Session 2-5 Friday, October 13 8:30am – 10:00am Room 614 · Session 2-5 Sage 300 CRE: Managing PJ...
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Session 2-5 Sage 300 CRE: Managing PJ Documents – Transmittals, Submittals & RFI’s - 1 Session 2-5 Friday, October 13 8:30am – 10:00am Room 614 Session 2-5 Sage 300 CRE PJ: Managing Project Management Documents – Transmittals, Submittals & RFI’s Presented By: Don Bannister Biltmore Construction Co., Inc. Credits/Revision History • Original Author(s): • Revised Date: • Major Revisions Include: o o
Transcript of Session 2-5 Friday, October 13 8:30am – 10:00am Room 614 · Session 2-5 Sage 300 CRE: Managing PJ...
Session 2-5 Sage 300 CRE: Managing PJ Documents – Transmittals, Submittals & RFI’s - 1
Session 2-5
Friday, October 13 8:30am – 10:00am Room 614
Session 2-5
Sage 300 CRE PJ: Managing Project Management Documents – Transmittals,
Submittals & RFI’s
Presented By: Don Bannister
Biltmore Construction Co., Inc.
Credits/Revision History • Original Author(s): • Revised Date: • Major Revisions Include:
o o
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EXERCISE 1: REVIEW JOB PREFILLED INFORMATION & SEND SETTINGS
1. Open Job Setup in the PJ Module Task List a. Project Management → Setup → Jobs
2. Select Job a. Number → 03-001, Description → NW Food Warehouse
3. Go to the Scope / Documents Tab 4. Review the Prefilled Submittals Section 5. Review the Prefilled RFIs Section 6. Open Send Setting from the Task List
a. Common Tools → File → Send Settings
7. In the From (Default Sender): field, Choose John Erickson, Timberline Construction, Click OK
End of Exercise #1
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EXERCISE 2: CREATE AND SEND A TRANSMITTAL
1. Open Transmittals in the PJ Module Task List a. Project Management → Documents → Transmittals
2. In the Job Field Select Job 03-001 a. You can Type 03-001 or use the drop-down arrow to select the Job (Listed as: NW Food
Warehouse (03-001) 3. The Number Field Prefills with 1.
NOTE: Accept the prefilled number, or enter another number or ID (up to 12 characters) to identify this transmittal. You must enter a transmittal number that does not already exist for a job. Number prefills with the next number if you use numeric transmittal numbers. After you save a transmittal with an alpha character in its number, the automatic numbering feature no longer works.
4. Enter the Person(s) you want the Transmittal to go to. a. You can enter multiple people in this field. b. Ways to enter a contact (Enter a person or company contact in this field by doing one of
the following)
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i. Click the drop-down arrow to select from job contacts entered in the PJ: Setup > Jobs > Site/Contacts tab for this document's job. This list is empty if you have not set up job contacts or you have not entered a job for this document.
ii. Click the Binoculars to select a contact in the Contact Selection List window. You can choose to view a list of job, distribution, person, company, or company and person contacts. If you select a contact that is not already designated as a contact for the job, it is added as a job contact in Project Management: Setup > Jobs > Site/Contacts tab when you save this document.
iii. Type a new contact (up to 64 characters) directly in the field. It is added to this job's contact list (Project Management: Setup > Jobs > Site/Contacts tab) when you save this document. It is also added to the person or company setup in Project Management and Address Book (Setup menu). NOTE: You cannot enter a new contact if your company uses security and you do not have task security to set up person or company contacts in Project Management.
5. Click on the binoculars icon next to the To: box to open the Contact Selection List window
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6. Click in the View pulldown menu and change to Person View
7. Click on the Options>> button and change Sort by to Company
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8. Click on any name in the list of contacts to activate that portion of the window, then type Timberline to jump down to the section of the list where Timberline Construction is listed.
9. Scroll and Use Ctrl-click to multi-select Doug Moffett, Jason Stone and Pat Siravo.
10. Click the Select-> button to select all three names.
11. Click OK 12. Date Field, Accept the prefilled date or enter a different date for this transmittal.
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13. Subject field a. Enter Internal Distribution of RFIs
14. WE ARE SENDING YOU Area
15. Click the Attached checkbox 16. Click the Other checkbox and type RFIs in the Other text box 17. For the via field select E-mail
NOTE: The Via field and the Under separate cover field are two separate field even though the look like they are attached.
18. Transmittal Item Grid
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19. In the Attachment grid, click on the binoculars icon to open the Select Transmittal Items window.
20. Select RFI and Click OK to Open the Select RFIs for Transmittal Grid. 21. Use the Shift – Click to Select RFIs 1 through 6
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22. Click OK to Accept and add these 6 RFIs to the Transmittal grid
23. THESE ARE TRANSMITTED & REMARKS Area a. Select As Requested From the THESE ARE TRANSMITTED area b. If you have any remarks, you can type them in the REMARKS area.
24. From field should have prefilled with John Erickson. 25. Click the Send button
a. Click Yes to Save the Transmittal 26. The Timberline Sending Window will open 27. Change Send Method for all recipients to E-mail 28. Edit Subject to Include Job 03-001. 29. Enter Message of Here they are.
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30. Next you would click Send, but since there is no email setup do not click Send 31. Click Cancel
End of Exercise #2
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LAB EXERCISE #3: CREATE AND SEND RFI
1. Open RFIs in the PJ Module Task List a. Project Management → Documents → RFIs
2. Enter Job: 03-001, and hit Enter or Tab and
→ Timberline will assign the RFI Number. → To: will prefill as Mason, Bruce → Date: will prefill with today’s date → Submitted by: will prefill as Erickson, John.
3. Enter Cc: Siravo Pat a. Click in Cc: box, then click on downward triangle icon to view Job Contact list and select
Siravo, Pat from list 4. Enter Subject: Existing Curbs
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5. Use the binoculars to select Drawing C-2. Change the Discipline to Civil and Select C-2
6. Leave Spec. section blank 7. Enter Question: Existing Curbs do not match plans - demo and replace existing or leave as is? 8. Select Received from as Baker, George 9. Enter Received No. 1 10. Check Schedule impact box, Enter Time: TBD
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11. Check Cost impact box, Enter Amount: TBD
12. Click the Transmittal… Button
13. Click Yes to save if you haven’t already saved.
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14. The Transmittal window will open, prefilled with your RFI info
15. Click the Send button
16. Click Yes to save the Transmittal. The Sending window will open 17. Edit Subject to include Job 03-001 18. Enter Please review attached RFI and respond ASAP – John Erickson
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19. Change Send Method to Email for Bruce Mason & Pat Siravo
20. Next you would click Send, but since there is no email setup do not click Send 21. Click Cancel 22. Click Close to close the Transmittal window 23. Click Close to close the RFI window
End of Lab Exercise #3
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LAB EXERCISE #4: OPEN AND ANSWER RFI, FORWARD BACK TO ‘RECEIVED FROM’ CONTACT
1. Open RFIs in the PJ Module Task List a. Project Management → Documents → RFIs
2. Click Find
3. Enter Job: 03-001, Enter 12 in the Number field. If this is not the RFI number created in the
previous exercise, scroll down the list of RFIs to you find the Existing Curbs in the subject field),
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and Click OK. RFI window will open.
4. In the Answer Field enter Leave Existing Curbs 5. When you Click Enter or Tab to enter the Answer,
a. Answered by: will prefill as Mason, Bruce b. Returned date: will prefill as today c. Forwarded to: will prefill as Baker, George
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6. Use Today’s date to fill in the Answered Date Field and in the Forwarded Date Field
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7. Click the Transmittal… Button
8. Click Yes to save the Transmittal.
9. Click Send, Save if not already Saved 10. The Timberline Sending window will open 11. Edit Subject to include Job 03-001 12. In the Message Field enter, George - please see attached answer to RFI 8; leave curbs as-is - John
Erickson
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13. Change Send Method for George Baker to E-mail. NOTE: The Email field is empty so you will need to enter an email address.
14. Click on the three ellipses and right arrow symbol.
15. The Edit Destination Dialog Box will open
16. Enter [email protected] in the Edit E-Mail Address field. Click OK
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17. Next you would click “Send”, but since there is no email setup do not click Send 18. Click Cancel 19. Click Close to close the Transmittal window 20. Click Close to close the RFI window
End of Lab Exercise #4
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LAB EXERCISE #5: CREATE AND TRACK SUBMITTAL
1. Open Submittals in the PJ Module Task List
2. Enter Job: 03-002, and → Sent to: will prefill as Joanne Wise → Returned by: will prefill as Joanne Wise → Copies to send: will prefill as 6 → Copies to forward: will prefill as 5
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3. Select Spec. section of 16000 and Number will prefill as 2 4. Enter Description of Switchgear
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5. Select Received from: as Rob Carlton. Hit Enter or Tab & Forwarded to: will prefill as Rob Carlton
6. Right-Click on the Received Date header and select Hide/Show Cols and click the Received Due Date column then Click OK
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7. For Revision 0, enter: → Received Due Date = 09/29/2017 → Received Date = 09/29/2017 (Received from Electrician on time on Friday) → Sent Date = 10/02/2017 (Sent up to Architect on following Monday) → Returned Date = 10/06/2017 (Architect responded same week on Friday) → Status = Rejected → Forwarded Date = 10/06/2017 (Notice of rejection sent to Electrician same day)
8. Click the New Revision button. For Revision 1, enter: → Received Due Date = 10/16/2017
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9. Click Save
End of Lab Exercise #5
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LAB EXERCISE #6: CREATE AND SEND MEETING MINUTES (BONUS EXERCISE)
1. Open Meeting Minutes in the PJ Module Task List a. Project Management → Documents → Meeting Minutes
2. The Meeting Minutes Options window will open → Select Create a new meeting based on a previous meeting → Enter Job: 03-001
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3. Click OK and the Meeting Minutes data entry screen will open and → Meeting Number will prefill to 6 → Meeting date: will prefill to 11/05/2014 (meeting #5 was 10/29/2014 and this is a weekly meeting) → Start time: will prefill to 9:30 → Next date: will prefill to 11/12/2014 → Next time: will prefill to 9:30 → Enter End time: of 10:30
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4. Collapse General information section (click on “-“button) 5. Add John Erickson and Doug Moffett as attendees, (Use the drop-down arrow and select from list
or you can type the last name) and show that everyone attended, except Dave Smith
6. Collapse Attendees and distribution section (click on “-“ button) 7. For Item 2-3, update Description to include note 11/05/2014 All permits have been obtained
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8. Click Closed box in the Items list next to Item 2-3
9. Click right-pointing triangle button next to Item box to switch from Item 2-3 to Item 4-3. 10. Add 11/05/2014 No new status to Description 11. Click New Item button to create Item 6-1 and enter corresponding info
→ Open Date: will Prefill with 11/02/2014 → Subject: Enter Design Updates → Description: Enter Design changes are available to distribute to the team → Responsible: Select Bruce Mason
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12. Click New Item button again to create Item 6-2 a. Enter data in the field as you did in Step 11
13. Add one more Item 14. Click Save, then click Close
End of Lab Exercise #6
