Unit contract tracking in primavera contract management

Bryan Gardner

Critical Business Analysis, Inc.

April 11, 2011

in Primavera Contract Management

Unit Contract Tracking


Many organizations are awarded contracts based on units,

where quantities are estimated by the owner and pricing is

fixed. Most of these companies have developed

spreadsheets for tracking these contracts.

This presentation will explore tracking the same contract

using Contract Manager's (CM) contract, change

management, materials, daily report and payment requisition

modules.

The contract is created using CM. Utilizing the Materials

portion of the contract line items, users are able to log work

accomplished in the daily reports module. These materials

are then tallied and reported in the contractor's monthly

payment application to the Owner.


Two Phases

• Initial Setup

• Monitoring the Work

Initial Setup

• Create the Project

• Enter Company and Contacts

• Create the Contract

• Add 1st line

• Export the Contract to spreadsheet

• Add remaining line items to spreadsheet

• Import the updated spreadsheet

• Generate Materials Records

• Generate Schedule of Values

Create the Project

Using the New Project Wizard, create the project.

Create the Project


Enter the Name and Title of the Project, plus additional information as needed.

Create the Project


Start with a blank project, unless a template or other project is relevant.

Create the Project


Include the Contractor, Owner, and Architect/Engineer, adding if necessary.

Create the Project


Assign the Key Parties.

Create the Project


Complete the remaining tabs or click ‘Finish’ if done. Confirm with ‘Yes’.

Create the Project


Create the Contract in Contract Management

Select Contracts - Budgeted if this is an income project for your company.

Use Contracts – Committed if the contract is a cost to your company.


In the Contracts log, Add the contract document.


Select the To and From parties. Enter the Number Title and Date of the Contract.

Click Save.

Add the 1st

Line of the Contract

Click Add Lump Sum or Add Unit Price to enter the first line of the contract.

Adding a Lump Sum line item

Use Lump Sum for non-quantity items.

Note: Do not use a Unit Price item with a quantity of one.

Adding a Unit Price line item

Use Unit Price for measureable items such as Linear Feet or Tons.

Note: Do not use a Unit Price item with a quantity of one for Lump Sum items.


Review the information entered. Return to the Contracts log.

Export the Contract to a spreadsheet

Select Export from the Select an action… dropdown in the contract log.


Preview the export data. Click Save As to complete the export.


Enter a file name. Select the type Excel with Headers. Click Save. Close.

Complete the spreadsheet

Open the newly created spreadsheet. Enter all remaining line items of the Contract.

Complete the spreadsheet

Enter all remaining line item information, copying the contract level data.

Spreadsheet columns

Provided for reference.

Column Field Name Value / Comment

Import the Contract from a spreadsheet

Select Import from the Select an action… dropdown in the contract log


Browse and select the spreadsheet to be imported. Click Import.


Cross your fingers… Review the Import Statistics. Click Close if no errors occurred.

If errors occur, print list and correct them. Try Import steps again.

Review the Contract

Verify the To, From, Number, Title and Date have not changed.

Verify the Total Cost is correct.

Review the Contract

Review the Line Items and make any necessary corrections.

Generate Materials Records from contract

Review Material column of line items.

Select Generate Materials Delivery from the Select an action… dropdown


Review information. Select Yes or No for both Link Questions.

Click Finish.


Review line items. Verify hyperlinks now exist for Materials.

Return to Control Center.

Review Materials log

Select Materials from under the Logs folder.

Review Materials log

Review Quantities. Create a Quantities layout if desired.


Generate Schedule of Values

Return to the Contract.

Select Cost Options from the Select an action… dropdown.

Set Cost Options for Requisitions

Review and set Cost Options per your company standards or project requirements.

Click Save.


Prepare a Schedule of Values for approval, using Generate Requisition.


Set the date equal to the Contract Date. Select Yes or No for both Link Questions.

Click Finish.


Edit the Requisition. Change Application number to 00000 (Zero).


Enter the correct percentages for Completed Work and Stored Material.

If using Summary Percentages.


Verify the Log Total for the Scheduled Value (C) matches the contract amount.

Edit any line items not using the default line item retainage percent.

Monitoring the Work

• Create Daily/Weekly Report

• Record Delivery Ticket for Work Completed

• Review Materials Report

• Look for overages/incomplete

• Correct Errors

• Generate Pay Estimate

• Get Materials function

• Update/Review Lump Sum items

• Certify when accepted

• Repeat from the top until complete

Create a Daily Report

Select Daily Reports in the Logs folder of your project.


In the Daily Reports log, click the Add Document button.


Select the correct Company and Contact for the author of this report.

Enter/Verify the Date, Day, Number and Period of the report.


Complete information in the other tabs as required.

Recording Work Complete in a Daily Report

Click the Record Delivery Ticket button.


Enter the Date for the Report in the Received Date field.

Enter Time or Location if multiple shifts or locations are being utilized.


Click select for the items being reported on. Click Save.


Enter the Quantity for each work item completed. Click Save.


Click Save.


Recording Work Complete in the Materials Log

Select Materials from the Logs folder.


Click the Record Deliveries button.


Enter the Date for the Report in the Received Date field.

Enter Time or Location if multiple shifts or locations are being utilized.


Click select for the items being reported on. Click Save.


Enter the Quantity for each work item completed. Click Save.

Review Materials Log

Review Materials Log and Reports for errors, such as overages.

Select Advanced Print from the Select an action… dropdown.

Review Materials Log

Review the Materials Delivery Report for errors, including overages.

Materials Delivery Worksheet

Create a report that can be printed as a worksheet for field staff without direct

access to Primavera Contract Management.

Materials Delivery Report with Detail

Create a report that show the material log with detailed delivery information.

Generate Payment Requisition

Select Payment Requisitions from the Contract Information folder.


Select the date of the last payment requisition in the log for this contract.


Select Generate Requisition from the Select an action… dropdown.


Enter/Verify the Period To date. Place a checkmark in Get Materials Delivery.

Click Next.


Select the deliveries up to your Period To date.

Click Finish.

Prepare Payment Requisition

Review the total of the this Period (E) column.

Update/Review Lump Sum Line Items.


Review Values in Requisitions Summary section.

Select Advanced Print from the Select an action…dropdown.


Print/Save copies of the Summary Page and Detail Pages.

Send for Certification. Close.

Certify the Payment Requisition

Enter the Current Payment Due amount in the Amount Certified field.*

*Unless reduced

Certify the Payment Requisition

Enter the Approved Date for the Contractor: Application and Certification.

Click Certify and Save. Click OK to confirm.

Changing Quantities

Select Change Management from the Contract Information folder.

Changing Quantities

In the Change Management log, click the Add Document button.

Changing Quantities

Enter the Date and Title of the Change Management.

Changing Quantities

On the Budgeted tab, click Start Final Phase.*

Skipping proper change management is not recommended.

Changing Quantities

Verify/Update default information in the change proposal/order.

Changing Quantities

On the line items tab, click Copy from Contract to reuse lines.

If a NEW item, use Add Lump Sum or Add Unit Price as appropriate.

Changing Quantities

Select the line items you wish to copy into this change order. Click Finish.

Quantities will come in as zero.

Changing Quantities

Edit the Line Items to reflect the change in quantities.

Changing Quantities

Enter the new quantity. Click Save and Close.

Changing Quantities

Review the line items of the Change Order.

Changing Quantities

Enter the Approved Date for the parties Contractor, Owner & Architect/Engineer.

Click Approve and Save. Click OK to confirm.

Changing Quantities in the Materials log

Edit the line item where the overage occurred.

Changing Quantities in the Materials log

Enter the change in quantity in the Amendment field. Click Save.

Return to the Materials log.

Review the Quantities in the Materials log.

in Primavera Contract Management


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Unit contract tracking in primavera contract management

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