For existing users of Contract Manager (the web-based version as many users call it), the ability to add proposals is non-existent, that is unless they upgraded to the recently released version 11.1.  This release now allows users to create not only proposals outside of Change Management but change orders as well.  Users have long been intimidated with Change Management due to its initial complexities.  This resulted in the under utilization of the module.  The tracking of change orders outside of Contract Manager became the normal for many organizations.  By introducing the ability to create proposals and change orders on the fly outside of Change Management, users can now consolidate these important documents into Contract Manager more easily.  The reason for the introduction of this functionality is two-fold; first is the simplification of the change management process and second to make it easier for 8.5x users to make the transition to 11.1.

 

To accommodate the 8.5 users transition to 11.1 before support expires in March of 2008 for 8.5, Primavera reintroduced the ability to add proposals and change orders on the fly.  8.5 users, long accustomed to this ability, would of had a difficult time being forced to use Change Management.  This new functionality in 11.1 can be triggered on a project by project basis with a checkbox in its Project Settings.

 

Once this is enabled on a project, users will be able to add proposals and cost change orders independent of Change Management.  Proposal records can be costed by adding lump sums, unit prices or copying from an associated contract.  Change Order records can be costed by adding lump sums, unit prices, copying from associated contracts as well as collecting changes from associated pending changes.

 

Users in 8.5 that remember the ability to generate a change order from a proposal will be disappointed because that functionality is not yet available in Contract Manager 11.1.  That functionality in 8.5 allowed users to generate a change order from a proposal linked to a contract which in turn closed out the proposal and pulled the associated costs from the cost worksheet thus avoiding double costing.  11.1 users should be aware that they they must manually close out a proposal using the Status drop down in the Status section and then manually recreate the associated change order in the Change Order module.  A way around this is to simply bypass the creation of a proposal and just create a pending change order.  A lot of users in 8.5 simply did just that anyway so as to reduce data entry.

 

This new functionality in version 11.1 can be a great tool for those users that want to bypass the complexities of Change Management.  It is important though to keep in mind the methodology outlined above concerning the use of proposals and change orders if opting to use this newly reintroduced functionality.  If you have any questions regarding this new function, you can contact me via email at mkehoe@ipsys-3.com.

 

 

In case you haven't noticed, Primavera released version 11.1 of Contract Manager early this summer.  For most contractors, summertime is typically the most hectic time of the year.  So it is easy to understand why the release went by almost un-noticed.  Two major changes were made to the application from an end-user's perspective.

 

What changes were made to your favorite contract administration tool you may be wondering.  For the end-user, the changes are noticeable at the very beginning.  A new login screen has been introduced to Contract Manager.  It does away with the one that users have been familiar with since Contract Manager, formerly Expedition, first went web based several years ago.  The login also appears automatically when logging out as opposed to the return to login page that was originally used in prior releases.

 

 

The second change impacts the ability to add proposal and change orders.  In prior web-based Contract Manager releases, these two document types could only be created by using Change Management.  The exception being the collection of changes into a single change order record outside of Change Management.  Versions prior to and including 8.5 granted users the ability add these two document types outside of Change Management.  So in order to accommodate the expected transition of 8.5 users to the latest Contract Manager release before the March 2008 deadline, Primavera re-wrote the requirements for Change Management now allowing proposals and change orders to be added outside of Change Management.  This will allow for an easier transition for those 8.5 users.  It also benefits current users of the software as well.  Users are now able to, on a project by project basis, use this new/old functionality via a checkbox in the Change Management section of a project's Project Settings.

 

 

With these two enhancements, one being superficial and the other being functional, Primavera is proceeding closer and closer to its vision of one consolidated web based application for all of its software programs.  Companies will, in the future, be able to pick and choose which portions of the consolidated program they want to purchase and push out to end-users.  By doing so, Primavera will have a single, multi-functional application that companies will be able to purchase in whole or in part as needed to manage their projects.  The scalable application will include such things as scheduling, collaboration and contract management which can be used to manage projects completely via the web.  That discussion will be covered in more detail in later newsletters.  So for now, enjoy the new functionality!

 

For those field guys, blunt force may be their choice for upgrading software.  For the rest of us that are addicted to computers for one reason or another there is a more practical way.  Primavera typically releases their whole number releases on CD.  Incremental releases such as 11.1 are downloaded from the Primavera Knowledgebase.  A tech bulletin  topic for the 11.1 upgrade is located on the introduction page of the Knowledgebase portal.

 

There are two key files that must be downloaded from the tech bulletin.  They are Cm111db.zip and Cm111wa.zip.  They both total in size to about 116 megabytes.  The Cm111db.zip file must be placed on the computer that runs the database portion of Contract Manager and Cm111wa.zip file must placed on the computer that runs the web server portion of Contract Manager.  If you are running both from the same machine, then simply place both files on that computer.  I usually create a folder under the Primavera root folder to store all the upgrade files.

 

After the files have been placed in the appropriate location, expand them using either WinZip or the Windows extraction program that comes with the latest Microsoft operating systems.  The Contract Manager service must then be shut down prior to the upgrade installation.  It is highly recommended to make backup copies of your project and administration database as well as any custom reports or forms that might have been created before performing the upgrade in case there are any unforeseen technical issues.  After the service is shut down, run the executable file CA.exe for the database portion first.  Follow the simple steps outlined in the installation instructions for the correct process for your Contract Manager configuration.  When the database upgrade is complete, run the executable file ContractManager11.1.exe for the web server.  When the upgrade is complete, the service will automatically restart.  As a note, the web server service will need to be reconfigured if it previously contained customizations.  This task can be completed by launching Server Config from the web servers Program menu.

 

It is as simple as that!  Keep in mind that release 11.0 must be already installed in order to install release 11.1.  The total time to upgrade from 11.0 to 11.1, barring any technical issues is about an hour.  Users installing 11.0 and 11.1 should allow about four hours which includes the server installs and several end-user Java verifications and functionality tests.

 

The end result is a program with the latest issue and security fixes as well as the enhancements referenced above.  Before installing any upgrade, make sure to make backup copies of your databases so as to avoid any unnecessary complications.

Closing Remarks

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.

 

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