University Facilities Projectmates User Manual
Contents
1. 22 EE 22 Proposed Change Orders 24 Change e 25 Involces amp Fay lei ele addenqdennmdidenm qd eandem qao EP EE TUR EUR ETUR UR EUR RUNE 27 eelere Re ln E 29 Canal Budge Trans ee 31 H Code Genices orere i na E EEE EEEE ETE EEE EEE E REE EEEE 34 Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 2 of 45 Projectmates Code Services Documents 34 Plan Review gur ge Die Lu ln CT 34 Inspection Requests amp Responses s nssnnsnnsnnenrsrrsnrnrrnrrnnrnnrsrrsrrsrrnrrnrrnnrnnrnnrnnrnnrnnrnnrn nnne 38 ONGOING in le GE 41 SEM diee Eee MT 43 PUIG LIST RE uu 43 TQ Su CO OCS ENCEINTE 44 Progress Pictures on Project Home Hage 44 dbal Balin COUN auem nee enean ene ener EE E eee ee ee eee 45 Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 3 of 45 CA Projectmates 1 Navigation Overview v MONTCLAIR STATE UNIVERSITY Welcome to the University Construction Project Management Software Portal Login Username Password Remember Login E Forgot your password Mobile Login Powered by Projectmates Questions Contact Adeline Dolly Nino 973 655 3239 Email Dolly o Project maies 9 Welcome John Thoma Prgectmales a wr Monday Aust 11 2014 Ball in Court Project Hame GG Filler by masc E efile 1 1 Zutveoatrgct Chee Greer BC bpp Eie 3 Subrennracr Packages fr ubmittals2. 1 Facilities Finance Capital Budget Admin 2 Facilities Project Manager Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 22 of 45 To create an electronic contract 1 From the budget select checkbox next to budget line item 2 Scroll to top of budget Click on the Actions menu dropdown and select Create Contract 3 Type a Contract Description and click GO The contract page will open 4 Complete the contract information including the following Awarded To ocope of Work e Original Substantial Completion Date Details tab e Verify Line Items Items tab e Attach PDF of executed PO Attachments tab Projectmates Copyright 2013 Systemates Inc CA Projectmates 2 0 CAPITAL PROJECT SERVICE COSTS FEES 7 3100 za Other Services Actions X Delete YY Add New Budget Item YY Add New Subitem Create Buyout Bid Package Create Purchase Order Create Invoice Ly Add to Prime Pay App SOV Copy Preliminary Budget to Budget Update Start and Finish Dates Create New Contract Only the line items which are NOT linked to existing contracts will be included New Contract Description Enter Contract Description Go Ai Contracts and COs Contract BacktoLog General Details Items Attachments Approve Description Enter Contract Description Updated 11 2014 Page 23 of 45 Tei Projectmates 5 Input information i
3. amp COs Pay Apps Invoices CH Capital Budget Transfer 1 Click Import Export items from the Budget Setup Options Budget View Budget Earned Value Analysis Cashflow Forecast Manage Budget Approvals __ Setup Options Budget Setup Import Export items 2 Click on Browse Import Export Budget 3 Search and select the completed Warp eme EE template ege No T oci Ee 4 Check Delete all existing items 5 Click on Import Import Export To File xls 6 Once the import has been complete Import Export Budget a confirmation message will be l I All information has been imported successfully e display Import To Delete all existing items Projectmates xIs No file selected 7 Click on View Edit Budget to view and verify Custom r Ea Groupe Budget FundCode WBS Section Descrip Compose Al A E i3 1 0 CAPITAL PROJECT CONSTRUCTION 0000 i3 Construction Ste Lsndscopeg GE 0000 Constucton Utity infrastructure 4 0000 Hazsrdous Materisi Remedali n amp Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 11 of 45 Projected Final PCE MSU Workflow O Projectmates e Project Manager reviews the Original PCE with Facilities AVP Fiscal Agent for approval e Once the Projected Final PCE is approved this information is emailed from Projectmates to the Finance amp Treasury Controller for update in the Finance Management System Set
4. o Upon completion select the appropriate Inspector to notify o Director of Code Services amp Professional Service Specialist copied on all requests Project Manager Responsibilities 1 Create the Inspection Request Form e Select Create new item under the appropriate thread Building Electrical Elevator Fire or Plumbing Quick Links 5 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Riding Misc Ma Admin D All Projects C Plan Review Permit Submitt L C Inspection Request Ongoing Inspections i Inspection Request Construction Official The Inspection Request form is completed by the Facilities Project Manager and routed to the Department of Code Services Upon completion of the inspection the Subcode Official s Inspection Request Building A inspection response within the Inspection Response form Inspection Request Log vy Create new item 2 Complete the Inspection Request Form e Fill out all relevant fields e Click 4 inspection Request Building Create New View the User Agreement for terms of use Inspection Request Form OFFICE of CONSTRUCTION CODE COMPLIANCE INSPECTION REQUEST FORM DATE of REQUEST Be 3 Approve or Reject the Request l Start Approval e Click Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 38 of 45 Tei Projectmates e Check the box next to the item you are approving e Enter comments
5. 1 for Kaely Project Test ge D lick to Login 16 Apr 2014 01 57 PM EST Kaely Project Test 4 Central Ave Clifton NJ 07053 Project Number 10 31 10 3 Open the Project amp Find the Request e Navigate to the Code Services Tab and then the Inspection Request Log under the appropriate thread New items can also be found under the My Work Tab e Find the Request in the log and click Edit on the right Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 39 of 45 O Projectmates 4 Complete the Response Form e Fill in the appropriate fields of the form Save e Click 5 Approve or Reject the Inspection Response Start Approval e Click e Check the box next to your name e Enter comments or certifications if you have them e Click Approved or Rejected Requested By 28 Nov 2014 12 48 PM Approval Status Override Default Approval Settings Name or Role Company i Status Last Action Gi amp Adeline Nino Montclair State University d Pending 6 Email the form e Once it has been Approved or Rejected it does not automatically send a notification email e Goto the top of the form and click the icon to email the form 4 inspection Request Building 2 Steps 1 Inspection Request Formw A 2 Inspection Response vw Inspection Request Form wi Inspection Response w e A window will pop up that lists contacts for that project e Check off the names of the people you want to send to e Add other e
6. Make any necessary changes updates then click Save Enter values into Projected Final PCE E A confirmation will appear 4 Close the Edit window and repeat with other subitems as necessary Projectmates Copyright 2013 Systemates Inc O Projectmates Edit Budget Subitem y Group 1 0 CAPITAL PROJECT CONSTRUCTION Budget tem 0000 Construction Utility Infrastructure Budget FundCode S WBS Section 0000 Description Construction Utility Infrastructure RR Original PCE D 97500 00 Projected Final PCE E 97500 00 Approved Revisions F 0 00 G 0 00 Commitments I 100000 00 Approved CO J 0 00 Pending CO L 0 00 Subcontract Invoice S 0 00 Start Date 01 Feb 2013 25 End Date 31 Dec 201 33 Actual Percent Completed 0 0 00 400 000 00 0 00 0 00 Prev item lt Prev Subitem Next Subitem Next Itemb Updated 11 2014 Page 13 of 45 e 9 Projectmaies 4 Pre Design amp Design Pre Design and Design Documents Pre design and design document folders been configured to give internal MSU staff and external consultants architects and engineers various degrees of access to documents Documents gt Pre Design Documents gt Design Existing Conditions 3 Concepts 4 Program Working PCE 8 Addendums E ES DEDSLILLIOLXL G5 0 GoOo Li MSU Standards Photo Albums Quick Links Tab Photos Existing Conditions e Existing Conditions T
7. amp D D D E H M E E P D amp E H Mazzolla Rebecca Message Type message herel Copyright 2013 Systemates Inc fe Be fe Be fe de Be Po Pe fe Pe do fe fe Po fe fe Be Be Be do Pe fe fe E3 O 0 3 0 L3 0 0 O 0 0 0 e Projectmates McKoy Wilfred McNamara Michael Medina John Mennuti Anthony Mitrou Spiro Mroczek Matt Murray Erin Nino Adeline L Novella Chris Perangur Shyam Puzio Aneta Rendon Jose Rincon Monica Rupp Steve Shack Harold Shah Yogesh Simpson Thomas Sullivan Bryan Teti Theresa Vastola Neal Vineis Carolynn Wilson Brett Zanko Mike Ziemba Brian Updated 11 2014 Page 7 of 45 O Projectmates 3 Project Initiation Once a project has received Presidential approval or similar authorization for emergency and compliance projects a Projectmates Site Administrator will create that project in the software with all relevant metadata project name number type approved PCE value etc For projects approved during the annual budget call process this will occur once the Controller s Office and Budget Office establish the funding source s and set up an account in the University s Financial Management System FRS Project Information Fields Inside each project project information fields store project related data such as project type fiscal year current phase and project manager Verify and update the i
8. for easy navigation The tabs at the top are for navigating through the various workflow utilities and documents within the system such as Construction Mgmt amp Tasks Choose the tab and the respective modules will appear below Click on each utility button to access the sub menus which display in the Left Frame Project Leapfrogging Once inside a project click the project name or magnifying glass located in the top right corner to navigate quickly to another project Updated 11 2014 Page 4 of 45 e Projectmates Projectmates Navigation 9e Quick Links 5 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc RFI f Submittal Photos S Budget Contracts amp COs Pay Apps Invoices File Sharing 95 Quick Links Bm Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc C Pre Design C Design test gt Procurement Docs CO Construction CO Close Out Quick Links 3 Documents y Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc amp My Profile 2A Contact Manager Sg Team Directory 95 Quick Links O Documents MyTeam REGS Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc A Schedule Meetings Minutes Action List Discussion Forum 95 Quick Links C Documents My Team Tasks Construction Mgmt 7 PCE amp Cost Tracking Code Services Bidding Misc f RFI f Submittal Photos f DailyF
9. or certifications if you have any e Click Approved or Rejected Requested By 28 Nov 2014 12 42 PM Approval Status Override Default Approval Settings Name or Role Company Actions and Amt Status Last Action 1 4 Adeline Nino Montclair State University Approved F Pending 4 Start Default Approval Process for Inspection Response amp Send Notification to Code Official e In order to trigger the notification email to the appropriate Code Official the Project Manager must click in the Inspection Response There is a note in blue text at the bottom of the Request Form to remind you of this Code Official Responsibilities 1 Receive Notification Email e Code Officials will receive an email from Projectmates 2 Log into Projectmates e Goto https projectmates montclair edu and log in e Do not try to use the Approve Reject link that is in the email Cy Your approval is requested for Inspection Request Building 1 for Kaely Project Test Mozilla Thunderbird Get Mail gt write B Chat B Address Book Tag On behalf of ninoa mail montclair edu lt Do not reply projectmates montclair edu gt ubject Your approval is requested for Inspection Request Building 1 for Kach Project Test To ninoaQmail montclair edu Special comments by author our appui is requested by Adeline Nino ApproMReiect lt Do not use this link s Your approval is requested for Inspection Request Building
10. process Projectmates Copyright 2013 Systemates Inc O Projectmates eneral Details Items Attachments Approve Select Contract for this Change Order 12654 Brackenridge General Construction No Description 12654 002 2 CO Brackenridge General Construction Status 9 Active Inactive Cancelled Closed Contract Cost and Time Changes Original Contract Sum Net Cost and Time Contract Sum and S Contract Sum and US 148 348 00 30 Sep US 7 600 00 0 day s e Order US 155 00 Seb E ed by Ei Cfoecr asedby Ded 50 o General Details Original Contract 12654 Brackenridge G Description tion 00000 IS Write Offs 65 420 3 Fixture Installation 01552 3 Temporary Entrance Original Contract 003 New Construction No Description 003 004 CO New Construction Link PCO Contract Cost and Time Changes Original Contract Sum and Substantial Completion Date Net Cost and Time Change By Previously Approved Change Orders Contract Sum and Substantial Completion Date Prior To This Change Ord Contract Sum and Time Changed By This Change Order New Contract Sum and Substantial Completion Date Including All Change Orders make up 0 39 of the Original Contract Awarded To Company Terminal Construction Corp ocess has not yet been started Start Approval Updated 11 2014 Page 26 of 45 Projectmates Invoices amp Pay Applications PCE amp Cost Tracking Tab gt PCE amp Co
11. 0 Day s Estimated e Click the General Tab DEE d Input Planned Start and Task Please Select Type Finish to Start FS Lag 0 Days Planned Finish dates us No Task Type Lag oo We e Click 4 Architect Design RFP Review amp Approval FS 5 Days Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 15 of 45 C Projectmates 5 RFI amp Submittal Setup Construction Management Modules are the applications built within the Projectmates system for communication and job tracking in the construction field These applications include RFI Submittal and Daily Field Reports The Project Manager is required to setup RFI Submittal and Daily Field Report workflow per the project requirements Setup is a simple process Quick Links 5 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc PPG Sc About Modules Action Lists Bids Construction Management Budget Cost Tracking and GC Prime Contract Contacts and Team Directory RFI Setup MSU Workflow External Architect is the first recipient The Project Manager is copied on all RFIs 1 Click Request for Information Construction Management Request for Information fo Submittal Shop Drawing Supplemental Instruction Bulletin Field Reports Daily Field Reports a Threads 2 Click on the thread description RFI FF amp E Projectmates Updated
12. 00 00 Edit 27 Mar 2014 2012 337782 10 000 00 10 000 00 Pending TRANSFER TO amp Do Not Delete Systemates Support Edit 30 Oct 2013 2012 337782 1 154 87 1 154 87 Pending TRANSFER TO amp Do Not Delete Systemates Support Edit 30 Jan 2013 337782 1 000 00 1 000 00 Pending TRANSFER TO amp Do Not Delete Systemates Support Edit Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 31 of 45 CA Projectmates To initiate a new request for capital budget transfer 1 Click Create new item Budget Transfer Capital Budget Transfer Log w Create new item 2 Complete the necessary fields in the Transfer From tab 3 Click SAVE Date Fiscal Year 2012 TRANSFER FROM TRANSFER TO Project FMS Account No 337782 4 Complete the necessary fields in the Transfer To tab 5 Click SAVE Transfer To Total US TRANSFER FROM 6 To begin the approval process click START APPROVAL The approval process has not yet been started Start Approval e Once the Finance amp Treasury Controller approves the CBT in Projectmates and updates the FRS the Facilities Project Manager will receive an automatic email notification and should update the PCE in the budget module PCE amp Cost Tracking Tab PCE amp Contract Mgmt Budget Budget Cost ariance Custom Q Actions Search by Budget tem or Sub te Groupe Budget FundCode WBS Section Original PCE Projected Final PCE f A
13. 11 2014 Copyright 2013 Systemates Inc Page 16 of 45 O Projectmates Thread Description an 3 Selecta First Recipient from the Default Response Time len drop down 4 Select Copy To users from the drop down First Recipient Nino Adeline System Administrator 5 Click Save Copy To Zanko Mike Facilities Campus Planning Copy To None Submittal Setup MSU Workflow External Architect is the first recipient The Project Manager is copied on all Submittals Construction Management 6 Click Submittal Shop Drawing f Request for Information f0 Supplemental Instruction Bulletin f Field Reports Daily Field Reports Threads 7 Click on the thread description Thread Description Submittals 8 Select a First Recipient from the Default Response Time 14 Day s drop down EU 9 Select Copy To users from the drop down First Recipient Nino Adeline System Administrator 10 Click Save Copy To Dunn Carissa Facilities Finance Director Copy To None Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 17 of 45 e Projectmates 6 Construction Phase Projectmates provides over 30 different modules out of the box making it one of the most complete construction project management products Following is a list of the system tools the Project Manager will use most frequently during the construction phase Document Man
14. 5 1 Work Cegders FI Ball in Court items for John Thomas Welcome John Thoma Mond Aen 11 2014 1 amp Lowes Need LJ et Preeti Manager Fuck Yer Category d Acre F cken ILI Tat d indue River Space RTL Lo f gg mI I IM I IM IM IM IU el Acre Headauarera RTL HLTH a Apo UI Commer tee Mag Cont crag Mc Team Hob Aca Wiig w Eun z ol Fur ep oer Breng Job IE ep acl ju Ce Boe Projectmates Copyright 2013 Systemates Inc Log into your Projectmates software site Open Internet browser go to www montclair edu projectmates Enter USERNAME and PASSWORD Usernames and passwords are CaSe SeNsItlvE For MSU employees use your University Net ID for username and password Follow the onscreen instructions to allow pop up windows A list of your projects will be displayed Forgot your password Click on the Forgot your password link Type your username and click GO Your username and password will be emailed to you within a few minutes If you do not have a login ID contact your Projectmates Site Administrator listed on the homepage My Work Shows your Global Ball in Court All pending and overdue items will be displayed on this screen Items on this screen are color coded My Projects Select a project and click the Open button OR Click on the project name you are taken to the selected project where you may begin your work Once inside a project information is organized into three frames
15. Approved Revisions Current PCE Collapse All B D E F G H E F G t5 1 0 CAPITAL PROJECT CONSTRUCTION GG 3 250 000 00 3 255 002 00 1 000 00 1 000 00 3 257 002 00 0000 amp Construction Site Landscaping Walt Eddy L 65 000 00 65 000 00 2 000 00 67 000 00 e 0000 amp Construction Utility Infrastructure IS 97 500 00 97 500 00 97 500 00 Tees 0000 E Hazardous Material Remediation amp 0 00 0 00 E e 050000 EJ Metas 7 0 00 0 00 7100 E New Construction Cosi 7 3 086 489 00 3 086 489 00 9 000 00 1 000 00 3 096 489 00 Contracts PCE amp Cost Tracking Tab PCE amp Contract Mgmt Contract MSU Workflow e Facilities Finance Admin inputs electronic version of contract into Projectmates once the Project Manager selects contractor and starts the approval process in Projectmates e Facilities Finance Admin enters Requisition for a Purchase Order in FRS as is done currently e Once PO processed in FRS open the contract in Projectmates attach any supporting documents and enter the PO into the accounting field Type YES or NO to indicate if Certified Payroll Required Certified payroll is required for any contract that requires construction services For Accounting Only Status Please Select As Builts Required FRS Account No ein trt Certified Payroll Required Requisition No e Allowance Amount Purchase Order Original PCO Amount The approval process for contracts is as follows
16. Construction Official The Plan Review Permit Submittal form is completed by the Facilities Project Manager and routed to the Department of Code Services Upon completion of the review or per Plan Review Permit Building Official shall issue response within the Project Review Response form Plan Review Permit Submittal Log Y Create new item nc View the User Agreement for terms of use 2 Complete the Plan Review and or Permit Submittal e Fill out all relevant fields e Click at the bottom of the form l Start Approval e Click 4 Plan Review Permit Building Create New PLAN REVIEW AND OR PERMIT SUBMITTAL OFFICE of CONSTRUCTION CODE COMPLIANCE PLAN REVIEW AND OR PERMIT SUBMITTAL DATE zu 3 Approve or Reject the Request e Check the box next to your name e Click Approved or Rejected Approval Status Override Default Approval Settings mE DES 95 00 2014 1129 AM Name or Role Company Actions and Amt Status 1 4 Adeline Nino Montclair State University il Approved Rei fed b Pending 7 1 amp System Administrator N A Approved Res Pending 4 Start Default Approval Process for the Response amp Send Notification to Code Official e After the Plan Review and or Permit Submittal form has been approved the Project Review Response form will appear below it Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 35 of 45 CA Projectmates PROJECT REVIEW RESPONSE P
17. O Projectmates MONTCLAIR STATE UNIVERSITY Projectmates User Guide for Montclair State University Facilities Construction Projects Systemates Inc Dallas Texas 214 217 4100 www montclair edu projectmates Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 1 of 45 Projectmates Table of Contents Mis EE ee 4 2 Document Management amp File hang 6 SI e Mc c 6 Uploading Documents nennnennennnnnnannnnnoannnnnorrrerrnrnnrrrnnrrrnrnrrrrrrnnrrnrrsnrrrrrsnrrnrrnrrnnrrnrennrrnnenne 7 SEE of EE pT RU Un 8 miis eM IMPOR ANION irl ClO MEE IO OTT 8 ao ae E B ST re ETTE TET AAEE ET 9 die Ee E ai E eee EEE ee ee eee eee 10 Loading the PCE into Projectmates aannannnannannnannennnnenennnnnnnrnnnerrrrsnnrrrrnnrrerrsrennrrnrrnnrrenene 11 Projected Final oC ane mI eee ee ee a en eee 12 A PreDesion ciel TT TO TO TERMS 14 Pre Design and Design Documents 14 PROI AIDU E 14 DISCUSSION FOrUMS aise sree EEEE 14 Ee E 15 De PAP Ieee SU DIAN aC e ERR 16 RP OUI TE EE 16 obiil H ca satedensiuacemtendouetutecdimacuetemamdidca als Medica aa aUe bu MM e MU UE 17 D SONSIFICHOLI un E 18 nm M I 18 UMA So REI TEE 19 Submittal Register Cpotonalt 20 ac Daily Field PDeDOLIS aatuacmiedcuat m tedimacatu eee eee ee A 20 ML Tel en GE 20 FORO Elei EE 21 ists ae MINUTOS NETTE Tm 21 TZ ee Engler te ak lie 22 1t
18. Out Forms Documents Construction 5 Gert of Occupancy Code Services 7 Final Inspections 1 SD i Correspondence Attic Stock List 2 SD Approved Permit Set A Supplemental Docs 6 CD 90 Plan Review SAALLL OGGLOLLGAGGGGZGGGOLLLLECCC eC e LQQeQQNENPPO PI 7 CD 100 Bid Set A DEE 8 Addendums A eee MSU Standards h Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 6 of 45 Uploading Documents e Click on Upload icon next to the file folder Existing Conditions amp Existing Conditions e Inthe upload window o Drag and drop files or right click in the box to choose files o Notify appropriate parties that documents are uploaded e Click Send Projectmates pload Files to Existing Conditions Overwrite EH No Ves Click below or drag and drop files Keywords id Send email to users indicated below Systemates Support Do Not Delete Beas Abril L3 D Bhavsar Amit Bittel Robert Boscola Edward Burns Brad Carman Thomas Caterino Cheryl Es 3b Es Ex 3 Danish Chris Demo Dolly Dunn Carissa Fernandez Erick Giampietro Tony Gilmartin Daniel 3 3 py m ERB Hannon Frank Hannon Jim Hegyi Louis Heinemann Werner Hopper Douglas lannarone Linda Kelly Brian Leone Jacqueline Luise Anthony CDD Maran Erik E H E a S E A E
19. ROJECT REVIEW RESPONSE REVIEW DATE ISSUE Please select e In order to trigger the notification email to the appropriate Code Official the Project Manager must click at the bottom of the form There is a note in blue text at the bottom of the previous form to remind you of this Code Official Responsibilities 1 Receive Notification Email e Code Officials will receive an email from Projectmates 2 Login and find the new request e Goto hitps projectmates montclair edu and log in e Donottry to use the Approve Reject link that is in the email CU Your approval is requested for Plan Review Permit Building 1 for Kaely Project Test Mozilla Thunderbird Message amp Get Mail d Write BB Chat B Address Book Tag From On behalf of ninoa mail montclair edu lt Do not reply projectmates montclair edu gt subject Your approval is requested for Plan Review Permit Building 1 for Kach Project Test To ninoaCmail montclair edu Special comments by author our apog is requested by Adeline Nino gt ApproReject lt lt lt Do not use this link Ki Your approval is requested for Plan Review Permit Building 1 for Kaely Project Test Projectrnaies Click to Login 17 Apr 2014 09 29 AM EST Kaely Project Test 4 Central Ave Clifton NJ 07053 Project Number 10 31 10 e Find and open the project e Navigate to the Code Services Tab and then the Plan Review Permit Submittal Log under the appropriat
20. agement Meeting Minutes E Budget File Sharing Photo Albums E HFls Contracts Team Directory E Submittals Change Orders Discussion Forums E Field Reports E PCOs E Schedules Punch Lists nvoices Pay Apps RFIs Construction Mgmt Tab gt RFI gt RFI RFI Process SS SSS Resubmittat Primary Consultant e Initiate an RFI by clicking Create new item Complete the RFI form RFI D RFI Create New All items Requested By 17 Aug 2014 05 42 PM My items Subject Create new item Questions 2 Bz Ue A l Save amp Finalize e Click on e View an existing RFI by clicking the RFI subject from the log page EE Route e Route an RFI to another person by clicking Close e Close an RFI by clicking Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 18 of 45 e S Projectmaites Submittals DELL Construction Mgmt Tab gt amp Submittal gt Submittal Submittal Process S PM Copied Member n e Initiate a Submittal by clicking Create new item Complete the Submittal form f Submittals Create New Submittals JI tems Masonry Samples My items j e Click on e View an existing RFI by clicking the RFI subject from the log page e Route an RFI to another person by clicking Close e Close an RFI by clicking Projectmates Updated 11 2014 Copyrig
21. asc he Zufts oairnt Cre Cr B bn beer Suboentracr Package P tubmitals 5 1 Work Oederr Ai DhMeenbhue D Fendi Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 45 of 45
22. d payroll as part of approving e If NO Finance amp Treasury Capital Procurement still needs to review and approve before printing and giving pay app or invoice to AP department to process payment Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 27 of 45 To create a invoice or pay application 11 Click Create new item 12 Select your contract from the drop down list All contract information will be pulled into the pay application 13 Enter the Invoice or Pay Application number Alternatively click the question mark icon and the number will populate for you 14 Click Specify custom pay periods and then enter the Pay Period and 96 retainage if applicable 15 Click the SAVE button 16 Jump to ITEMS tab 17 Enter the work complete for this pay period next to the appropriate line item s in the contract schedule of values This can be entered as dollar amounts or percentages Note Any approved change orders will automatically show up in the ITEMS tab where you can invoice against them 18 Click the SAVE button after entering all amounts Projectmates Copyright 2013 Systemates Inc CA Projectmates Pay Requests All items List of Tags Manage pay periods Ty Create new item General Items Attachments Approve Contract or Purchase Order Please Select Pay Period Show default pay periods B From i To Retainage Retainage W
23. e EH TobeVerified 19 Verified n Myltems Completes Verifies X Delete CZ Edit multiple All Users H Group by Room sl Room All H Tag PiRase Select sl Rem S Cal Division Description Complete E 001 Main Lobby 1 rs ot H ata e F 001 1 09 Finishes Install rubber cove base at base of paneled wall North Building Area Conference 7 amp Demo GC V amp Do Not Delete Systemates Support Terminal Construction Corp Systemates Inc ques css Medidas S c is 16 Jan 2013 12 13 PM 27 Sep 2012 01 44 PM v amp Demo GC v amp Do Not Delete Systemates Support Terminal Construction Corp Systemates Inc 16 Jan 2013 12 13 PM 27 Nov 2012 02 55 PM F DG EA 001 2 21 Fire Receptacles identified with a C and connected to a computer panel are to be TVSS Q Suppression devices This is not the case with most of the receptacles that were identified with a C on the electrical plans Responsibility amp Demo Project Due Date 21 Jun 2012 e Click on the punch list menu on the left pane e From the Log you can easily view complete items and also those awaiting verification e GC will mark items Complete e he Project Manager or other authorized person will then check off as items are Verified Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 43 of 45 Projectmates 10 Other Goodies Progress Pictures on Project Home Page Show the latest and greatest picture on the Pr
24. e thread New items can also be found under the My Work Tab e Find the Request and click Edit on the right 3 Complete the Response e Fill in the appropriate fields of the form Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 36 of 45 CA Projectmates e Click 4 Approve or Reject the Response Start Approval e Click e Check the box next to your name e Enter comments or certifications if you have them e Click Approved or Rejected Requested By 28 Nov 2014 11 52 AM Approval Status Override Default Approval Settings 3 oe s Name or Role Company d A Status Last Action 1 A Adeline Nino Montclair State University pE Pending 5 Email the form e Once it has been Approved or Rejected it does not automatically send a notification email e Goto the top of the form and click the icon to email the form 4 Plan Review Permit Building 2 1 PLAN REVIEW AND OR PERMIT SUBMITTAL gt e A window will pop up that lists contacts for that project e Check off the names of the people you want to send to e Add other email addresses in the first text box e Add comments if you have any in the second text box Send e Click Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 37 of 45 ce e Projectmates Inspection Requests amp Responses Code Services Tab Inspections MSU Workflow e Facilities Project Manager completes the Inspection Request form
25. hat do not have predecessors At the start of the project the project manager adjusts the schedule to reflect planned dates Do not add or remove milestones since milestones are reported across all projects e Update planned start and planned finish dates when you are added to the project or as soon as possible e Update actual start and actual finish dates as milestones are complete Q Actions 7 Typical Project Duration Predecesors All Tasks Collapse Expand Subtasks Show Hide Baseline Schedule Create Remove l WBS Description i Start Finish Complete Pred Project Initiation Budgeting amp Implementation 9 15d 03 Jun 2014 23 Jun 2014 Project Planning d 24 Jun 2014 21 Jul 2014 Designer Selection 12 Nov Input Dates 2N No Predecessors i Prepare Budget Requision amp P O 30d 03 Dec 2014 13 Jan 2015 Architect Design RFP Review amp Approval Project Design 4 27 Aug 2013 19 Mar 2015 Design Kickoff Meeting 14 Jan 2015 14 Jan 2015 Schematic Design 15d 15 Jan 2015 04 Feb 2015 Predecessors have been created in the schedule Updating one task should update all other tasks dates based on predecessor relationships However there may be times when you need to break a predecessor and manually enter in a date e Click on the task name e Click the Predecessors General Advanced Resources Tab e Click the Delete link Task name Prepare Budget Requision amp P O Durations 3
26. he Project Manager can upload photos taken onsite to show existing conditions prior to construction There are default albums for Exterior and Interior photos additional albums can be created as needed Discussion Forums Discussion Forums are one of the simplest most effective ways of enabling team members to communicate without the hassle of long running email correspondence Use Discussion Forums to conduct topic based discussions Tasks Tab Discussion Forum Select Appropriate Thread e Design Coordination Internal MSU people and external architects and engineers can use this forum for general discussions during design phase Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 14 of 45 CA Projectmates e Project Coordination Internal MSU people external architects and engineers and contractors have access to this forum Best for communication involving internal and external project team members Schedules Tasks Tab gt Schedule gt Select Appropriate Schedule Milestones New Construction and Milestones Renovation depending on project type This is MSU s overall project milestone schedule There is a schedule prepared for the project team that should be updated throughout the lifecycle of the project Initiation Architect Selection Construction etc Y Predecessors and typical project durations have been configured for most tasks for ease of use The Project Manager only needs to update tasks t
27. ht 2013 Systemates Inc Page 19 of 45 CA Projectmates Submittal Register Optional In some cases the GC furnishes a submittal schedule at the start of the project If so this submittal register can be imported through a Projectmates Excel template The submittal register is used to predefine all needed Submittals during a construction project The Project Manager can upload this master list into the submittal module to track the status of submittal items automatically You can prepare a list of submittals in an Excel spreadsheet and import the spreadsheet into Projectmates Submittal Register To import submittal register items Submittal Register 1 Click the Import Export register items link 2 The Submittals Register Import Export Items page displays Create new register item All register items My register items 3 Click the Download MS Excel template Import Register vis Fl Detete all existing tems Download MS Excel template link Browse No file selected 4 Enter information in the template Instructions are provided in the template 5 Save the completed Excel template to your hard drive and return to Projectmates Click the Browse button Import Register vis F Delete all existing items Download MS Excel template Locate the template you just created Click the Import button GC Daily Field Reports Construction Mgmt Tab gt Daily Field Report gt GC Daily F
28. ield Reports General Contractor completes DFR and submits to Project Manager PM Field Reports Construction Mgmt Tab gt PM Field Report gt PM Field Reports Project Manager completes the PM Field Report and submits to Facilities AMP Fiscal Agent Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 20 of 45 Projectmates Photo Albums Quick Links Tab gt Photos gt Select Appropriate Thread e Construction Progress Albums are organized by week The GC and Project Manager can upload photos taken onsite to show progress of construction Additional albums can be created for longer jobs e Completion Photos Designed for housing photos taken at project completion Meeting Minutes Tasks Tab gt Meeting Minutes gt Select Appropriate Thread e Construction Meetings Document weekly jobsite meetings during construction e Design Meetings Document meetings with architects or others during design phase s e Pre Design Meetings Document meetings pre design Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 21 of 45 Projectmates T Construction Finances PCE The Project Manager is responsible for maintaining the PCE in the Projectmates budget module Reference Loading the PCE into Projectmates in this document for more information PCE amp Cost Tracking Tab PCE amp Contract Mgmt Budget EI Group Budget FundCode WBS Section Descriptio Original PCE Projected Final PCE
29. ieldReport f PM Field Report Quick Links 3 Documents My Team Tasks Construction Mgmt MEZeZE Sealed Code Services Bidding Misc PCE amp Contract Mgmt Budget Contracts amp COs S Pay Apps Invoices 4 Capital Budget Transfer Quick Links 5 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc C Plan Review Permit Submittal C v Inspection Request Ongoing Inspections Quick Links 5 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding S BidPackages Bid Manager Quick Links 3 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding V CustomForms TransmissionLog E Archive Updated 11 2014 Projectmates Page 5 of 45 Copyright 2013 Systemates Inc Projectmaics 2 Document Management amp File Sharing File Structure Overview Access to document folders varies from user to user Your view may differ from the view below 95 Quick Links CJ Documents Tasks Construction Mgmt PCE amp Cost Tra D3Pre Design jDesigntest Procurement Docs Construction Documents Pre Design Documents Documents Close Out Procurement Docs Existing Conditions Procurement As Built Drawings Proposals 2 Drawings of Record 3 Concepts 3 Owner Manuals Required Forms 1 Program Warranties Facilities Finance 9 Working PCE 9 Close
30. ion 2 Download the file called Blank PCE Budget Worksheet xls and manually populate the values to get a total PCE Save the Excel file for import into the budget module as described above A B E 2 F G MONTCLAIR STATE UNIVERSITY S PROJECT COST ESTIMATE FOR MAJOR NEW BUILDING Original Date 3 Revision Date 4 CHECK ONE 5 Project Name New Construction b D amp C Project No Renovation d Repair or Replacements H FRS Account No Notes S 10 Project Area in Total Grass Square Feet GSF 11 Total Project Budget PCE Input Total Approved Budget Amount 1 234 567 Old FRS Object Code BUDGET EXPENDITURE TYPE Budget Sub total 12 13 14 7100 New Construction Cost 5630 059 d 16 Construction Site Landscaping 2 of Const 16 049 18 Construction Utility Infrastructure 3 5 of Const 524 074 20 Telecommunications Conduits wires etc Any number if required 0 ae Hazardous Matenal Remediation Any number if required 0 7108 Punch List Closeout Any number if required 50 sc 2b SUB TOTAL CAPITAL PROJECT CONSTRUCTION COST 630 092 jon Based an 18 8 Months tog id Poig onst g CHA nml Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 10 of 45 e Projectmates Loading the PCE into Projectmates PCE amp Cost Tracking Tab PCE amp Contract Mgmt Budget Import Export Items Quick Links 5 Documents My Team Tasks Construction Mgmt ct Mgmt Budget Contracts
31. ions Issued D Approval Version Comments Date Time Added Size Rename e ep Certificates Issued 12 Nov 2012 08 38 AM EST 1 67 MB Edit 4 is Permit Updates Inspections Issued 12 Nov 2012 08 38 AM EST 0 00 bytes Edit 4 ix Permits Issued Permit Updates 14 Feb 2013 04 41 PM EST 0 00 bytes Edit vw 14 4 amp 1t UCC Forms Permits Issued 12 Nov 2012 08 38 AM EST 0 00 bytes Edit UCC Forms 12 Nov 2012 08 38 AM EST 8 67 MB Edit Correspondence Download blank forms Permit Set S Supplemental Doc nc View the User Agreement for terms of use Plan Review Permit Submittal Code Services Tab Plan Review Permit Submittal MSU Workflow e Facilities Project Manager completes the Plan Review and or Permit Submittal form in the appropriate thread e Code Services completes the Project Review Response on the same form 1 Office of Code Compliance DCA Project Manager Responsibilities 1 Create the Plan Review Permit Submittal Form e Select Create new item under the appropriate thread Building Electrical Elevator Fire or Plumbing Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 34 of 45 C Projectmates S Quick Links C3 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking d Code Services Bidding Misc M Admin len mutil E m Ai Projects d CH Plan Review Permit Submittal b 2 Inspection Request ren Ongoing Inspections Plan Review Permit Submittal
32. mail addresses in the first text box e Add comments if you have any in the second text box Send e Click Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 40 of 45 O Projectmates Ongoing Inspections Code Services Tab gt Ongoing Inspections Ongoing Inspections are initiated by the Code Official and do not require the Project Manager to submit a request Code Official Responsibilities 1 Navigate to the Code Services Tab select Ongoing Inspections and under the appropriate thread select Create new item Quick Links C3 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking D Code Services Bidding Misc us Admin Te a lt All Projects CH Plan Review Permit Submittal CH Inspection Reque amp CH Ongoing Inspections E SS Ongoing Inspections Ongoing Inspections Building E 1 Ongoing inspections form for Code Officials Ongoing Inspections Log vy Create new item 2 Complete the form e Fill in the appropriate fields of the form Save e Click l Start Approval e Click 4 Ongoing Inspections Building Create New Ongoing Inspection ONGOING INSPECTION INSPECTOR Please Select Users 3 Approve or Reject the form e Check the box next to your name e Enter comments or certifications if you have them e Click Approved or Rejected Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 41 of 45 C Projectmate
33. nformation inside the project e From within the project click on Project Info located in the top right corner to update the fields pertaining to this project f Project Home Projectinfo earch Help gt Log Out e Verify and update the project info as needed on the General and Project Info tabs gm Const Mgmt Accounting Project Info Custom Tab 2 Custom Tab 3 Custom Tab 4 Project Name Project Admin License Number Schmitt Hall Radio Center Training Systemates Support Do Not i MSU 2012 Address Use DST Project Time Zone 1 Normal Avenue Yes 9 No GMT 5 00 Eastern Time US City State Zip Montclair NJ 07043 Country Project Currency Project Number USA United States USS 12 70 13 Custom Fields Shown in Project Listing and Portfolio Project Type Fiscal Year Renovation Q 2012 Current Phase Project Manager Construction C Matthew Schott Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 8 of 45 C Projectmates Adding Users Throughout the project you can add or remove existing users to your specific project s Always search first to check if a person has a user account set up in Projectmates Admin Tab gt Administer Project gt Project Users e Inthe search box provided enter in the user s name or company and click on SE e The filter will display existing users with the matching criteria Select the user s and click on Pull e Re
34. nto the EE ACCOUNTING fields General tab Status PeaseSelct As Builts Required Once the Purchase Order is Ens Rene Ma assigned in the FRS system that number should be added to the Purchase Order field Pda Dr Certified Payroll Required Requisition No Allowance Amount Original PCO Amount 6 Click Start Approval on the Approve 7 acess has not yet been started tab Start Approval 3 Proposed Change Orders PCE amp Cost Tracking Tab gt Contracts amp COs gt PCOs Pending Approved 3 Rejected All 9 Contracts and COs All Items x Delete P amp Search by Number or Description Ali Contracts No 4 Type Division Description Award Company 1 0 CAPITAL PROJECT CONSTRUCTION DTD r j e 003 004 PCO PCO New Construction Terminal Construction Corp MSU Workflow e Contractor initiates PCO in Projectmates e Facilities Project Manager either approves or rejects PCO after s he has had a chance to negotiate amount w contractor during weekly meeting The approval process for PCOs is as follows 1 Facilities Project Manager Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 24 of 45 CA Projectmates Change Orders PCE amp Cost Tracking Tab gt PCE amp Contract Mgmt gt Contract MSU Workflow e Contractor or Facilities Project Manager enters the change order into Projectmates and then starts the electronic approval process The approval proce
35. ntract Mgmt gt Pay Requests MSU Workflow for Invoices amp Pay Applications e Contractors vendors and other service providers enter pay requests into Projectmates e Approval occurs electronically within Projectmates e After the Finance amp Treasury Capital Procurement approves the invoices and all other parties have approved the invoice is sent to Printer Friendly view in Projectmates Print approved pay request and give to AP department to process payment e Twice per week Facilities Finance will review check run to see what check s AP has cut Facilities Finance Admin will then input payment information directly into the invoice in Projectmates The approval process for invoices pay applications is as follows 1 Facilities Project Manager 1a External CM Architect as needed will get hard signatures 1 Facilities Finance Capital Budget Admin Facilities AVP Fiscal Agent Finance amp Treasury Capital Procurement 1 1 Certified Payrolls When the contract is setup in Projectmates indicate if the contract requires certified payroll That information will display when the pay application or invoice is entered in Projectmates For Accounting Only As Builts Required FRS Account No 391 foe Certified Payroll Required Requisition No VEC 7 Allowance Amount Purchase Order Original PCO Amount e If YES Finance amp Treasury Capital Procurement will verify certifie
36. oject Home Page e From the project Home Page the Project Manager can upload and remove progress photos e Click the menu in the upper right of the Progress Pictures box And select Upload project picture Progress Pictures ES Latest Photos t Upload project picture x Remove Project Pictures 3D Rendings 21 Nov 2014 02 48 PM EST e Browse for the photo e Adda caption e Click Progress Pictures No project pictures Upload Image No file selected OR Type URL Caption Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 44 of 45 CA Projectmates Global Ball in Court For users working in multiple projects Projectmates offers a Global Ball in Court which is a dashboard view of action items and deadlines for all current projects Inside Global Ball in Court you can filter items by project or by type and then respond to them with a minimal amount of clicks These items are color coded to help you easily differentiate between items that are pending vs overdue For example a Project Manager may have many invoices that require his or her approval s he would be able to view and approve numerous invoices across multiple projects with just a few clicks If needed s he can drill down into an item to review it further Welcome John Thomas Prgectmaes i Monday August 11 2014 Ball in Court Propeci Hare C Filter By Gand Ball in Court items for John Thomas Sac h
37. ork Materials Completed Stored General Attachments Approve Contract or Purchase Order Contract P111222 Fancy Total Previous Contract Payments 9 000 000 00 5 400 000 0 50 000 00 Updated 11 2014 Page 28 of 45 C Projectmates 19 Jump to ATTACHMENTS tab Upload any required m backup documents Noms Approve e Certified Payrolls e Copy of Approved Pencil Contract or Purchase Order Requisition e Subcontractor Releases e limesheets amp Reimbursables if CM 20 Jump to APPROVE tab When ready click on Start General Items Attachments Qo Approval to begin the electronic approval process Contract or Purchase Order d The approval process has not yet been started Start Approval Credit Card Tracking PCE amp Cost Tracking Tab PCE amp Contract Mgmt Budget MSU Workflow for Tracking Credit Card Expenses In Projectmates the Facilities Finance Admin logs credit card invoice amounts directly into the budget Examples of bills that are paid via credit card include FedEx 1 To add a new budget subitem select the checkbox next to the main budget 2 0 CAPITAL PROJECT SERVICE COSTS FEES amp Item r GA 5 3100 4 Other Services Fed Exp Mail Public Safety Housekeeping etc L Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 29 of 45 e Projectmates 2 Inthe Action menu click Add New D Actions Subitem X Delete Ce Add New Budget I
38. peat as necessary to build your project user team Quick Links L3 Documents My Team Tasks Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc Admin WESTEN G About amp Manage Project Users Back to Admin Main Menu x Remove users from this project Create new use Q Search existing users Company rr Co Admin Name No dh Systemates Support Do Not Delete Systemates Inc Beas Abril Montclair State University Danish Chris Montclair State University Demo Dolly MSU Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 9 of 45 O Projectmates Original PCE The Project Manager is responsible for setting up the PCE in Projectmates budget module Documents gt Pre Design gt 5 Working PCE gt PCE Template Option 1 Download the document Self Calc PCE Budget Worksheet located in the folder This Excel file contains all the PCE line items Expand all zm Document Mgmt 5 Working PCE 1 Existing Conditions 2 Reports Actions 3 Concepts ICH 4 Program F Ee PCE Template E o Blank PCE Budget Worksheet xls 5 Working PCE F Self Calc PCE Budget Worksheet xls AA Y eS PCE Template e Add Total Project Budget PCE dollar amount e Once the PCE is complete Save the Excel file locally for import into the budget module w The Excel document contains all PCE line items and is formatted to upload easily into Projectmates Opt
39. pproved Revisions Description Collapse All A B D E 5 1 0 CAPITAL PROJECT CONSTRUCTION amp 3 250 000 00 3 255 002 00 0000 amp 3 Construction Site Landscaping L 65 000 00 0000 E3 Construction Utility Infrastructure L 97 500 00 0000 amp J Hazardous Material Remediation amp 0 00 Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 32 of 45 Current PCE H E F G 3 257 002 00 67 000 00 97 500 00 5 000 00 CA Projectmates 1 Make any necessary changes updates Edit Budget Subitem for any PCE line item in the CBT form 2 Group 2 0 CAPITAL PROJECT SERVICE COSTS FEES Click SAVE Budget Item 3100 Other Services Fed Exp Mail Public Safety Housekeeping etc Budget FundCode amp Enter positive or negative values WBS Section 415212 P into Approved Revisions Description Bins and Hoppers Original PCE D 0 00 A confirmation will appear Projected Final PCE E 0 00 99 Item saved successfully Commitments I 0 00 2 Close the Edit window and repeat with other subitems as necessary Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 33 of 45 O Projectmates 8 Code Services Code Services Documents Documents gt Construction gt Code Services mr Document Mgmt Code Services Q Expand all Code Services AY enS Cart is Certificates Issued Actions Labels Search Folders by Document Name A pe Inspect
40. s 28 Nov 2014 02 29 PM Approval Status Override Default Approval Settings eter 20169729 Name or Role Company Actions apd m Status Last Action Cz amp Adeline Nino Montclair State University Res ted Pending 4 Email the form e Once it has been Approved or Rejected it does not automatically send a notification email to the Project Manager e Goto the top of the form and click the icon to email the form 4 Ongoing Inspections Building 1 Steps 1 Ongoing inspection w A window will pop up that lists contacts for that project Check off the names of the people you want to send to Add other email addresses in the first text box Add comments if you have any in the second text box Send Click Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 42 of 45 e e Projectmates 9 Project Closeout Punch List Tasks Tab Action List Punchlist The list of project rooms should be extracted from Archibus prior to project closeout This list of rooms will be uploaded into Projectmates punchlist module A list of all CSI divisions are already populated in the project From here the Project Manager can develop the punchlist while walking the jobsite Quick Links 5 Documents My Team Construction Mgmt PCE amp Cost Tracking Code Services Bidding Misc E Schedule Meetings Minutes Discussion Forum Action List for Punchlist Contractor Proj Manager AECH Incomplet
41. ss for change orders is as follows 1 External CM Architect Engineer 2 Facilities Project Manager 3 Facilities Finance Director 4 Facilities AVP Fiscal Agent 5 Finance amp Treasury Capital Procurement To create a change order Contracts and COs 1 Click Add new Change Order GE All Contracts All PCO All Change Orders List of Tags 4 Add new Contract vy Add new PCO Ly Add new Change Order General Items Attachments Approve 2 Select the contract from the drop down list All contract information will be pulled into the change Select Contract for this Change Order order Please Select Descriptio 3 Select a Reason Code from the Reason Code drop down Please Select M 4 Reference PCOs in the Notes Notes section Type notes berg 5 Click the SAVE button Characters remaining 1985 Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 25 of 45 Note DO NOT enter change order amount on the GENERAL tab This will be entered under ITEMS tab next to specific line items in the contract schedule of values 6 Jump to ITEMS tab 7 Enter in the change order amount next to the appropriate line item s in the contract schedule of values 8 Click the SAVE button after entering all amounts 9 Jump to ATTACHMENTS tab Upload any backup documents 10 Jump to APPROVE tab When ready click on Start Approval to begin the electronic approval
42. tem Ce Add New Subitem Q Create Buyout Bid Package Q Create Contract Q Create Purchase Order Q Create Invoice YY Add to Prime Pay App SOV Copy Preliminary Budget to Budget Update Start and Finish Dates 3 he Edit Budget Item window will Create Budget Subitem appear 4 Input WBS Section Description and Group 2 0 CAPITAL PROJECT SERVICE COSTS FEES dollar amount Budget Item 3100 Other Services Fed Exp Mail P Budget FundCode Enter dollar amount into Subcontract Invoice S WBS Section 5 Click CREATE Description A confirmation will appear Original PCE D 7 Item saved successfully Projected Final PCE E Approved Revisions F G Commitments I Approved CO J Pending CO L Subcontract Invoice 5S Projectmates Updated 11 2014 Copyright 2013 Systemates Inc Page 30 of 45 ProJectmates Capital Budget Transfer PCE amp Cost Tracking Tab Capital Budget Transfer MSU Capital Budget Transfer Process 1 Facilities Finance Director 2 Facilities AVP Fiscal Agent 3 Facilities VP 4 Finance amp Treasury Controller e View all CBT requests in Projectmates by viewing the CBT log 4 Budget Transfer Delete C Please type your search criteria EJ Now Date Fiscal Year Project FMS Account No Transfer From Total Transfer To Total Status 18 Jun 2014 2012 337782 1 000 00 1 0
43. up in Projectmates PCE amp Cost Tracking Tab gt PCE amp Contract Mgmt gt Budget gt Budget Cost Variance Actions X Delete YY Add New Budget Item YY Add New Subitem Q Create Buyout Bid Package Q Create Contract Q Create Purchase Order Q Create Invoice YY Add to Prime Pay App SOV From the budget click View Edit Budget Select the checkbox next to Group to select all items Click the Actions dropdown menu and select Copy Preliminary Budget to Budget All Original PCE values will now display in Projected Final PCE Custom Search ti eis Description 3 IN C 0000 E Construction Site Landscaping Walt Eddy L 0000 amp Construction Utility Infrastructure L 0000 J Hazardous Material Remediation L 050000 i Metal L 7100 E New Construction Cost L Copy Preliminary Budget to Budget 7100 amp 3 Telecommunications Conduits wires etc L Update Stet eme pates 1 To edit line items click the expand icon ks to view all subitems 2 After the subitems have been expanded click the edit icon It will then open in edit form Projectmates Copyright 2013 Systemates Inc 7101 Construction Contingency amp G 1 0 CAPITAL PROJECT CONSTRUCTION tz g 0000 Quse Site Landscaping Walt E 0000 E Construction Utility Infrastructure L 0000 Construction Utility In GE en Updated 11 2014 Page 12 of 45 3 he Edit Budget Item window will appear
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