soon as you begin typing.

Double-click the Please note... paragraph at the top of the letter and replace it with the following text in the General tab in the Text section. The following safety violations were observed by our Resident Engineer on the dates indicated. These incidents were reported to your superintendent and have not been addressed to date. The items are listed by priority level with the associated fine.

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Select the Note Pad column header and type Safety. Add two new headings called Fine and Safety Ref. # between the Notes and Status columns. Click the Text button in the Objects drop-down toolbar, then move the pointer to the position where you want to place the new heading. Click the SQL Data button, and use the scroll bar to locate the NPDT table. Scroll down through the table and select the osha_reference, safety_category, priority, fine, and safety_source fields to make them available in the report. Choose Rows, Create Group, from the menu, and select npdt_priority from the list on the left and drag it to the empty list on the right; click OK to create the Group band. Drag the new band down to make room above it. To add the priority description to the 2:header group npdt_priority band, click the Column button in the Objects drop-down toolbar, then click in the space above the band. Select npdt_priority from the list in the Select Column dialog box, then click OK. To add emphasis to the priority field, change the color and size of the text. Right-click the npdt_priority field, then choose Properties. Click the Font tab, then select 12 in the Size field and Red in the Text Color field. To add the custom fields to the Detail band, click the Columns button in the Objects drop-down toolbar, click above the Detail band after the npdt_notes field, then select the npdt_fine field. Repeat this procedure to add the npdt_safety_source field to the Detail band. Make sure you align the data columns in the Detail band with the columns in the Header band. Finally, change the text beginning with “Your prompt attention...” at the bottom of the letter to the following text: Please correct these violations as soon as possible and notify this office of the corrective action taken. Thank you for your cooperation in this manner.

Preview the letter; it should appear as follows:

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Creating New Expedition Reports or Forms Expedition reports, forms, and dunning letters are all considered reports in InfoMaker.

This section explains how to create a new InfoMaker report using submittal data. Creating a report for InfoMaker involves specifying the Expedition tables and fields you want to use in the report. Create a new report in InfoMaker Select the data source and presentation style. Save the report in an InfoMaker environment (.PBL) file. Add and link database tables for the report, then select fields to include in the report. Add retrieval arguments (external report variables) to the report, and make any format changes to the report. The remainder of this chapter describes in detail how to perform these steps; the DEMO sample project is used in the examples. When you set up and open Expedition, the Setup program automatically creates an ODBC connection for the default database.

Add a report Open InfoMaker, then click the Environment button in the InfoMaker PowerBar; choose File, Open, then select the R_SUBMTL.PBL library from the Expwin\Reports folder. The new report is saved in this InfoMaker environment. Click the first Report button in the toolbar at the top of the workspace. In the Select Report dialog box, click New. Select Quick Select in the Data Source section and Tabular in the Presentation Style section, then click OK. Add a table to the report These steps enable you to create a Ball in Court Submittal Report. To begin, select the SBMT table (master submittal table) and the VNMT table (the table containing company names for Ball-in-Court [BIC] fields). In the Quick Select dialog box, select SBMT in the Tables list; use the scroll bar if necessary.

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Select fields to include in the report In the Columns list, select each of the following data fields, in the order listed. Each data field you select will be included in the report: 1 package_number

2 submittal_no

3 latest_recvd_date

4 latest_sent_date

5 latest_return_date

6 latest_forward_date

7 status

8 ball_in_court

Fields are transferred to the bottom section of the Quick Select dialog box in the order in which you select them. The fields are listed in alphabetical order in the Columns list, except for the key fields which are always at the top. For details on how to add and edit objects in reports, see Adding Elements to a Report earlier in this chapter.

Click OK to open the Report Design window. Define the report by adding the text, objects, pictures, columns, and calculated fields you want in the bands.

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Your report definition may look like the following example:

A simple report with headers and fields

For instructions on how to add the VNMT table to the report, see Working with Tables and Columns earlier in this chapter.

Establish links between tables Suppose you want to print the full company name for the BIC contact in your report instead of only the contact code. Since the company name is stored in another table (VNMT), add the VNMT table to the report, then link it with the SBMT table.

For details on table relationships, see the Expedition Database Table Relationships topic in the Help.

Link two tables This section explains how to include the full company name of each BIC contact in the report. Since the full company name is stored in VNMT, and the BIC contact is stored in SBMT, the two tables must be linked with a common field. In this example, the common fields are ball_in_court (SBMT table) and vendor_abbrev (VNMT table); these fields contain the same information. To establish a link between the SBMT and VNMT tables, follow the instructions in the Working with Tables and Columns section earlier in this chapter. Then add the field and a heading for it to the report by following the instructions in the Adding Elements to a Report section earlier in this chapter. Choose File, Save As, and name the new submittal report r_sbmtbic_01. This report is automatically saved in the R_SUBMTL.PBL environment since you opened this environment at the start of this session. You can access this new report from the R_SUBMTL.PBL environment from within Expedition.

For more information about where to save reports, see Appendix B, Expedition Environments.

When saving a report or form, begin all form names with f_, all single project report names with r_, all multiproject report names with m_, and all dunning letters with d_. Expedition cannot detect reports named any other way. For example, Expedition recognizes f_rfi10, but not fp_rfi10 or rfiform.

The next step is to add the retrieval arguments to print the report.

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Adding Retrieval Arguments to a Report Retrieval arguments are external report variables that enable another program such as Expedition to pass parameters to an InfoMaker report. Expedition passes several retrieval arguments to a report so it displays data for the current project and, for Expedition forms, the current document. Expedition reports and dunning letters have two retrieval arguments: ■

project_name

■

vendor_type (vendor is synonymous with contact)

Since Expedition can store more than one project in the same database, project_name is used as a retrieval argument so the report contains only data from the current project. Multiproject reports contain data for all projects in a group (or one database); therefore, no retrieval argument is necessary when you run this report type. Since you can configure Expedition to use either project or group contacts, vendor_type is used so the report includes the appropriate set of contacts. Group contacts are assumed for multiproject reports. Expedition forms have two retrieval arguments: ■

master_key

■

vendor_type (vendor is synonymous with contact)

Master_key limits report data to the current document. Vendor_type ensures that the report contains the correct set of contacts. Add retrieval arguments Click the SQL Data button in the Design toolbar to open the SQL Select window, then choose Design, Retrieval Arguments, to open the Specify Retrieval Arguments dialog box.

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This pointer indicates the fields that are currently in focus.

Since this is a single-project report, type project_name in the first Name field, click Add, then type vendor_type in the second Name field. Select String in the Type field for both retrieval arguments, then click OK. For details on retrieval arguments, see InfoMaker’s online User’s Guide.

Select String from the Type field for all retrieval arguments used by Expedition.

Add selections in the Where tab After you enter retrieval arguments, add selection criteria to the report to select data based on the retrieval arguments. Enter these selection criteria in the Where tab at the bottom of the SQL Select window. The first character in the Value field must be a colon (:); enter the following selection criteria: Select the column data.

Click the SQL Data button in the Design toolbar, then choose File, Save, to save the report. After you add retrieval arguments to a report, InfoMaker prompts you to enter values for them when you preview the output. Enter the project name, such as DEMO, for both the vendor_type and the project_name arguments. To test an Expedition form, test from within Expedition to generate the correct values for retrieval arguments.

Part

Exchanging Expedition Data In this part

Exchanging Expedition Data with a Primavera Schedule Exchanging Expedition Data with Other Applications

7

T

his part shows you how, with a few simple steps, you can link to and exchange Expedition data with a Primavera project. Exchanging Expedition Data with a Primavera Schedule describes how you can base Expedition dates on required schedule dates, stay current with schedule changes, and update Primavera dates with data from Expedition. Exchanging Expedition Data with Other Applications shows you how to export Expedition data to other applications, such as spreadsheets or databases, and import data to Expedition from other applications for submittals, the Company Directory, Cost Worksheet cost codes and titles, and specification sections using commaseparated value (.CSV) files.

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Exchanging Expedition Data with a Primavera Schedule In this chapter Setting Up Primavera Schedules for Use with Expedition Linking to Primavera Projects Exporting Expedition Data to Create or Status Activities in Primavera Projects Assigning Activity IDs to Expedition Documents Updating Expedition Documents with Schedule Dates

This chapter describes how you can review dates from a Primavera schedule from within Expedition to see how schedule delays or other factors affect a project. Once you specify the project schedule to link to the Expedition project, you can use early and actual activity dates from the schedule to update start and finish dates in Expedition. In addition, export reports enable you to create or update activities in the Primavera project based on Expedition activity data.

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Setting Up Primavera Schedules for Use with Expedition If you use Expedition and Primavera project management software, you can exchange project data between the products in the way that works best for your organization. This section suggests steps for setting up projects to benefit from the interchange. Management checklist Setting up a smooth export/import process between Expedition and Primavera projects requires some initial planning. The owner, construction manager, or other person responsible for managing contracts should work with the Primavera project controls coordinator to build the schedule and standardize the procedures used to create and update projects. You can import Expedition data into Primavera Project Planner (P3) 2.0 or higher, and SureTrak 1.5 or higher.

The Primavera project controls coordinator should perform the following steps before importing Expedition data: 1 If you plan to export requisition data to update costs in the Primavera project, specify two decimal places for calculations in the Primavera project for compatibility with the Expedition schedule of cost values. 2 When assigning cost codes to activities in the Primavera project, do not assign resources to activites for which you plan to update costs. Also, make sure the cost codes are the same as those being used in the Expedition database from which you are exporting data. Cost codes exchanged between the Primavera project and Expedition should be no longer than 12 characters. Expedition exports one cost account code and corresponding distribution amount per document but will not recognize the cost code for activities with an assigned resource associated with their cost code. 3 Modify the Primavera project Autocost settings if you want to use Expedition data to update actual this period, actual to date, and percent complete quantity and cost data in the Primavera project. Clear the Actual to Date checkbox for rule 4, both checkboxes for rule 5, and the checkbox for rule 6. By default, activity percent complete is also updated and changes the remaining duration per activity (rule 1). If you do not want to link remaining duration and percent complete, clear this checkbox also.

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4 If you plan to create new activities in the Primavera project from Expedition, define the RESP activity code in the Primavera Activity Codes Dictionary. The company abbreviation in the Expedition Company Directory will be assigned as RESP code values for the new activities during the export. 5 Create an entry in the [Applications] section of the .INI file for the Primavera project to include the Expedition import application on the Tools menu in the Primavera project management application. For P3, the import application’s executable file is called EXPTOP3.EXE and is included in the \Utils\Exptop3 folder in the Expedition program folder on the Expedition CD-ROM. Insert the Expedition CD-ROM in the CD-ROM drive on your workstation to access this file for inclusion on the Tools menu in the Primavera project. For SureTrak, the import utility is built into the application. Choose Tools, Basic Scripts, then run EXPLINK.SBL. For Primavera Enterprise, install the Primavera Software Development Kit after you install P3e.

For information on installing the Primavera Software Development Kit, refer to Linking with a Primavera Schedule in the Planning and Adding an Expedition Project chapter.

6 Notify the person responsible for Expedition contract control that these steps have been completed. 7 Expedition management links the Primavera project to the Expedition project and incorporates the schedule activities in the document(s), then performs the export of data using the applicable export report(s). Expedition documents linked to activities You can export data from Expedition to create and update activities in a Primavera project management application for the following types of documents:

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Change Orders

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Punch Lists

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Submittal Release

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Contracts/Purchase Orders

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Requisitions (Schedule of Values)

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Submittal Preparation

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Daily Reports

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Submittal Approvals

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Submittal Packages

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Drawings

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Submittal Delivery

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Materials Delivery

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Submittal Fabrication

You can also create cost accounts and RESP codes in a Primavera schedule by exporting data from Expedition.

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You can associate and update dates for the following Expedition documents with Primavera activities: ■

Change Management

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Materials Delivery

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Requests and Changes

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Change Orders

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Non-Compliance Notices

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Requests for Information

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Contracts and Purchase Orders

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Notices

■

Submittals

■

Daily Reports

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Proposals

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Submittal Packages

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Drawing Sets

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Punch Lists

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Trends

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Linking to Primavera Projects

For information on linking with Primavera Enterprise, P3 or SureTrak, refer to Linking with a Primavera Schedule in the Planning and Adding an Expedition Project chapter.

You can link Primavera project data to Expedition through ODBC (Open Database Connectivity), which enables separate applications to “talk” to one another. You can create an ODBC connection from Expedition to any Primavera project group or project. To set up Primavera data for ODBC, you first need to create data dictionary files (.DDFs) in the Primavera project management application for the project you want to access in Expedition. You can then specify the path and project name in Expedition using the Schedule tab in the Project Preferences dialog box (choose Define, Project Preferences). Even if you do not have access to the Primavera project management application from your workstation, you can view schedule data from within an Expedition project.

Note the following conditions before you link a Primavera project group or project to Expedition:

One set of .DDF files contains multiple project data.

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You can link only one Primavera project group or project per Expedition project.

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Expedition assumes a continuous, seven-day work calendar for the linked Primavera project regardless of its calendar assignment in the Primavera schedule.

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You must save SureTrak projects as project groups.

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You must update data dictionary files for the Primavera project each time you change the Activity Codes Dictionary. For P3 and SureTrak, choose Tools, Update Data Dictionary. Choose Advanced, then click Update Now/OK. For Primavera Enterprise, choose File, Commit Changes, then File, Referesh Data to refresh the data and save changes.

Link Expedition to a Primavera schedule First, create the data dictionary files for the project you want to access by opening the project in the Primavera project management application and choosing Tools, Update Data Dictionary. Choose the Advanced option to update all data fields and use the other defaults in the dialog box, then click OK. Two files, FILE.DDF and FIELD.DDF, are created in the current project folder. Exit the Primavera project management application, then open the Expedition project to which you want to link. Choose Define, Project Preferences, then click the Schedule tab.

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To link to a specific project in a Primavera project group, select the Primavera project group name and project ID.

Mark to filter underway activities by RESP code assignment for daily reports.

If you change the Expedition Project Preferences Schedule tab to link to a different Primavera project group or project after you associate activities from the schedule with Expedition documents, you must also change any Expedition documents associated with activities that no longer exist. When a user schedules or modifies dictionaries in a Primavera project management application, project data are locked exclusively. If you work in a multiuser environment, you can mark the Connect to Schedule as Needed checkbox in the Expedition User Preferences General tab to instruct Expedition to open and close Btrieve connections to the Primavera project management application as necessary. This minimizes interference when a user modifies the Primavera schedule. To keep the Btrieve connection open in Expedition, clear this checkbox.

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Display a list of all activities in the linked Primavera project Double-click Schedule in the Project Information folder in the Project View. Expedition lists activities by early start date.

Expedition displays this schedule icon in the lower right corner to indicate that the current project is connected to a Primavera schedule.

For details about filtering and sorting, see Filtering and Sorting in the Working with Log and Document Windows chapter.

Sort or filter schedule data You can also sort and filter the list of activities in the Schedule window to view activities for a specific date, date range, RESP code, or other information. Expedition provides several standard sorts and filters. Open the Schedule window and choose Organize, Filter, or Organize, Sort. Select a standard filter or sort, or create a new one. Because Primavera project management applications store data in a different format than Expedition, some small differences exist in the syntax of the criteria that select activities based on dates. Primavera recommends that you look at the sample filters to see the syntax (in the Filter Expression dialog box in Expedition) before you create a new filter based on dates.

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The following example uses an Early Finish (EF) within 180 Days filter and is sorted in activity ID order.

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Exporting Expedition Data to Create or Status Activities in Primavera Projects You can create activities and update actual dates and costs for Primavera activities based on the associated Expedition document for which you have recorded start or completed dates. Use Primavera Enterprise/P3/ SureTrak activities to update submittal activity dates. If you choose to update submittals from the schedule, the dates are updated from the linked application. When you select a Ref Activity in the Approval Period field, the actual start date becomes the required finish date, and the actual start date becomes the required start date. If you choose to update submittals from the lead time, the dates are calculated based on the duration of each schedule activity. If you are not using schedule activities to update submittal activity dates, you can manually enter the dates for each submittal activity in the Start and Finish fields. Mark the checkboxes when each activity has started or finished. For a complete list of the Primavera data created or updated during the export, see the Fields Expedition Exports to Primavera Schedules appendix in Part 8.

When you create new activities in the Primavera project from Expedition, the activity ID and description, early start, early finish, cost code and title, and company abbreviation (for the RESP activity code in the Primavera project) are added. Expedition data are exported via reports located in the SCHEDULE.PBL environment; you can also run the reports using InfoMaker. Although you can use InfoMaker to modify export reports and save them in .CSV format, the resulting file format may not match the format required to successfully import to the Primavera project.

For a complete list of reports that you can use to export data to Primavera schedules, see the Expedition Environments appendix in Part 8.

Use Expedition export reports You can export Expedition data for use in a Primavera project using any of the export reports provided in the SCHEDULE.PBL report environment. Each report contains the information required from Expedition to create and status activity data in the Primavera schedule. You can open an export report in Expedition’s Print Preview and then choose File, Save As, to save the report in .CSV format. You can export data to Primavera projects from submittals (for the seven different activity types), submittal packages, materials deliveries, change orders, punch lists, contracts and purchase orders, punch lists, and requisitions. Primavera uses a separate Expedition Schedule Update program to import the Expedition data.

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The old R_EXPORT.PBL environment is still available for users who upgraded to Expedition 6.0 and created customized schedule export reports.

Export Expedition data to Primavera projects Choose Tools, Update Schedule, to automatically select the SCHEDULE.PBL report library, which is the report environment for export reports.

Select the report that corresponds to the type of export you want to perform. Reports are available for information about contracts and purchase orders, change orders, contacts, cost codes and titles, specification sections, materials delivery, punch lists, requisitions, submittal packages, bid packages, and submittals. For example, to export submittal approval activities to create these activities in the Primavera project, select r_sa_update from the list. Click Print Preview after you select a report.

This sample report shows both create and update rows from a punch list export. Expedition exports different data in each SCHEDULE.PBL report. The activity ID and description, vendor code, and start/finish dates are used to create or update the activities in the Primavera schedule.

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Choose File, Save As, and select the CSV with Headers format in the Save As Type field in the Save As dialog box. Accept the default folder for the export report, Expwin\Reports, or browse to another location. Type a filename to identify the report without an extension, which Expedition supplies automatically when you specify a file type, then click OK.

After you create the .CSV export file, it can be imported into the Primavera project for which you want to create or update activities. Import Expedition data into the Primavera project To import Expedition data, open the project in the Primavera project management application. To install EXPTOP3, double-click SETUP.EXE in the Utils\Exptop3 folder on the Expedition CD-ROM. To run EXPTOP3, double-click EXPTOP3.EXE in the folder in which you installed the application. Select the appropriate document for which you created the .CSV file, then type the .CSV filename in the File Name field. Click OK to start the update process. If information in the .CSV file does not match an existing activity in the Primavera schedule, the update process creates one. If the information matches an existing activity, the process updates it. When the update process finishes, click Exit. When prompted whether to schedule the project, click Yes. This selection gives you exclusive access to the project and, if you are updating, schedules the project using the Expedition data you imported.

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Assigning Activity IDs to Expedition Documents After you create all the necessary activities in the Primavera schedule and link the Expedition project to it, you can assign activity IDs to Expedition documents and view early and actual start and finish dates, original and remaining durations, percent complete, and total float for individual activities. Assign activity data Open the Expedition document and select an activity ID in the Activity ID field. To view activity data, choose View, Schedule Activity. You can use this function in contracts, submittals, requisitions, daily reports, and other documents in which you entered activity IDs. You can also access activity data by selecting the record from the log, then choosing View, Schedule Activity. If you are working with submittals, Expedition displays the seven different activities associated with the submittal. Other Expedition documents display one activity.

Primavera schedule dates were used to update the start and completion dates for the materials delivery.

You can also see the associated schedule activity for the document from the log.

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Updating Expedition Documents with Schedule Dates For Expedition documents that have at least one activity associated with them, you can use early start and finish dates from the Primavera schedule to update start, completed, or required dates. You can update dates in contracts, daily reports, purchase orders, requisitions, punch lists, materials delivery, requests and changes, RFIs, drawing sets, trends, notices, non-compliance notices, proposals, change management, submittals, or submittal packages using Primavera schedule dates. Update Submittals You can update submittals by choosing Tools, Update Submittals, Update from Schedule. If a Submittal Package document window is open, all submittals in the package are updated with schedule dates from the Primavera project. If a Submittal Document window is open, only that submittal is updated. If the Submittals log or Submittal Packages log is open, all submittals in the log are updated. You can filter these logs to control which submittals in the package are updated. For details about the dates updated in Expedition and the corresponding Primavera dates, see Updating Expedition Dates with Primavera Schedule Dates in Help.

Update dates in Expedition using Primavera schedule dates Open the document that contains associated schedule dates, then click that document’s Schedule tab and reselect the activity ID in the corresponding field; for example, an activity ID column is provided for punch lists. When you reselect the activity, you are prompted to update the Expedition date with the associated schedule activity dates.

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Exchanging Expedition Data with Other Applications In this chapter Exporting Expedition Data to Other Applications Importing Data from Other Applications Using Expedition with PrimeContract Exchanging Data with Mobile on a Palm/OS-Based PDA Expedition Analyzer

This chapter describes how to export Expedition data to other applications, such as spreadsheets or databases. You can import data for contacts, cost codes and titles, drawings, notepads, punch lists, requests for information, specification sections, change orders, contracts, daily reports, notices, proposals, and submittals into Expedition from other applications using comma-separated value (.CSV) files.

Import Specifications

You can also use Expedition with PrimeContract to perform transactions over the Web, and with your PDA to enter information as you walk a site for complete mobility. Analyzer enables you to analyze your Expedition data.

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Exporting Expedition Data to Other Applications You can export Expedition data to an Excel spreadsheet, a dBASE file, Lotus .WK1 or .WKS files, text with HTML format, or other file formats. Select any export report from the export report environment, then create the export file using the Save As function from Print Preview. See the Planning and Adding an Expedition Project chapter, or type access or security in Help for more information.

For a complete list of export/ import reports, see Appendix B, Expedition Environments.

You must have access rights to export data.

Export data from an Expedition project From a project, choose Tools, Export. In the Report Library field, select the module from which you want to export.

Select the report that corresponds to the type of data you want to export. Reports are available for change orders, contacts, contracts, cost codes, daily reports, drawings, notepads, notices, proposals, punch lists, requests for information, specification sections, and submittals. For example, to export cost codes and titles, select r_export_cost_codes from the list. Click Print Preview after you select a report. The Report Library field automatically defaults to the library that corresponds to the log you are in.

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Choose File, Save As, and select an export format in the Save As Type field in the Save As dialog box. To retain the column headings in the exported file, choose the with headers export format, such as Excel With Headers. In the Save In field, select the folder in which you want to store the export report; in the File Name field, type a name to identify the report without an extension, which Expedition supplies automatically when you specify a file type. Click OK. The following example shows cost codes and titles report data exported to a Microsoft Excel file called COSTACCT.

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For more information, see the Exchanging Expedition Data with a Primavera Schedule chapter.

You can also export information from Expedition to create and update schedule activities in Primavera projects.

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Importing Data from Other Applications You can import data from comma-separated value (.CSV) files to insert and update data for the modules listed below. The import file must contain specific column names on the first line of the CSV file being imported. The best way to set up an import file is to first export data from Expedition to the CSV format, since Expedition supplies the correct field name placement when you run the export. Follow these guidelines for preparing import files: ■

Use an export CSV file as a template for the import file.

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You cannot import fields that cannot be edited onscreen.

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Do not include blank lines or records in the import file. The first row must be a “header.”

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The import file can contain both master and detail column information in the same row; master and detail columns can be interspersed.

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Import files must include all key fields for the type of data imported; for example, import files for the Company Directory must include the contact initials. Key fields are identified in the following table; the table name (shown in all uppercase letters) precedes each field name.

Imported Data

Key Field Names

Company Data*

VNMT.vendor_abbrev VNDT.initials (to import addresses) CSMT_TABLE.cost_code SBPK.package_number SBMT_TABLE.submittal_no SPEC.section_value PNMT.punch_list_name NPMT.note_pad CRQT.to_vendor CRQT.from_vendor CRQT.change_number CRQT.item_type

Cost Worksheet Submittals† Specification Sections Punch Lists Notepads Requests for Information

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Drawings Change Orders

Contracts/POs

Daily Reports

Notices

Proposals

DWMT_TABLE.drawing_number CHMT_TABLE.contract_type CHMT_TABLE.cntr_to_vndr CHMT_TABLE.cntr_from_vndr CHMT_TABLE.change_number CHMT_TABLE.item_type CHMT_TABLE.to_vendor CHMT_TABLE.from_vendor CHMT.contract_number CNMT_TABLE.item_type CNMT_TABLE.to_vendor CNMT_TABLE.from_vendor DRMT.vendor_abbrev DRMT.report_date DRMT.report_period DRMT.vendor_abbrev_ini CNTE.item_type CNTE.to_vendor CNTE.from_vendor CPMT_TABLE.contract_type CPMT_TABLE.cntr_to_vndr CPMT_TABLE.cntr_from_vndr CPMT_TABLE.contract_number CPMT_TABLE.item_type CPMT_TABLE.to_vendor CPMT_TABLE.from_vendor

* If you are importing contact initials, the VNMT.vendor_abbrev must be included in each VNDT.initials record. † You can only import submittals that are in packages. If importing only SBMT rows, you still must include the SBPK.package_number in the import file.

Import data to an Expedition project From the Taskbar, click Start, Programs, Primavera, Expedition Utilities, Import to open the Expedition Import Utility. Type the name of the file you are importing data from (or click Browse). Select the project you are importing data into. Select the document type you are populating with new data.

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Click Import to import the data; this process adds new records to the specified document or updates records if they exist. If duplicate records are encountered during the import, they are ignored. When the import process is complete, click Close. Import automatically creates a log file containing row numbers of duplicate rows, columns that were ignored, and any other errors. This file, EXPIMPRT.LOG, is located in the \EXPWIN\REPORTS folder, and is overwritten each time you import data using the Import utility.

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Using Expedition with PrimeContract If you use PrimeContract to perform transactions on the web, you can use Expedition to send and receive information to and from PrimeContract. For complete information on using Expedition with PrimeContract, see PrimeContract in Help.

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Exchanging Data with Mobile on a Palm/OS-Based PDA Mobile allows you to use any Palm/OS compatible PDA (version 3.0 or later) with Expedition to extend the reach of Expedition anywhere in the field. You can download information from Expedition, and record information as you walk around a jobsite, then upload the information back to Expedition. For complete information on using Mobile with Expedition, see Mobile in Help.

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Expedition Analyzer The Expedition Analyzer is an analytical tool that combines the power of Expedition's database with OLAP technologies. With the Analyzer, you can analyze Expedition data in various ways. For information on using the Analyzer, see Analyzer in Help.

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Import Specifications This section lists the fields that can be imported into Expedition for each module and table.

Module

Expedition Table Name

Column Name

Change Orders

CHMT_TABLE

Approve_Vendor_1

Change Orders

CHMT_TABLE

Approve_Vendor_1_ini

Change Orders

CHMT_TABLE

Approve_Vendor_2

Change Orders

CHMT_TABLE

Approve_Vendor_2_ini

Change Orders

CHMT_TABLE

Approve_Vendor_3

Change Orders

CHMT_TABLE

Approve_Vendor_3_ini

Change Orders

CHMT_TABLE

Approved_Date

Change Orders

CHMT_TABLE

Approved_Date_2

Change Orders

CHMT_TABLE

Approved_Date_3

Change Orders

CHMT_TABLE

Ball_in_court

Change Orders

CHMT_TABLE

Ball_in_court_ini

Change Orders

CHMT_TABLE

Change_Date

Change Orders

CHMT_TABLE

Change_in_sum

Change Orders

CHMT_TABLE

Change_Issue

Change Orders

CHMT_TABLE

Change_number

Change Orders

CHMT_TABLE

Company_name_3

Change Orders

CHMT_TABLE

Cntr_from_vendor

Change Orders

CHMT_TABLE

Cntr_from_vendor_ini

Change Orders

CHMT_TABLE

Cntr_sys_type

Change Orders

CHMT_TABLE

Cntr_To_vendor

Change Orders

CHMT_TABLE

Cntr_to_vendor_ini

Change Orders

CHMT_TABLE

Completion_Date

Change Orders

CHMT_TABLE

Contract_Number

Change Orders

CHMT_TABLE

Contract_type

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Module

Expedition Table Name

Column Name

Change Orders

CHMT_TABLE

From_Company_name

Change Orders

CHMT_TABLE

From_Manager

Change Orders

CHMT_TABLE

From_Vendor

Change Orders

CHMT_TABLE

From_Vendor_ini

Change Orders

CHMT_TABLE

Has_Started

Change Orders

CHMT_TABLE

Initiator_Log_Number

Change Orders

CHMT_TABLE

Is_Approved

Change Orders

CHMT_TABLE

Item_type

Change Orders

CHMT_TABLE

Lump_Cost

Change Orders

CHMT_TABLE

Lump_Tax

Change Orders

CHMT_TABLE

Net_Change

Change Orders

CHMT_TABLE

Original_Sum

Change Orders

CHMT_TABLE

Ref_Activity_ID

Change Orders

CHMT_TABLE

Ref_Cost_Category

Change Orders

CHMT_TABLE

Ref_Cost_Account

Change Orders

CHMT_TABLE

Ref_from_abbrev

Change Orders

CHMT_TABLE

Ref_from_abbrev_ini

Change Orders

CHMT_TABLE

Ref_Number

Change Orders

CHMT_TABLE

To_abbrev

Change Orders

CHMT_TABLE

To_abbrev_ini

Change Orders

CHMT_TABLE

Ref_type

Change Orders

CHMT_TABLE

Remarks

Change Orders

CHMT_TABLE

Required_Date

Change Orders

CHMT_TABLE

Responded_Date

Change Orders

CHMT_TABLE

Respondent_Log_number

Change Orders

CHMT_TABLE

Signed_by_1

Change Orders

CHMT_TABLE

Signed_by_2

Change Orders

CHMT_TABLE

Signed_by_3

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Change Orders

CHMT_TABLE

Spec_section

Change Orders

CHMT_TABLE

Start_Date

Change Orders

CHMT_TABLE

Status

Change Orders

CHMT_TABLE

Time_change

Change Orders

CHMT_TABLE

Title

Change Orders

CHMT_TABLE

To_Company_name

Change Orders

CHMT_TABLE

To_manager

Change Orders

CHMT_TABLE

To_vendor_ini

Change Orders

CHMT_TABLE

To_vendor

Change Orders

CHMT_TABLE

Unit_Cost

Change Orders

CHMT_TABLE

Unit_Tax

Change Orders

CHMT_TABLE

Vendor_Role

Change Orders

CHDT_TABLE

Ball_in_court

Change Orders

CHDT_TABLE

Ball_in_court_ini

Change Orders

CHDT_TABLE

Completion_Date

Change Orders

CHDT_TABLE

Description

Change Orders

CHDT_TABLE

Item_number

Change Orders

CHDT_TABLE

Material_Code

Change Orders

CHDT_TABLE

Quantity

Change Orders

CHDT_TABLE

Ref_Activity_ID

Change Orders

CHDT_TABLE

Ref_Item_Num

Change Orders

CHDT_TABLE

Ref_Resource

Change Orders

CHDT_TABLE

Sales Tax

Change Orders

CHDT_TABLE

Sales Tax_Rate

Change Orders

CHDT_TABLE

Start_Date

Change Orders

CHDT_TABLE

Status

Change Orders

CHDT_TABLE

Stock_Number

Change Orders

CHDT_TABLE

Unit_Price

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Module

Expedition Table Name

Column Name

Change Orders

CHDT_TABLE

Units

Company

VNMT

company_name

Company

VNMT

contract_number

Company

VNMT

dbe

Company

VNMT

default_initials

Company

VNMT

default_location

Company

VNMT

mbe

Company

VNMT

remarks

Company

VNMT

spec_section

Company

VNMT

tax_id_number

Company

VNMT

vendor_abbrev

Company

VNMT

vendor_role

Company

VNMT

wbe

Contact

VNDT

address_line_1

Contact

VNDT

address_line_2

Contact

VNDT

address_line_3

Contact

VNDT

beeper_phone

Contact

VNDT

city

Contact

VNDT

copies

Contact

VNDT

country

Contact

VNDT

country_code

Contact

VNDT

extension

Contact

VNDT

fax

Contact

VNDT

initials

Contact

VNDT

location

Contact

VNDT

mail_address

Contact

VNDT

mail_method

Contact

VNDT

mobile_phone

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Module

Expedition Table Name

Column Name

Contact

VNDT

name

Contact

VNDT

office_phone

Contact

VNDT

paper_size

Contact

VNDT

postal_code

Contact

VNDT

state

Contact

VNDT

tax_id_number

Contact

VNDT

title

Contracts

CNMT_TABLE

Accepted_By

Contracts

CNMT_TABLE

Accepted_by_1

Contracts

CNMT_TABLE

Accepted_by_2

Contracts

CNMT_TABLE

Accepted_Date_1

Contracts

CNMT_TABLE

Accepted_Date_2

Contracts

CNMT_TABLE

Bill_Add_Line_1

Contracts

CNMT_TABLE

Bill_Add_Line_2

Contracts

CNMT_TABLE

Bill_Add_Line_3

Contracts

CNMT_TABLE

Bill_City

Contracts

CNMT_TABLE

Bill_Company

Contracts

CNMT_TABLE

Bill_Country

Contracts

CNMT_TABLE

Bill_Postal_Code

Contracts

CNMT_TABLE

Bill_Country_Code

Contracts

CNMT_TABLE

Bill_State

Contracts

CNMT_TABLE

Bill_Vendor_Abbrev

Contracts

CNMT_TABLE

Bill_Vendor_Abbrev_ini

Contracts

CNMT_TABLE

Completion_Date

Contracts

CNMT_TABLE

DBE

Contracts

CNMT_TABLE

Description

Contracts

CNMT_TABLE

Document_Date

Contracts

CNMT_TABLE

Document_Number

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Module

Expedition Table Name

Column Name

Contracts

CNMT_TABLE

Fob_Via

Contracts

CNMT_TABLE

Freight

Contracts

CNMT_TABLE

From_Add_Line_1

Contracts

CNMT_TABLE

From_Add_Line_2

Contracts

CNMT_TABLE

From_Add_Line_3

Contracts

CNMT_TABLE

From_City

Contracts

CNMT_TABLE

From_company

Contracts

CNMT_TABLE

From_Country

Contracts

CNMT_TABLE

From_Country_Code

Contracts

CNMT_TABLE

From_Postal_Code

Contracts

CNMT_TABLE

From_State

Contracts

CNMT_TABLE

From_Vendor

Contracts

CNMT_TABLE

From_Vendor_ini

Contracts

CNMT_TABLE

Item_type

Contracts

CNMT_TABLE

Lump_Cost

Contracts

CNMT_TABLE

Lump_Tax

Contracts

CNMT_TABLE

Lump_Tax_Rate

Contracts

CNMT_TABLE

Managers_Name

Contracts

CNMT_TABLE

MBE

Contracts

CNMT_TABLE

Reference_Number

Contracts

CNMT_TABLE

Ref_Activity_ID

Contracts

CNMT_TABLE

Ref_Cost_Account

Contracts

CNMT_TABLE

Ref_Cost_Category

Contracts

CNMT_TABLE

Remarks

Contracts

CNMT_TABLE

Ship_Add_Line_1

Contracts

CNMT_TABLE

Ship_Add_Line_2

Contracts

CNMT_TABLE

Ship_Add_Line_3

Contracts

CNMT_TABLE

Ship_City

Exchanging Expedition Data with Other Applications

517

Module

Expedition Table Name

Column Name

Contracts

CNMT_TABLE

Ship_Company

Contracts

CNMT_TABLE

Ship_Country

Contracts

CNMT_TABLE

Ship_Country_Code

Contracts

CNMT_TABLE

Ship_Postal_Code

Contracts

CNMT_TABLE

Ship_State

Contracts

CNMT_TABLE

Ship_Vendor_Abbrev_ini

Contracts

CNMT_TABLE

Ship_Vendor_Abbrev

Contracts

CNMT_TABLE

Spec_Section

Contracts

CNMT_TABLE

Start_Date

Contracts

CNMT_TABLE

Status

Contracts

CNMT_TABLE

Terms

Contracts

CNMT_TABLE

To_Add_Line_1

Contracts

CNMT_TABLE

To_Add_Line_2

Contracts

CNMT_TABLE

To_Add_Line_3

Contracts

CNMT_TABLE

To_City

Contracts

CNMT_TABLE

To_Company

Contracts

CNMT_TABLE

To_Country

Contracts

CNMT_TABLE

To_Country_Code

Contracts

CNMT_TABLE

To_Postal_Code

Contracts

CNMT_TABLE

To_State

Contracts

CNMT_TABLE

To_Vendor_ini

Contracts

CNMT_TABLE

Unit_Cost

Contracts

CNMT_TABLE

Unit_Tax

Contracts

CNMT_TABLE

WBE

Contracts

CNMT_TABLE

Has_Started

Contracts

CNMT_TABLE

Has_Completed

Contracts

CNDT_TABLE

Ball_in_court

Contracts

CNDT_TABLE

Ball_in_court_ini

518

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Contracts

CNDT_TABLE

Completion_Date

Contracts

CNDT_TABLE

Item_Number

Contracts

CNDT_TABLE

Material_Code

Contracts

CNDT_TABLE

Package_Number

Contracts

CNDT_TABLE

Quantity

Contracts

CNDT_TABLE

Ref_Activity_Id

Contracts

CNDT_TABLE

Ref_Resource

Contracts

CNDT_TABLE

Sales_Tax

Contracts

CNDT_TABLE

Sales_Tax

Contracts

CNDT_TABLE

Status

Contracts

CNDT_TABLE

Stock_Descriptn

Contracts

CNDT_TABLE

Submittal

Contracts

CNDT_TABLE

Units

Contracts

CNDT_TABLE

Unit_Price

Cost Codes

CSMT_TABLE

cost_code

Cost Codes

CSMT_TABLE

title

Cost Codes

CSMT_TABLE

projected_to_commit

Daily Reports

DRMT

Additional_Comments

Daily Reports

DRMT

Daily_Report

Daily Reports

DRMT

Day_of_week

Daily Reports

DRMT

Precipitation

Daily Reports

DRMT

Report_Date

Daily Reports

DRMT

Report_Number

Daily Reports

DRMT

Report_Period

Daily Reports

DRMT

Sky

Daily Reports

DRMT

Temperature

Daily Reports

DRMT

Vendor_Abbrev

Daily Reports

DRMT

Vendor_Abbrev_ini

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Daily Reports

DRMT

Wind

Daily Reports

DREQ

Description

Daily Reports

DREQ

Equipment_Source

Daily Reports

DREQ

Equipment_Type

Daily Reports

DREQ

Remark

Daily Reports

DRLB

Apprentices

Daily Reports

DRLB

Category

Daily Reports

DRLB

Change_Number

Daily Reports

DRLB

Field_Source

Daily Reports

DRLB

Foremen

Daily Reports

DRLB

Journeymen

Daily Reports

DRLB

Remark

Daily Reports

DRLB

Supervisors

Daily Reports

DRLB

Work_Area

Daily Reports

DRVS

Company_Repsnted

Daily Reports

DRVS

Remark

Daily Reports

DRVS

Time_of_Visit

Daily Reports

DRVS

Vendor_Abbrev

Daily Reports

DRVS

Vendor_Abbrev_ini

Daily Reports

DRVS

Visitor_Name

Drawings

DWMT_TABLE

area

Drawings

DWMT_TABLE

bid_package

Drawings

DWMT_TABLE

designer

Drawings

DWMT_TABLE

designer_ini

Drawings

DWMT_TABLE

discipline

Drawings

DWMT_TABLE

drawing_number

Drawings

DWMT_TABLE

drawing_phase

Drawings

DWMT_TABLE

file_number

519

520

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Drawings

DWMT_TABLE

spec_section

Drawings

DWMT_TABLE

title

Notepads

NPMT

contract_number

Notepads

NPMT

description

Notepads

NPMT

note_pad

Notepad Items

NPDT

ball_in_court

Notepad Items

NPDT

ball_in_court_ini

Notepad Items

NPDT

date_closed

Notepad Items

NPDT

date_opened

Notepad Items

NPDT

date_required

Notepad Items

NPDT

item_number

Notepad Items

NPDT

notes

Notepad Items

NPDT

status

Notices

CNTE

Approved_Date

Notices

CNTE

Ball_in_court

Notices

CNTE

Ball_in_court_ini

Notices

CNTE

Change_Date

Notices

CNTE

Change_Issue

Notices

CNTE

Change_Number

Notices

CNTE

Cntr_From_Vendor

Notices

CNTE

Cntr_From_Vendor_ini

Notices

CNTE

Cntr_Sys_Type

Notices

CNTE

Cntr_To_Vendor

Notices

CNTE

Cntr_To_Vendor_ini

Notices

CNTE

Completion_Date

Notices

CNTE

Contract_Number

Notices

CNTE

Cost

Notices

CNTE

From_Vendor

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Notices

CNTE

From_Vendor_ini

Notices

CNTE

From_Manager

Notices

CNTE

Has_Completed

Notices

CNTE

Has_Started

Notices

CNTE

Item_Type

Notices

CNTE

Ref_Activity_Id

Notices

CNTE

Ref_Cost_Account

Notices

CNTE

Ref_Cost_Category

Notices

CNTE

Ref_From_Abbrev

Notices

CNTE

Ref_From_Abbrev_ini

Notices

CNTE

Ref_To_Abbrev

Notices

CNTE

Ref_To_Abbrev_ini

Notices

CNTE

Ref_Type

Notices

CNTE

Remarks

Notices

CNTE

Required_Date

Notices

CNTE

Responded_Date

Notices

CNTE

Spec_Section

Notices

CNTE

Start_Date

Notices

CNTE

Status

Notices

CNTE

Time_Change

Notices

CNTE

To_Manager

Notices

CNTE

To_Vendor

Notices

CNTE

To_Vendor_ini

Proposals

CPMT_TABLE

Approved_Date

Proposals

CPMT_TABLE

Approved_Date_2

Proposals

CPMT_TABLE

Ball_in_court

Proposals

CPMT_TABLE

Ball_in_court_ini

Proposals

CPMT_TABLE

Change_Date

521

522

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Proposals

CPMT_TABLE

Change_Issue

Proposals

CPMT_TABLE

Change_Number

Proposals

CPMT_TABLE

Cntr_From_Vendor

Proposals

CPMT_TABLE

Cntr_From_Vendor_ini

Proposals

CPMT_TABLE

Cntr_Sys_Type

Proposals

CPMT_TABLE

Cntr_To_Vendor

Proposals

CPMT_TABLE

Cntr_To_Vendor_ini

Proposals

CPMT_TABLE

Completion_Date

Proposals

CPMT_TABLE

Contract_Number

Proposals

CPMT_TABLE

Contract_Type

Proposals

CPMT_TABLE

From_manager

Proposals

CPMT_TABLE

From_Vendor_ini

Proposals

CPMT_TABLE

Has_Started

Proposals

CPMT_TABLE

Has_Completed

Proposals

CPMT_TABLE

Item_type

Proposals

CPMT_TABLE

Lump_Cost

Proposals

CPMT_TABLE

Lump_Tax

Proposals

CPMT_TABLE

Lump_Tax

Proposals

CPMT_TABLE

Ref_Activity_Id

Proposals

CPMT_TABLE

Ref_Cost_Account

Proposals

CPMT_TABLE

Ref_Cost_Category

Proposals

CPMT_TABLE

Ref_From_Abbrev

Proposals

CPMT_TABLE

Ref_From_Abbrev_ini

Proposals

CPMT_TABLE

Ref_Number

Proposals

CPMT_TABLE

Ref_To_Abbrev

Proposals

CPMT_TABLE

Ref_To_Abbrev_ini

Proposals

CPMT_TABLE

Ref_Type

Proposals

CPMT_TABLE

Remarks

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Proposals

CPMT_TABLE

Required_Date

Proposals

CPMT_TABLE

Responded_Date

Proposals

CPMT_TABLE

Signed_by_1

Proposals

CPMT_TABLE

Signed_by_2

Proposals

CPMT_TABLE

Spec_Section

Proposals

CPMT_TABLE

Start_Date

Proposals

CPMT_TABLE

Status

Proposals

CPMT_TABLE

Time_Change

Proposals

CPMT_TABLE

Title

Proposals

CPMT_TABLE

To_Manager

Proposals

CPMT_TABLE

To_Vendor

Proposals

CPMT_TABLE

To_Vendor_ini

Proposals

CPMT_TABLE

Unit_Cost

Proposals

CPMT_TABLE

Unit_Tax

Proposals

CPMT_TABLE

Vendor_Role

Proposals

CPDT_TABLE

Ball_in_court

Proposals

CPDT_TABLE

Ball_in_court_ini

Proposals

CPDT_TABLE

Completion_Date

Proposals

CPDT_TABLE

Description

Proposals

CPDT_TABLE

Item_Number

Proposals

CPDT_TABLE

Material_Code

Proposals

CPDT_TABLE

Quantity

Proposals

CPDT_TABLE

Ref_Activity_Id

Proposals

CPDT_TABLE

Ref_Item_Num

Proposals

CPDT_TABLE

Ref_Resource

Proposals

CPDT_TABLE

Sales_Tax

Proposals

CPDT_TABLE

Sales_Tax

Proposals

CPDT_TABLE

Start_Date

523

524

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Proposals

CPDT_TABLE

Status

Proposals

CPDT_TABLE

Stock_Number

Proposals

CPDT_TABLE

Units

Proposals

CPDT_TABLE

Unit_Price

Punch Lists

PNMT

contract_number

Punch Lists

PNMT

from_vendor

Punch Lists

PNMT

from_vendor_ini

Punch Lists

PNMT

long_descrpt

Punch Lists

PNMT

punch_list_name

Punch Lists

PNMT

short_descrpt

Punch Lists

PNMT

to_vendor

Punch Lists

PNMT

to_vendor_ini

Punch List Items

PNDT

ball_in_court

Punch List Items

PNDT

ball_in_court_ini

Punch List Items

PNDT

date_closed

Punch List Items

PNDT

date_opened

Punch List Items

PNDT

date_required

Punch List Items

PNDT

description

Punch List Items

PNDT

duplicated_by

Punch List Items

PNDT

elevation

Punch List Items

PNDT

item_number

Punch List Items

PNDT

location

Punch List Items

PNDT

ref_activity_id

Punch List Items

PNDT

responsible_item

Punch List Items

PNDT

room

Punch List Items

PNDT

status

Punch List Items

PNDT

value

Request for Information

CRQT

answer

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Request for Information

CRQT

approved_date

Request for Information

CRQT

approved_date2

Request for Information

CRQT

ball_in_court

Request for Information

CRQT

ball_in_court_ini

Request for Information

CRQT

change_date

Request for Information

CRQT

change_issue

Request for Information

CRQT

change_number

Request for Information

CRQT

cntr_from_vndr

Request for Information

CRQT

cntr_from_vndr_ini

Request for Information

CRQT

cntr_to_vndr

Request for Information

CRQT

cntr_to_vndr_ini

Request for Information

CRQT

completion_date

Request for Information

CRQT

contract_number

Request for Information

CRQT

contract_type

Request for Information

CRQT

cost

Request for Information

CRQT

from_manager

Request for Information

CRQT

from_vendor

Request for Information

CRQT

from_vendor_ini

Request for Information

CRQT

has_completed

Request for Information

CRQT

has_started

Request for Information

CRQT

item_type

Request for Information

CRQT

ref_activity_id

Request for Information

CRQT

ref_from_abbrev

Request for Information

CRQT

ref_from_abbrev_ini

Request for Information

CRQT

ref_number

Request for Information

CRQT

ref_to_abbrev

Request for Information

CRQT

ref_to_abbrev_ini

Request for Information

CRQT

ref_type

525

526

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Request for Information

CRQT

remarks

Request for Information

CRQT

required_date

Request for Information

CRQT

responded_date

Request for Information

CRQT

signed_by1

Request for Information

CRQT

signed_by2

Request for Information

CRQT

spec_section

Request for Information

CRQT

start_date

Request for Information

CRQT

status

Request for Information

CRQT

time_change

Request for Information

CRQT

title

Request for Information

CRQT

to_manager

Request for Information

CRQT

to_vendor

Request for Information

CRQT

to_vendor_ini

Specification Section

SPEC

description

Specification Section

SPEC

section_value

Submittal Packages

SBPK

contract_number

Submittal Packages

SBPK

forwarded_to

Submittal Packages

SBPK

forwarded_to_ini

Submittal Packages

SBPK

package_number

Submittal Packages

SBPK

received_from

Submittal Packages

SBPK

received_from_ini

Submittal Packages

SBPK

required_finish

Submittal Packages

SBPK

required_start

Submittal Packages

SBPK

returned_by

Submittal Packages

SBPK

returned_by_ini

Submittal Packages

SBPK

sent_to

Submittal Packages

SBPK

sent_to_ini

Submittal Packages

SBPK

status

Exchanging Expedition Data with Other Applications

527

Module

Expedition Table Name

Column Name

Submittal Packages

SBPK

submittal_no

Submittal Packages

SBPK

title

Submittals

SBMT_TABLE

appr_activity

Submittals

SBMT_TABLE

approval_finish

Submittals

SBMT_TABLE

approval_lead_time

Submittals

SBMT_TABLE

approval_start

Submittals

SBMT_TABLE

approve_has_finished

Submittals

SBMT_TABLE

approve_has_started

Submittals

SBMT_TABLE

code

Submittals

SBMT_TABLE

construction_activity

Submittals

SBMT_TABLE

construction_finish

Submittals

SBMT_TABLE

construction_has_finished

Submittals

SBMT_TABLE

construction_has_started

Submittals

SBMT_TABLE

construction_start

Submittals

SBMT_TABLE

contract_number

Submittals

SBMT_TABLE

delivery_actv

Submittals

SBMT_TABLE

delivery_finish

Submittals

SBMT_TABLE

delivery_has_finished

Submittals

SBMT_TABLE

delivery_has_started

Submittals

SBMT_TABLE

delivery_lead_time

Submittals

SBMT_TABLE

delivery_start

Submittals

SBMT_TABLE

drawing

Submittals

SBMT_TABLE

fab_rel_activity

Submittals

SBMT_TABLE

fab_release_fin

Submittals

SBMT_TABLE

fab_release_lead_time

Submittals

SBMT_TABLE

fab_release_st

Submittals

SBMT_TABLE

fab_time

Submittals

SBMT_TABLE

fabricate_actv

528

Part 7: Exchanging Expedition Data

Module

Expedition Table Name

Column Name

Submittals

SBMT_TABLE

fabricate_finish

Submittals

SBMT_TABLE

fabricate_lead_time

Submittals

SBMT_TABLE

fabricate_start

Submittals

SBMT_TABLE

fabstart_has_finished

Submittals

SBMT_TABLE

fabstart_has_started

Submittals

SBMT_TABLE

filed_app_date

Submittals

SBMT_TABLE

filed_vendor

Submittals

SBMT_TABLE

filed_vendor_ini

Submittals

SBMT_TABLE

forwarded_to

Submittals

SBMT_TABLE

forwarded_to_ini

Submittals

SBMT_TABLE

item_number

Submittals

SBMT_TABLE

items_in_submttl

Submittals

SBMT_TABLE

package_number

Submittals

SBMT_TABLE

received_from

Submittals

SBMT_TABLE

received_from_ini

Submittals

SBMT_TABLE

release_has_finished

Submittals

SBMT_TABLE

release_has_started

Submittals

SBMT_TABLE

required_finish

Submittals

SBMT_TABLE

required_start

Submittals

SBMT_TABLE

resubmit_activity

Submittals

SBMT_TABLE

resubmit_finish

Submittals

SBMT_TABLE

resubmit_has_finished

Submittals

SBMT_TABLE

resubmit_has_started

Submittals

SBMT_TABLE

resubmit_lead_time

Submittals

SBMT_TABLE

resubmit_start

Submittals

SBMT_TABLE

returned_by

Submittals

SBMT_TABLE

returned_by_ini

Submittals

SBMT_TABLE

second_app_code

Exchanging Expedition Data with Other Applications

Module

Expedition Table Name

Column Name

Submittals

SBMT_TABLE

second_app_code_ini

Submittals

SBMT_TABLE

second_app_date

Submittals

SBMT_TABLE

sent_to

Submittals

SBMT_TABLE

sent_to_ini

Submittals

SBMT_TABLE

source_vendor

Submittals

SBMT_TABLE

source_vendor_ini

Submittals

SBMT_TABLE

submit_act_date

Submittals

SBMT_TABLE

submit_activity

Submittals

SBMT_TABLE

submit_finish

Submittals

SBMT_TABLE

submit_has_finished

Submittals

SBMT_TABLE

submit_has_started

Submittals

SBMT_TABLE

submit_lead_time

Submittals

SBMT_TABLE

submit_start

Submittals

SBMT_TABLE

submittal_no

Submittals

SBMT_TABLE

title

Submittals

SBMT_TABLE

user_appr_date

Submittals

SBMT_TABLE

user_code

Submittals

SBMT_TABLE

user_code_ini

529

Part

Appendices In this part

Fields Expedition Exports to Primavera Schedules Expedition Environments

8

T

his part contains technical information on Expedition tables and library files. Fields Expedition Exports to Primavera Schedules lists the fields used for each Expedition document type. Expedition Environments shows you how to use InfoMaker to view Expedition environment information.

533

Fields Expedition Exports to Primavera Schedules In this appendix Update Primavera Dictionaries Update Primavera Activities Update Primavera Enterprise Dictionaries Update Primavera Enterprise Activities

The tables in this appendix list the Expedition fields used for each document type, the corresponding column in the comma-separated values (.CSV) Update file, and the field value created or updated in the Primavera schedule during import from Expedition. The first column in each Update file is an export identifier.

534

Appendices

Update Primavera Dictionaries RESP Code From Contacts Expedition Field

CSV column

P3/SureTrak Field

Export Identifier vendor_abbrev company_name

1 2 3

N/A Code Value Code Value Description

CNTR Code From Contract Number Expedition Field

CSV column

P3/SureTrak Field

Export Identifier document_number description

1 2 3

N/A Code Value Code Value Description

SPCS Code From Spec Section Expedition Field

CSV column

P3/SureTrak Field

Export Identifier section_value description

1 2 3

N/A Code Value Code Value Description

BIDP From Bid Packages Expedition Field

CSV column

P3/SureTrak Field

Export Identifier bid_package description

1 2 3

N/A Code Value Code Value Description

Cost Accounts Expedition Field

CSV column

P3/SureTrak Field

Export Identifier cost_code title

1 2 3

N/A Cost Account Code Cost Account Title

Any computed field from Expedition appears as a calculated field in InfoMaker (for example, compute_0005).

Fields Expedition Exports to Primavera Schedules

Update Primavera Activities Submittal Preparation Expedition Field

CSV column

P3/SureTrak Field

Export Identifier submit_activity compute_0003 submit_start submit_has_started submit_finish submit_has_finished received_from compute_0009

1 2 3 4 5 6 7 8 9

N/A Activity ID Activity Description ES – Start On AS XF AF RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier appr_activity compute_0003 approval_start approve_has_started approval_finish approve_has_finished sent_to compute_0009

1 2 3 4 5 6 7 8 9

N/A Activity ID Activity Description ES – Start On AS XF AF RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier resubmit_activity compute_0003 resubmit_start resubmit_has_started resubmit_finish resubmit_has_finished

1 2 3 4 5 6 7

N/A Activity ID Activity Description ES – Start On AS XF AF

Approval Period

ReSubmit

535

536

Appendices

received_from compute_0009

8 9

RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier fab_rel_activity compute_0003 fab_release_st release_has_started fab_release_fin release_has_finished source_vendor compute_0009

1 2 3 4 5 6 7 8 9

N/A Activity ID Activity Description ES – Start On AS XF AF RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier fabricate_actv compute_0003 fabricate_start fabstart_has_started fabricate_finish fabstart_has_finished received_from compute_0009

1 2 3 4 5 6 7 8 9

N/A Activity ID Activity Description ES – Start On AS XF AF RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier delivery_actv compute_0003 delivery_start delivery_has_started delivery_finish

1 2 3 4 5 6

N/A Activity ID Activity Description ES – Start On AS XF

Release to Manufacturer

Fabrication Time

Delivery Time

Fields Expedition Exports to Primavera Schedules

delivery_has_finished source_vendor compute_0009

7 8 9

AF RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id compute_0003 required_start required_finish contract_number received_from compute_0008

1 2 3 4 5 6 7 8

N/A Activity ID Activity Description ES - Start On XF CNTR RESP ISSB

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id set_title designer Required_start has_started Required_finish has_finished progress bid_package contract_number project_name

1 2 3 4 5 6 7 8 9 10 11 12

N/A Activity ID Activity Description RESP ES – Start On AS XF AF Activity % Complete BIDP CNTR N/A

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier activity_id activity_title

1 2 3

N/A Activity ID Activity Description

Submittal Packages

Drawing Sets

Daily Reports

537

538

Appendices

vendor_abbrev early_start has_started early_finish has_finished percent_complete original_duration remaining_duration contract_number

4 5 6 7 8 9 10 11 12

RESP ES – Start On AS XF AF Activity % Complete Activity Org Dur Activity Rem Dur CNTR

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id first_delivery final_delivery compute_0005 compute_0006 cntr_to_vndr start_date completion_date contract_number spec_section

1 2 3 4 5 6 7 8 9 10 11

N/A Activity ID AS AF Activity % Complete Activity Description RESP ES XF CNTR SPCS

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id description date_required ball_in_court start_date has_started finish_date has_finished contract_number

1 2 3 4 5 6 7 8 9 10

N/A Activity ID Activity Description XF RESP ES - Start-On AS AF N/A CNTR

Materials

Punchlists

Fields Expedition Exports to Primavera Schedules

Budgeted Contracts/Purchase Orders Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id description to_vendor start_date has_started completion_date has_completed spec_section document_number cost_code distributed_value

1 2 3 4 5 6 7 8 9 10 11 12

N/A Activity ID Activity Description RESP ES – Start On AS XF AF SPCS CNTR Cost Account Actual Cost To Date

Committed Contracts/Purchase Orders Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id description to_vendor start_date has_started completion_date has_completed spec_section document_number cost_code distributed_value

1 2 3 4 5 6 7 8 9 10 11 12

N/A Activity ID Activity Description RESP ES – Start On AS XF AF SPCS CNTR Cost Account Actual Cost To Date

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id percent_complete

1 2 3

N/A Activity ID Activity % Complete

Schedule of Values

539

540

Appendices

this_period total_complete cost_code application_no description scheduled_value from_vendor

4 5 6 7 8 9 10

Actual This Period Actual To Date Cost Account N/A Activity Description Budgeted Cost RESP

Expedition Field

CSV column

P3/SureTrak Field

Export Identifier ref_activity_id cost_code change_number item_type contract_number cost spec_section to_vendor compute_0010 time_change

1 2 3 4 5 6 7 8 9 10 11

N/A Activity ID Cost Account N/A N/A CNTR Actual Cost To Date SPCS RESP Activity Description Activity Rem Dur

Changes

Fields Expedition Exports to Primavera Schedules

541

Update Primavera Enterprise Dictionaries Vendor and Company Information in Project Code RESP Expedition Field

P3e Table

P3e Field

vnmt.vendor_abbrev vnmt.company_name RESP

task_actv task_actv ActivityType

actv_code_type_id actv_code_id act_code_type

Contract Number and Title in Project Code CNTR Expedition Field

P3e Table

P3e Field

cnmt.document_number cnmt.description CNTR

task_actv task_actv ActivityType

actv_code_type_id actv_code_id act_code_type

Specification Section and Title in Global Code SPCS Expedition Field

P3e Table

P3e Field

spec.section_value spec.description SPCS

task_actv task_ actv ActivityType

actv_code_type_id actv_code_id act_code_type

Bid Package and Description in Project Code BIDP Expedition Field

P3e Table

P3e Field

bdpk_table.bid_package bdpk_tabledescription

task_actv task_actv

actv_code_type_id actv_code_id

Create Project Code ISSB for Submittal Activities Expedition Field

P3e Table

P3e Field

none (all submittals get a code value Y for ISSB code which means Is Submittal)

task_actv

actv_code_type_id, actv_code_id, proj_id ISSB

Update Cost Account Information Expedition Field

P3e Table

P3e Field

csmt.cost_code csmt.title

task_actv task_actv

actv_code_type_id actv_code_id

542

Appendices

Update Primavera Enterprise Activities Drawing Sets Expedition Field

P3e Table

P3e Field

dsmt_table.ref_activity_id dsmt_table.set_title dsmt_table.ball_in_court

task task task_actv

dsmt_table.required_start

task

dsmt_table.has_started dsmt_table.required_finish dsmt_table.has_finished dsmt_table.progress

task task task task

dsmt_table.bid_package

task_actv

dsmt_table.contract_number

task_actv

task_id task_name actv_code_type_id, actv_code_id, proj_id RESP cstr_type= cs_mso cstr_date (ES On) act_start_date expect_end_date act_end_date NOT STORED, CALCULATED (pct) actv_code_type_id, actv_code_id, proj_id BIDP actv_code_type_id, actv_code_id, proj_id CNTR

Daily Reports Expedition Field

P3e Table

P3e Field

dsch.activity_id dsch.activity_title dsch.vendor_abbrev

task task task_actv

dsch.early_start

task

dsch.has_started dsch.early_finish dsch.has_finished dsch.percent_complete

task task task task

dsch.original_duration dsch.remaining_duration dsch.contract_number

task task task_actv

task_id task_name actv_code_type_id, actv_code_id, proj_id RESP cstr_type=cs_mso cstr_date (ES On) act_start_date expect_end_date act_end_date NOT STORED, CALCULATED (pct) target_drtn_hr_cnt remain_drtn_hr_cnt actv_code_type_id, actv_code_id, proj_id CNTR

Fields Expedition Exports to Primavera Schedules

543

Materials Expedition Field

P3e Table

P3e Field

mdmt.ref_activity_id mdmt.first_delivery mdmt.final_delivery mdmt.material_title mdmt.cntr_to_vendor

task task task task task_actv

mdmt.start_date mdmt.completion_date mdmt.contract_number

task task task_actv

mdmt.spec_section

task_actv

task_id act_start_date act_end_date task_name actv_code_type_id, actv_code_id, proj_id, RESP early_start_date expect_end_date actv_code_type_id, actv_code_id, proj_id CNTR actv_code_type_id, actv_code_id, proj_id SPCS

Punchlists Expedition Field

P3e Table

P3e Field

pndt.ref_activity_id pndt.description pndt.ball_in_court

task task task_actv

pndt.start_date

task

pndt.has_started pndt.finish_date pndt.has_finished pnmt.contract_number (only field from PunchLists all other fields are from PunchListDetail)

task task task task_actv

task_id task_name actv_code_type_id, actv_code_id, proj_id RESP cstr_type= cs_mso cstr_date (ES On) Set Constraint type of Must Start ON and set the Constraint date to start_date from PunchListDetails. act_start_date remaining_finish act_end_date actv_code_type_id, actv_code_id, proj_id CNTR

544

Appendices

Submittals Expedition Field

P3e Table

P3e Field

sbmt.submit_activity sbmt.appr_activity sbmt.resubmit_activity sbmt.fab_rel_activity sbmt.fabricate_actv sbmt.delivery_actv sbmt.construction_activity sbmt.title sbmt.submit_start

task task task task task task task task task

sbmt.submit_has_started sbmt.submit_finish sbmt.submit_has_finished sbmt.received_from

task task task task_actv

none (all submittals get a code value Y for ISSB code which means Is Submittal)

task_actv

task_id task_id task_id task_id task_id task_id task_id task_name cstr_type= cs_mso cstr_date (ES On) act_start_date expect_end_date (XF) act_end_date actv_code_type_id, actv_code_id, proj_id RESP actv_code_type_id, actv_code_id, proj_id ISSB

Budgeted Contracts/Purchase Orders Expedition Field

P3e Table

P3e Field

cnmt/pomt.ref_activity_id cnmt/pomt.description cnmt/pomt.to_vendor

task task task_actv

cnmt/pomt.start_date

task

cnmt/pomt.has_started cnmt/pomt.completion_date cnmt/pomt.has_completed cnmt/pomt.spec_section

task task task task_actv

cnmt/pomt.document_number

task_actv

csdt.cost_code csdt.distributed_value

projcost projcost

task_id task_name actv_code_type_id, actv_code_id, proj_id RESP cstr_type= cs_mso cstr_date (ES On) act_start_date expect_end_date act_end_date actv_code_type_id, actv_code_id, proj_id SPCS actv_code_type_id, actv_code_id, proj_id CNTR acct_id target_cost

Fields Expedition Exports to Primavera Schedules

545

Committed Contracts/Purchase Orders Expedition Field

P3e Table

P3e Field

cnmt/pomt.ref_activity_id cnmt/pomt.description cnmt/pomt.to_vendor

task task task_actv

cnmt/pomt.start_date

task

cnmt/pomt.has_started completion_date cnmt/pomt.has_completed cnmt/pomt.spec_section

task task task task_actv

cnmt/pomt.document_number

task_actv

csdt.cost_code csdt.distributed_value

projcost projcost

task_id task_name actv_code_type_id, actv_code_id, proj_id RESP cstr_type= cs_mso cstr_date (ES On) act_start_date expect_end_date (XF) act_end_date actv_code_type_id, actv_code_id, proj_id SPCS actv_code_type_id, actv_code_id, proj_id CNTR acct_id target_cost

Expedition Field

P3e Table

P3e Field

rqdt.ref_activity_id rqdt.description rqdt.percent_complete

task task task

rqdt.total_complete csdt.cost_code rqdt.description rqdt.scheduled_value

projcost projcost projcost projcost

rqmt.from_vendor

task_actv

task_id task_name NOT STORED, CALCULATED (pct) act_cost acct_id expense_name target_cost (is the budgeted expense cost) actv_code_type_id, actv_code_id, proj_id RESP

Schedule of Values

Change Orders Expedition Field

P3e Table

P3e Field

chmt.ref_activity_id csdt.cost_code chmt.contract_number

task projcost task_actv

chmt.distributed_value

projcost

task_id acct_id actv_code_type_id, actv_code_id, proj_id CNTR target_cost

546

Appendices

chmt.spec_section

task_actv

chmt.to_vendor

task_actv

compute_0010 chmt.time_change

task task

actv_code_type_id, actv_code_id, proj_id SPCS actv_code_type_id, actv_code_id, proj_id RESP task_name remain_drtn_hr_cnt

547

Expedition Environments In this appendix

Expedition reports and forms are stored in environments (.PBL library files) for each document type.

Expedition Environment Tables

Use InfoMaker to access the names of the .PBL library files containing Expedition document types and the reports, forms, dunning letters, multiproject reports, and embedded reports for each one. Expedition stores all form .PBL library files in EXPWIN\FORMS and all report and dunning letter .PBL library files in EXPWIN\REPORTS.

548

Appendices

Expedition Environment Tables In environment tables, as in Expedition, forms begin with f_; dunning letters begin with d_; reports begin with r_; multiproject reports begin with m_; and embedded reports begin with em_. Display Expedition environments To view environment information, open InfoMaker. Click Envt to access environment information, then choose File, Open to open the Select Library dialog box.

If you upgraded from a previous version when you installed Expedition, new reports and forms (if any) are placed in a .PBL file named NEWXX.PBL. By default, this file is placed in the EXPWIN\REPORTS folder. You can use the Entry, Copy command in InfoMaker to transfer these reports and forms to their proper environment for the associated Expedition document.

Expedition Environments

Navigate to the EXPWIN folder.

Double-click the FORMS folder to open a list of forms .PBL files, or REPORTS to open a list of reports .PBL files.

Double-click a .PBL file to open a list of reports or forms for that environment.

In this example, there are embedded reports (em_) and forms (f_).

549

551

Index A

B

Access rights setting for a group of users across projects 28 setting for a user 27 user levels 26 Acronyms, choosing for logs, documents, and fields 80 Actions 7 Activities creating P3 from Expedition 51 updating 535 updating Primavera Enterprise 542 Activity codes dictionary 419 Actual costs 195 distributing to the cost worksheet 251, 259 Actual start and finish dates 388, 391, 431 Adaptive Server Anywhere 7.0 User Guide xvi Address adding for contact 30 deleting for contact 33 Administration. See Expedition Administration Application. Administrator Expedition 26 project 26 Agenda producing from previous meeting minutes 188 AIA certification for payment form 254 Alerts 7 Analyzer, using with Expedition 510 Application for payment. See Requisitions. Application setup user preferences 110 Architect 17 Areas, setting up for drawings 339 ASA 7.0 User guide xvi Attachments adding to daily reports 421 command 421 viewing 74 viewing in other applications 76 Attendees adding to meetings 187 Autofill contact 34

Back up network database 126 scheduled 129 single projects 122 standalone database 124 Backup/Restore program 122, 124, 126, 129 BAT files 76 Bid packages command 92 defining 92 setting up for drawings 339 Budget collecting committments into 284 Budgeted costs 195 distributing to the cost worksheet 223 Build issues 330 Business item adding to a meeting 187

C Change document reason codes command 90 defining 90 Change documents adding 270, 300 applying markup 303 change orders 298 costing generated 282 defining reason codes 268 forms 323 generating 313 generating from change management 273 non-compliance notices 293 notices 292 printing 287 proposals 296 reports 323 requests 295 types 292 Change management adding documents 270 adding multiple commitment documents to the estimated phase 285

552 Index

applying markup 303 collecting committments into a budget 284 collecting into a change order 279 collecting into a proposal 281 costing generated documents 282 creating work process 266 defining reason codes 90, 268 deleting documents 278 deleting generated change documents 278 distributing costs 205 forms 287 generating change documents from 273 generating contracts from 274 initiating from notices, non-compliance notices, or requests for information 269 modifying generated change documents 277 modifying the work process 267 multiple rounds of negotiations 283 process 264 reports 287 restricting access 267 setting preferences 104, 266 using 263–287 Change orders 298 applying advanced markup to 308 applying markup 303 applying standard markup to 306 approving 322 collecting documents generated from change management into 279 collecting into 320 forms 323 reports 323 setting preferences 101 Change process 290 Changes setting preferences 101 Column headings, customizing 79 COM files 76 Commitments adding multiple documents to the estimated phase 285 collecting into a budget 284 Committed costs 195 distributing to the cost worksheet 223 Communications setting preferences 98 tracking 163 Company adding 29 Construction manager 15 Construction Specification Institute (CSI) 197 Contacts adding 29 adding addresses 30

adding multiples for one company 30 adding number of copies for distribution 30 adding on the fly 32 adding paper size 30 adding remarks 30 assigning default 42 copying 32 customizing assignments 42 default 42 defining key 23 deleting 33 entering E-mail addresses 145 forms 36 including paper size for drawings 339 reports 36 saving in project/group list 35 setting preferences 97 specifying paper sizes 30 using autofill 34 using with distribution lists 40 Contracts adding 212 adding line items to requisitions 222 creating first requisition 236 creating from requisitions 241 entering initial information 43 forms 226 generating from change management 274 generating materials delivery documents from 400 generating materials delivery records from 218 generating requisitions from 220 generating submittals from 217 generating the first requisition 221 lump sum 213, 220, 222 reports 226 setting preferences 101 status 225 unit price 213, 220, 222 using hammock activities with 215 Copies printing multiple 438 specifying number for drawing distribution 30 Correspondence adding documents manually 166 forms 167 recording submittals in 379 reports 167 sending to logs 164 viewing document items 165 Cost codes actuals 196 adding 197 budget 196 committment 196

Index 553

copying from one project to another 201 defining 199 distributing costs to 260 exchanging data with Primavera schedules 198 funding 196 setting up 44 specific costs 208 variance 196 Cost Distributions command 223 Cost worksheet actual costs 195 adjusting manually using trends 204, 231 budgeted costs 195 committed costs 195 defining cost codes 199 distributing actual costs to 251, 259 distributing budgeted and committed costs to 223 distributing costs to 202 funding 195 getting information from 207 items tracked 195 modifying headings 44 reports 209 setting up 197 setting up and using 193–209 using 194 using costing for a subcontractor 282 variance 195 Costs collecting into change orders 320 collecting into proposals 318 distributing 202, 216, 311 distributing actual 259 distributing budgeted and committed to the cost worksheet 223 distributing using change management 205 items tracked in cost worksheet 195 rolling forward 319, 321 setting distribution preferences 311 summary on cost worksheet 207 tracking in Expedition 194 Create Group command 454, 478 CSI. See Construction Specification Institute (CSI). CSV files 501, 505, 533 Currency setting preferences 100 Current Users command 78 Custom fields adding 82 creating 82 creating dictionary terms 84 using in documents 85 in forms 477

in InfoMaker 477 in reports 85, 477 with daily reports 415 with drawings 368 with punch lists 432 Customer support xix

D Daily reports adding 412 adding attachments to 421 assign multiple materials to 417 creating filters for 413, 419, 492 forms 423 generating 422 including underway schedule activities 413, 419 linking to materials delivery 417 listing visitors 416 posting material deliveries 404 printing 423 recording material deliveries 417 recording resource use 414 reports 423 using 411–423 Database adding 119 for a Novell Netware server version of Expedition 121 for a Windows 95/98/2000 or Windows NT Expedition Database Server version of Expedition 120 for stand-alone version of Expedition 120 backing up, network 126 backing up, scheduled 129 backing up, standalone 124 maintaining 115 restoring, standalone 125 Dates actual 388, 431 early 388, 431 updating for submittals 391 updating punch list required date 431 dBASE, exporting to 502 Default contacts 42 form, changing 441 password 4 user name 4 DEMO sample project 14 Design review phase 336, 337, 348, 367 Designer 17 Dictionaries

554 Index

defining bid packages 92 change document reason codes 90 custom fields 84 disciplines 92 drawing areas 95 elevations 95 file numbers 93 paper sizes 93 phases 94 punch lists 430 roles 89 rooms 96 specification sections 88 status codes 89 submittal types 91 updating Primavera 534, 541 Disciplines command 92, 339 defining 92 for drawings 339 Distribution lists adding 39 command 393 compiling for submittals 393 copying to another list 41 editing 40 setting up 39 setting up for drawings 339 using in transmittals 98, 154 Distribution phase 336, 337, 346, 348 Documents adding 61 adding correspondence manually 166 adding items 61 changing order in folder 78 choosing acronyms and titles for 80 deleting 62 editing 62 exchanging with local and remote users 138 grouping 70 linking with issues 326 receiving via E-mail 148 report library 442 rolling costs forward 319 routing incoming 150 sending to correspondence logs 164 to local users 136 to remote users 136 via E-mail 146 using 59

windows 10, 58 Drawing areas command 95 defining 95 Drawing sets adding drawings to an existing set 366 approved for construction 349 as builts 350 creating 348 creating a new set for design review 351 creating a set approved for construction 353 creating a set awarded for contract 355 creating a set of revisions due to a change 357 creating a set to distribute for information 359 creating an approved set for bid 354 creating transmittals for 364 creating using existing sketches 361 distribute for contract award 350 distribute for information 350 distribute revisions due to a change 350 distribute sketches 350 issue for design review 349 linking to a schedule 365 resending 350, 363 reviewing 344 submitting as builts 362 updating for design review 367 Drawings adding documents 340 areas 95, 339 bid packages 339 creating a change document from 352 creating revisions for 341 creating sets 348 creating sketches for 341 design review phase 336, 337, 348 disciplines 339 distribution lists 339 distribution phase 336, 337, 346, 348 file numbers 339 forms 369 generating multiple 340 identifying revisions for the design review cycle 345 identifying revisions for the distribution cycle 346 identifying sketches for revisions 347 overview 336 paper sizes 339 phases 339 printing 369 reports 369 reviewers 346, 347 reviewing current status 343 reviewing sets 344 setting up data 339

Index 555

tracking 335–369 updating for design review 367 using filters in 352 using the transmittal creation queue 345 workflow diagram 337 Dunning letters command 98, 444 environment tables 547 insurance certificates 428 library files 547 materials delivery 409 notepads 181 printing 444 multiple copies 438 using custom fields in 477

E Early start and finish dates 388, 431 Elevations defining 95 dictionary 430 E-mail. See Mail. Engineer 17 ENGR sample project 14 Environment tables, using in Expedition 547 Excel, exporting to 502 EXE files 76 Expedition activities, creating Primavera activities from 51 add users 117 adding a group database 119 administration application, starting 116 administrator 26 configuring for mail 143 customer support xix database, adding 119 documentation xvi environment tables 547 exchanging data with other applications 501–529 export reports 495 exporting data to other applications 502 fields exported to P3/SureTrak 533–?? import specifications 511 importing data from other applications 505 key concepts 11 linking with a Primavera schedule 49 main window 5 new features 5 register serial numbers 116 starting 4 using the Analyzer 510 using with Mobile 509 using with PrimeContract 508

using with your PDA 509 what’s new xii workspace 5 Expedition Administration Application starting 116 EXPEMPTY.DB 119 EXPIMPRT.LOG file 507 EXPWIN.DB 119

F Features, new xii Fields changing names 80 customizing labels 79 exported to Primavera schedules 533–?? File numbers command 93 defining 93 defining for drawings 339 Files attaching to documents 73 Filters applying to a log 66 complex 67 creating for daily reports 413, 419, 492 for drawings 352 operators 65 schedule data 68 standard 67 tips 69 Forms change documents 323 change management 287 changing default form 441 command 441 contacts 36 contracts 226 correspondence 167 creating in InfoMaker 480 daily reports 423 drawings 369 environment tables 547 insurance certificates 428 invoices 262 issues 331 letters 172 library files 547 materials delivery 409 meeting minutes 190 notepads 181 printing 441 mulitple copies 438 purchase orders 226

556 Index

requests 323 requisitions 254 submittals 397 telephone calls 183 transmittals 161 trends 232 using custom fields in 477 Funding costs 195

G General contractor 16 Generate a Document command 340 Generate a Transmittal command 394 Generate Daily Report Wizard 422 Get Changes, Materials and Schedule command 406 Group add 71 logs and documents 70 tips 71 Group database. See Database.

H Hammock activities using for contracts 215 using with submittals 388 Help, online xvi HOSP sample project 14 HTML format, exporting to 502

I Import specifications 511 InBox how Expedition finds E-mail 149 setting up 138 InfoMaker adding reports to 480 adding retrieval arguments 483 adding tables to 480 adding text to reports 473 Create Executable Wizard 463 creating an executable application 463 creating custom reports and forms with 469–484 creating reports from templates 471 customizing reports and forms with 445–468 documentation xvi formatting buttons 446, 451 functions 446, 451 identifying table and field names 59 linking tables in 482 online manuals 447 overview 448

PowerBar 446 reports and forms 449 running executable from 464 sending reports via E-mail 451 starting 446 using design mode to edit reports 451 Installation guide xvi Insurance certificates adding 426 dunning letters 428 forms 428 printing 428 reports 428 tracking 425–428 Internet, using Expedition on xii Invoices adding to purchase orders 256 closing out a PO using multiple invoices 257 closing out a PO using one invoice 256 copying 261 deleting 258 distributing actual costs 259 forms 262 reports 262 setting preferences 101 setting project preferences 256 Issues adding 327 displaying linked documents 329 forms 331 linking documents to existing 328 linking to daily reports 415 drawings 368 insurance certificates 427 punch lists 432 submittals 379 linking to submittals 380 removing linked documents from 329 reports 331 using build issues feature to link documents 330 using to link documents 326 Item types defining 81

K Key contact defining 23 Key fields, importing 505

L Layouts 58, 72

Index 557

setting preferences 112 Letters adding using the standard editor (RTF) 168 creating using Microsoft Word 168 dunning, printing mulitple copies 438 forms 172 generating from existing 170 reports 172 RTF 168 saving as a separate file 171 setting preferences 113, 168 standard editor (RTF) 113, 168 submittals 397 templates, creating 169 using Microsoft Word 113 Licenses, assigning 117 Line items adding from contract/PO to existing requisition 222, 238 adding in lump sum, unit price, headers, subtotal, or blank line item format 238 adding to uncertified requisitions 237 numbering 101 Logs 10 adding layouts 72 choosing acronyms and titles for 80 grouping 70 printing 439 using 58 viewing schedule activities from 498 Lotus, exporting to 502 Lump sum/line item preferences setting for new requisitions 220

M Mail configuration strategies 144 configuring Expedition 143 entering contact addresses 145 queue, using 137 receiving an Expedition document 148 sending an Expedition document 146 sending documents 136 sending reports with InfoMaker 451 setting up 139 setting user preferences 111 Markup 12, 215 advanced 304 applying to change orders and proposals 308 creating default advanced values 305 creating default standard values 304 forms 303 setting preferences

advanced 106 standard 105 standard 304 applying to change orders and proposals 306 using 303 using subtotals 310 Material codes using with material delivery records 401 Materials delivery adding 400 adding documents to the log 402 adding to requisitions 406 assigning a ticket to multiple materials 404 codes 219 dunning letters 409 forms 409 generating documents from a unit price contract or purchase order 400 generating records from contracts 218 generating records from purchase orders 218 linking with daily reports 417 posting to daily reports 404 printing 409 recording 403 reports 409 tracking 399–409 updating stored 245 using Primavera schedule dates 403 Meeting minutes adding 186 adding attendees 187 adding business items 187 copying 188 forms 190 producing an agenda from last meeting 188 reports 190 Meetings. See Meeting minutes. Menu bar 6 Microsoft Exchange installing 139, 140 setting up a user in the personal address book 141 Microsoft Word using as letter editor 113 using to create letters 168 Mobile using with Expedition 509 Modify Preview command 440 Multiple rounds of negotiations 283 Multi-project reports command 443 creating in InfoMaker 483 environment tables 547 printing 443

558 Index

running in InfoMaker 463, 466

N Negotiations using mulitple rounds 283 Non-compliance notices 293 adding 177 initiating change management from 269 sending 177 Notepads adding 179 adding notes to 180 deleting 180 dunning letters 181 forms 181 reports 181 using 179 Notices 292 adding 175 initiating change management from 269 non-compliance 177 sending 175 Numbering line items 102

O Objects placing in Project Center 38 ODBC connecting to 470, 480 OFFC sample project 14 Online documentation for InfoMaker 447 Owner 16

P Palm-OS using with Expedition 509 Paper sizes command 93 defining 93 defining for drawings 339 specifying for contact 30 Password default 4 Payment creating the first requisition for 236 generating the first requisition for 221 Payment applications. See Requisitions. Payment requisitions. See Requisitions. PBL files 448, 549 PDA using with Expedition 509 Phases command 94

defining 94 defining for drawings 339 design review 336, 337, 348, 367 distribution 336, 337, 346, 348 Phone calls. See telephone calls Powerscope xvi Primavera Enterprise (P3e) schedules updating activity fields 542 updating dictionary fields 541 Primavera Project Planner (P3) fields exported to 533–?? including linked activities on daily reports 413, 419 updating dictionary fields 534 using linked activities in change documents 301 materials delivery 403 punch lists 430 Primavera schedules assigning activity IDs to Expedition documents 498 creating/updating activities from Expedition activities 51 displaying all activities 493 documents that can be exported from Expedition 489 exchanging Expedition data with 487 Expedition fields exported to 533 exporting Expedition data to create or status activities 495 filtering data 493 importing Expedition data into 497 linking Expedition to 47 linking to 491 linking with Expedition 47 setting up for use with Expedition 488 sorting data 493 updating activity fields 535 updating dictionary fields 534, 541 updating Expedition documents with schedule dates 499 updating linked submittal activities 382 PrimeContract contract messages 215 setting preferences 107 using with Expedition 508 Print command 438, 465 Print preview 440 Printers setting up 440 Printing change documents 287 dunning letters 444 forms 441 log windows 439

Index 559

multiple copies 438 multi-project reports 443 reports 442 transmittals 159 Progress recording 242, 244 Project administrator 26 Project Center 7 customizing 37 objects 38 Project Jumpstart Wizard 22 Project preferences change distributions 311 markup advanced 106, 305 standard 105, 304 setting 97 change management 104 change orders 101 communication 98 contacts 97 contracts 101 currency 100 invoices 101 PrimeContract 107 purchase orders 101 requisitions 102 schedules 98 transmittal queue 98 Projects adding 21 adding via an administrator 23 backing up, single 122 defining the key contact 23 deleting 23 planning 20 restoring, single 122 security 26 templates creating 24 view 6 customizing 78 Proportional fonts, using in letters 438 Proposals 296 applying advanced markup to 308 applying standard markup to 306 collecting documents generated from change management into 281 collecting into 318 PRX files 124 Punch List Elevations command 95 Punch List Rooms command 96

Punch lists adding items to 431 creating 430 defining elevations 95 defining rooms 96 dictionaries 430 elevations 95 producing 429–433 using linked schedule activities in 430 Purchase orders adding 212 adding invoices to 256 adding line items to requisitions 222 closing out using multiple invoices 257 closing out using one invoice 256 creating first requisition 236 creating from requisitions 241 forms 226 generating materials delivery documents from 400 generating materials delivery records from 218 generating requisitions from 220 generating submittals from 217 generating the first requisition 221 lump sum 213, 220 reports 226 setting preferences 101 unit price 213, 220

R Reason codes defining 268 Remarks adding to contact 30 Reports adding calculated fields 475 adding columns 476 adding drawing objects 474 adding elements 473 adding fields 481 adding pictures 475 adding retrieval arguments 483 adding selection criteria to 484 adding shading 459 adding tables 471 adding text blocks 473 adding to InfoMaker 480 aligning columns 459 change documents 323 change management 287 changing fonts and point size 459 contacts 36 contracts 226 correspondence 167

560 Index

creating from templates in InfoMaker 471 creating new from existing 470 creating new in InfoMaker 480 customizing using InfoMaker 445–468 daily reports 423 detail band 450 drawings 369 editing in InfoMaker’s design mode 451 editing text blocks 458 environment tables 547 export, using 495 filtering 456 footer band 450 formatting changing text color and size 478 elements 458 grouping 454 header band 450 insurance certificates 428 invoices 262 issues 331 landscape 458 letters 172 library overview 448 selecting 442 using in InfoMaker 471 library files 547 linking tables in 482 materials delivery 409 meeting minutes 190 multi-project 438 notepads 181 organizing information 454 portrait 458 previewing 461 printing 442 multiple copies 438 multi-project 443 producing multi-project 466 prompt for criteria 456 purchase orders 226 remove columns 459 requests 323 requisitions 254 running a series using InfoMaker 463 saving in a different file format 466 sections 450 sizing objects equally 460 sorting 454 spacing columns 459 submittals 397 summary band 450

telephone calls 183 transmittals 161 trends 232 troubleshooting preview 462 using an existing report as a template 470 using custom fields in 477 working with tables and columns 471 See also Daily reports. Requests and changes 295 forms 323 reports 323 using schedule activities in 301 Requests for information adding 173 initiating change management from 269 using 173 Requisitions adding line items from a contract or PO 238 adding line items to 222 AIA form 254 approved change orders, adding to 406 calculating retainage 246 certifying 248 for current period 249 creating contracts from 241 creating first one for payment 236 creating periodic payments based on the previous requisition 240 creating purchase orders from 241 distributing actual costs to the cost worksheet 251 forms 254 generating for project payment 221 generating from contracts/POs 220 getting change orders, materials for delivery, and schedule dates 406 materials delivery, adding to 406 process overview 234 recording progress 244 relaying from remote sites using dial-in access 253 reports 254 reviewing activity data in 498 schedule of values 406 sending to local users 253 sending to remote users 253 setting lump sum/line item preferences 220 setting preferences 102 setting retainage calculations 220 setting up 235 transferring information from an existing one to a new one 250 uncertified, adding line items to 237, 238 updating 242 updating current 240 updating schedule dates in 499

Index 561

updating stored materials 245 using preferences for in contracts 214 Resources recording on daily reports 414 RESP activity code 419, 492 Restore single projects 122 standalone database 124 Restore Default Tree Names and Orders command 78 Restricted user 27 Retainage calculating 246 setting calculations for new requisitions 220 using calculation options for in contracts 214 Retrieval arguments adding to reports 483 Review cycles updating submittals 382 Reviewers tracking in submittals 386 Revisions creating for drawings 341 RFI. See Requests for information. Rich Text Format (RTF) 438 using in letters 168 Roles 15 architect 17 command 89 construction manager 15 defining 89 designer 17 engineer 17 general contractor 16 owner 16 Rooms defining 96 dictionary 430

S Sample projects 14 SAMPLE.DB 119 Save Rows As command 466 SCHEDBUP 129 Schedule activities filtering 68 including in daily reports 419 setting preferences 98 using in change documents 301 using Primavera 403 using to update submittals 388 Schedule Activity command 391, 403 Schedule of values creating 237

Materials Presently Stored Not in D or E (Column F) 407 using with materials deliveries 406 Security 26 project 26 Send mail feature 136 Send to InBox command 136 Serial numbers adding 116 registering 116 Sketches creating drawing sets using 361 creating for drawings 341 identifying for drawing revisions 347 incorporating in drawing revision 347 Sort 65 adding specifications 69 applying to a log 66 tips 69 Spec Sections command 88 Specification sections, defining 88 Spelling checker, using 63 Standard editor using for letters 113, 168 Status bar 10 Status codes defining 89 Status command 89 Submittal packages adding 374, 376 adding submittals to 377 creating 45 deleting 375 remove submittals from 377 review cycle 376 structuring using CSI codes 376 updating submittals 378 Submittal Types command 91 Submittals adding 375 adding to a submittal package 377 bar chart 374 building activities 46 compiling distribution lists 393 copying 380 creating 45 creating InfoMaker report using 480 defining types 91 deleting 375 forms 397 generating from a contract or PO 217 letters 397 managing 371–397 multiple reviewers 386

562 Index

printing 397 process 372 producing transmittals from 393, 395 recording scheduling information 389 reports 397 review cycle 392 revision sets 386 specifying activity duration 390 specifying succeeding activities 390 updating activity dates 382, 388, 391 updating from a package 378 updating scheduling information 389 updating using review cycles 382 using hammock activities 388 viewing status 392 Subtotals using in markup 310 Support, customer xix SureTrak fields exported to 533–?? including linked activities on daily reports 413, 419 updating activity fields 535 updating dictionary fields 534 using linked activities in change documents 301 materials delivery 403 punch lists 430 Sybase database xix

T Table and field names, identifying 59 Tax calculating amounts 247 per line item 102, 238 per lump sum 238 Technical support xix Telephone calls documenting 182 forms 183 reports 183 Templates creating for letters 169 creating for projects 24 creating InfoMaker reports with 471 using as basis for new project 24 Titles choosing for logs and documents 80 copying from one project to another 201 Toolbar 6 Transmittal creation queue command 395 opening 159 specifying delivery method 159

using with drawings 345 Transmittals adding to database 159, 396 copying 156 creating 152 creating from submittals 161, 393, 395 deleting 153 delivering 159 E-mailing 160 faxing 160 forms 161 generating copies 156 from other documents 157 printing 159, 160, 396 reports 161 updating and sending 395 using distribution lists in 154 Trends 228 adding 229 forms 232 reports 232 using to manually adjust the cost worksheet 231

U Unit price contract generating materials delivery records from 400 Unit price line items numbering 102 Update Drawings By Reviewer command 367 Update From Lead Time command 391 Update From Schedule command 389 Update Package command 378 URLs, attaching to documents 73 User name default 4 User preferences application setup 110 general 108 layouts 112 mail setup 111 setting 108 User-defined types, creating 81 Users adding 117 Expedition administrator 26 project administrator 26 restricted 27 sending documents to 146 Utilities, backup and restore 122, 124, 126, 129

Index 563

V Variance 195 Visitors, listing in reports 416

W Web site address, attaching to documents 73 What’s new in Expedition xii, 5 Workspace 5 World Wide Web, using Expedition on xii