Contract Management - Drawings and Drawing Sets

Contract Management tracks Drawings, Drawing Revisions and Drawing Sets. This is possible through two modules in Contract Management.  Drawings and Revisions are recorded in the Drawings module. Each drawing or drawing revision can then be included in a Drawing Set. 

Other documentation that is revised and bundled into sets, such as specifications or conceptual reports can also be tracked in the Drawings module. 

Process

• Create Drawings
• Attach to Sets
• Note Reviewer
• Add in revisions as required

Benefits

• One place for all drawings
• Transmittals preparation automated
• Centralized reports
• Ball-in-court tracking

Drawings

The General Tab provides a place to record basic Drawing information, such as the Number and Title, Designer and Issued date.

The Status Tab is where responsibility and priority are assigned. The Drawing Phase and Progress can be recorded as well.

Multiple revisions can be recorded for each Drawing. Revision information, distribution and Issues can be tracked for each revision.  

Attachments can be stored for each Drawing Revision. Contract Management allows for attaching many different file types.

Each Drawing can be included in multiple Drawing Sets. A link from the Drawing into the Drawing Set is available.

Details such as Area and Discipline can be recorded for each Drawing. Drawings can also be associated with Contracts.

The Drawings log screen shows information about each Drawing. The log screen can be customized to display Drawing and Revision information.

Drawing Sets

The General Tab provides a place to record basic information about the Drawing Set, such as the Name, Title, Date and the Bid Package. 

The Status Tab is where responsibility and priority are assigned. The Drawing Set Phase and Progress can be recorded as well.

Information about each Drawing in the Set is included along with a link into each Drawing.

The distribution of the Drawing Set can be tracked in Contract Management.

Drawings can be linked in to Issues.

The Contract Management Workflow

The Primavera Contract Management Approval Workflow has been designed with the flexibility to accommodate many different types of approvals, yet remains simple and easy to use. Browse through the photo gallery below from left to right to walk through a Review Cycle using the workflow.

Use the Approval Workflow in the PO, Contract, RFI, Change Order and Payment Requisition modules of Contract Management.  

Pick an unlimited number of reviewers from the project's Contact list.

Once a Review Cycle is intitated, each reviewer will be notified in turn by e-mail that his or her approval is needed.  

Reviewers have a chance to add comments, and choose to approve or reject the document.

Reviewer approval and comments are recorded.

Once all the reviewers have approved the document, its status becomes 'Approved'.

Approvals can be revoked if necessary.

Revoking an approval will start a new approval phase.

View previous Review Cycles as necessary.

At Emerald Associates we are experts at innovatively matching business processes to software functionality.

5 Ways to use the CM-Excel Loader

The CM-Excel Loader is a user friendly tool for importing data, including custom fields, from Excel directly into Oracle Primavera Contract Management. What can you do with it? Well that’s really up to you! Here are a few suggestions:

1. Reduce duplicate data entry and increase accuracy: Why waste time entering data into one system, just to enter it again into another? Many companies do multiple data entry of the same information into different systems. Emerald’s CM-Excel Loader allows you to load existing data into Contract Management directly from an Excel spreadsheet thereby saving time and increasing the accuracy of your information by avoiding data entry errors.
2. Migrate to Contract Management: When migrating to a new software system, there is often a significant amount of effort required to transfer data from the old system into the new one. Simplify a migration from current project systems to Contract Management by loading data located in numerous un-linked tools and/or spreadsheets with Emerald's user friendly CM-Excel Loader:
3. Add an extra layer of security:  Establish user security on each data iem. For example, allow a contractor to update only the line item unit prices on a change proposal, or the percent complete for line items on a Progress Payment, and nothing else.
4. Cut training costs: Allow third parties to provide information and updates in a familiar and intuitive Excel format instead of training them to enter data into Contract Management.
5. Enforce business rules: Establish business rules, such as a numbering convention, and make sure they are enforced before data even gets in to Contract Management.

Emerald's Contract Management Utilities

Emerald is dedicated to providing clients with innovative and integrated best-of-breed project management solutions. One example of this is the Contract Management Utilities that Emerald has developed for our clients.  The focus is streamlining data entry and making life easier for the end users

Multi-Currency P.O.'s and Contracts

Clients often require the ability to manage individual Contracts and Purchase Orders in a currency other than the project reporting currency. Emerald has built multi-currency functionality throughout all the money modules in Contract Management. This allows our clients to streamline the work required to record these contracts and manage them throughout their life cycle, since the utility also works on Change Management, Invoices and Payment Requisitions.

Data entry is done in the source currency, making it verty simple for the end user. The conversion rate is put into the document and an adjustment back to the project currency is recorded to the cost worksheet.

Excel Loaders

Emerald has built Excel line item loaders for the Contract, P.O., Budget and Trend modules of Contract Management to streamline data entry. This simple, integrated solution minimizes data entry and lets end users breathe easier.

Vendor Re-map

A typical challenge when using Contract Management in a multi-project environment is keeping the vendor list clean and free from duplication. This clean-up can be a daunting task, seeing as all the documents a vendor was used on need to be re-done if the vendor is moved. Emerald has built a clean-up tool that allows the users to remap duplicates without having to re-do all the documents that the vendor was used on. This tool is run as an Emerald service to our clients to assist them with their clean-up.

Custom Field Movers

In an ongoing effort to streamline data entry, Emerald has a built numerous custom field copying tools to automatically populate custom fields.

Change Order Line Items in Requisitions

When a Change Order is approved and pulled into the Payment Requisition module, the out-of-the-box functionality in Contract Management is to roll all the lines up into one single line item. This functionality does not allow for progressing and invoicing against each Change Order line item individually.

Emerald identified the potential to develop a line item utility which keeps all the Change Order line item information separate on the Payment Requisition. This innovative and integrated solution allows for each Change Order line item to be progressed and invoiced against on its own.

What Can Emerald Do for You

Each of these utilities is available for resale.

If you have a need for a Contract Management utility, please contact us to discuss the possibilities!