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Learning Primavera Contract Manager
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| Creating a Submittal Log, ...to Generate or not to Generate? |
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Submittal logs are an important aspect of tracking contract compliance on just about any construction project. They identify the parts, assemblies, warranties, plans or any other component that will be used in the building of the project. Before being used, each item first must be approved by the engineer or architect of record on the project before being utilized. On some projects, this can be ten or less but on other projects it can amount to numbers in the thousands. Tracking this information can be a burdensome task for those managing the submittal process on a project.
As users of Primavera Contract Manager know, the Submittal module offers an ideal tool for managing this often times overwhelming task. In order to track submittals effectively, they should coincide with the contract specifications and be tracked individually in the Submittal module in Contract Manager. The trick is to get them into the log as easy as possible.
Contract Manager offers four tools that can be used to input submittals into the Submittal module. Those tools are as follows:
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Direct input one-by-one
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Add Multiple Submittals function
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Generate multiple submittals
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Submittal imports from a MS Excel spread sheet
Direct input of submittals one-by-one is not a very efficient input method but it does allow for tailoring each submittal to capture specific data items. Using the Add Multiple Submittals function in a Submittal Package allows for mass entry of submittal items but allowing unique entries of only three data items (Title, Category and Type) during the process. Modifications to each newly created submittal can take place simply by open each submittal record and making the necessary modifications. The Generate multiple submittals function can be performed either from a Submittal Package record or a Submittal item record. This function allows users to make a copy of an existing submittal record thus reducing greatly the amount of date entry. Submittals can also be imported from an MS Excel spread sheet but this process can be rather complicated. The steps for this are covered in the on-line course reference at the end of this article.
Out of the three other options, the generate function offers the most opportunity for data entry reduction. The most effective way to use this tool is in conjunction with Submittal Package records. This is because package records allow users to logically organize their submittal logs into meaningful groups that can tie directly to the contract specifications. After a Submittal Package is created, a single submittal can be created by clicking the Add button in the Submittals section of the Submittal Package record. Enter the details needed in the newly created Submittal item record that will be common in the other Submittal items in the package then return to the Submittal Package using the navigation links.
The Submittal Package record will now display the newly created Submittal item in the Submittals section of the package record. Next to the Submittal item record is a Generate icon used to make copies of the existing Submittal item record. Click the icon to initiate the Generate Submittal wizard. Enter the number of new submittals to generate then click the Finish button to create the submittals. The submittals will be numbered sequential based upon the submittal record they were copied from. The final step is to open each Submittal item record and change the title or any other data item as needed.
The Add Multiple Submittals function is similar to the generate function but it only adds minimal information to each newly created Submittal item record. For most users this may be adequate but for those that desire to take advantage of additional tracking functions such as those needing the Required Start, Required Finish or any other data items, then the Generate function may be a better option. To generate or not to generate, that is a question driven by your tracking needs on your project. Click the link below if you would like to learn more about submittal tracking.
A limited time 10% off electronic coupon is available at the bottom of this newsletter. It can be used to reduce your purchase price on this and other e-learning courses offered by IP System 3. |
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Greetings!
Welcome to the July 2007 edition of IP System 3's Learning Primavera Contract Manager Newsletter. This newsletter is for users like you that want to improve their skills in using Primavera Contract Manager.
On a periodic basis, we will cover short, relevant topics in the world of this sometimes complex contract administration software application.
Feel free to forward this newsletter to other Primavera Contract Manager users by using the "Forward email" link at the bottom of the newsletter. A complimentary 10% discount on Primavera Contract Manager online training can be found at the bottom of this newsletter as well. |
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Changing Submittal Dictionaries to Enable Effective Control Center Tracking. |
The Primavera Control Center functions as a document control dashboard for Contract Manager. It is the first thing that users see when logging into the application. The control center can be customized to include various predefined objects. One of the objects that can be included on the control center is a graphical object for submittal status tracking.
Just like other objects on the control center, properties associated with this object can be modified. One of the properties that can be modified is the ability to show the status of selected submittal types. The standard configuration allows users to select All Types, None, Post-Construction or Pre-Construction. These selections are established in the Group-Level submittal Types dictionary. Another Group-Level submittal dictionary defines Categories. The Categories dictionary defines items such as shop drawings, product data and samples. Values can be added to both of these dictionaries by users that have the required access-rights.
Most users find the items in the Types dictionary of limited use. The items in the Category dictionary are used more often. It would be useful to many users if items from the Category dictionary could be used in the Submittal graphical object. This would allow users to have a submittal object that displays the status of all shop drawings and have another submittal status object display permits. The control center allows users to include up to twelve objects at one time. So conceivably a user could track up to twelve submittal status objects with each focusing on different submittal types.
The key to getting this to work is to swap the entries in the submittal Categories dictionary with those in the submittal Types dictionary. This is done by right-clicking on a View folder such as the All Projects folder in the project list and then selecting Dictionaries. From the Dictionaries submenu select Submittal then Type. Remove the items in the Type dictionary and replace them with items you need to track such as shop drawings, product data, permits and certificates. The existing items in the Type dictionary can remain but it may add confusion to users that are not familiar with the modifications. Next, open the Category dictionary following the menu path used for the Type dictionary. Remove the existing items and replace them with the items removed from the Type dictionary. As mentioned previously, it is not mandatory to remove the existing items but it does reduce confusion.
Once the dictionaries are revised, add a Submittal status object to the Primavera Control Center if one does not already exist. Locate the Submittal status object then click the edit link to display the Edit Submittals Chart popup window. From the Show drop-down list select one of the revised entries made in the Type dictionary and then click the OK button. The Submittal object should now display the submittal type selected below the Submittals title.
The Primavera Control Center allows users to quickly track and manage information in an effective manner. Taking advantage of customizable functions such as the one covered here enables users to more effectively and quickly manage information. |
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Customizing Field Label Names. |
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 Field Label names are titles associated with all the data-input fields in the Contract Manager application. These label names can be modified by users that have the necessary access-rights. This customization allows the application to blend organizational/regional terminology into Contract Manager.
Caution must be taken though when making these changes in that all text modifications will impact all databases on the same server. Also, changing a common field label name will change it in every location in a project where it appears. An example would be changing the "Number" field label name in a Request For Information record. Changing it to "Owner Number" would change the "Number" field label in every other record that uses it such as a Transmittal record. Knowing these two rules is the key to utilizing this functionality.
With these two rules in mind, there are still many fields that can be modified and not have a detrimental impact on other field labels. An example would be the "Drawing" field label in the Details section of a submittal record. One of the common requirements that we have come across is for the ability to track what contract specification section a submittal record is associated with. Changing the field label to "Drawing/Specification Section" gives users a visible location for this data item and makes it a repeatable task for other users.
To change this field label simply right-click on a view folder such as All Projects, and then select Customize Text from the menu. Enter the word that needs to be modified in the search bar at the top of the popup window then click Search. The search result should display the text that needs to be displayed. In the associated Display As field enter the modified text and click OK. Return to the record to view the change. So to change the "Drawing" field label open the Customize Text popup and enter "drawing" in the search box. Enter "Drawing/Specification Section" in the Display As field for Drawing. Click the OK button and return to a submittal record and expand the Details section. The revised field label should now be displayed.
 This modification gives an organization greater opportunity for organizational buy-in for the Contract Manager. End-users can now see and use terminology that is familiar to them thus helping to reduce organization change issues that always are encountered when implementing an enterprise-wide software application. |
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I hope you found this newsletter useful. By continuing to improve your skills in Primavera Contract Manager, you will make yourself a valuable part of the project team. IP System 3 offers online courses on these and other topics. You can view our online catalog at http://www.ipsys-3.com/catalog.html. An electronic 10% off coupon is available at the bottom of this newsletter for those interested purchasing any of our e-learning courses.
Sincerely,
Michael Kehoe PMP, MBA
609-299-1585
IP System 3
IP System 3 is an accredited
Project Management Institute
Global Registered Education Provider |
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Web-base Training End-User Technical Requirements
When playing back courseware, the system requirements include:Windows 95, Windows 98, Windows NT Workstation, Windows NT Server, Windows 2000 Professional, Windows XP Professional, Windows 2003/2005 Server, Windows Vista, IE 5.0 and later (including IE 7.0) or Netscape 6.2 and later (including Netscape 7.1), Microsoft® JRE (embedded into Internet Explorer), Sun® JRE v1.4.2_12, Pentium II, 500 Mhz or better (Pentium III or better is recommended), A minimum of 128 MB RAM, Windows Media Player (if audio files are played), Sound card and speakers (if audio files are played), Minimum 28.8 Kb/s connectivity to IP System 3 learning site, For Flash Playback, users must use Flash Player 7 or greater plug-in. | |
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