Expeditio

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Expeditio

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Title: Expeditio

1

Expedition

Users Guide
2
Introduction

This tutorial works in unison with the 04-15 PCS
Test Project located in the training group. You
cannot enter information into the test project,
only view.
To view both programs, open Expedition and the
test project. Minimize the screen and flip
between the users guide and Expedition.

3
Expedition Notes

Use the Expedition navigation buttons. Do not
use the Internet back button
When exiting the program, select Log Off do not
just close out of Expedition. Logging off,
closes your user access.
Use the search button in every module to easily
access information.
Use the recalculate function often when using the
cost modules. Located in the action pull down
menu.

4
Main Menu
Project Information
Project Set Up
Control Center
Complete Tutorial
Adding a Contact
Communication
Logs
Costing
Daily Reports
Correspondence
Cost Report
Drawings
Distribution Lists
Contracts
Insurance
Email/ Inbox
Change Management
Issues
Letters
Proposals
Materials
Meeting Minutes
Change Orders
Punch List
Non Compliance Notice
Pay Requisitions
Submittals
Requests for Information
Transmittals
Working Modules
5
Adding a new project

Have all contract, contacts, address and project
information available at the start.
Any information not available at the start can be
edited at a later date.
Use the PCS project numbering system to name the
project.
Contact the IT coordinator for a password.
Have the IT coordinator set up a new group for
projects that may need to be customized.
All new projects will be set up at the office.
Please use the Project Set up Form.
Fields with an asterisk are required fields.
Not all of them can be modified.

Start
6
Project Set Up Form

The form is available on the network under
Templates, Forms and is named EXP project set up
form.
Please provide all known information prior to
project set up and turn into Principle in Charge
for implementation.

Continue
7
Project set up
Click Here
Right click on the project folder and select new
project.
8
Naming the Project
Fill in all available information and select the
next button at the bottom. Remember to use the
PCS numbering system when setting up. Job
number owner project number. Ex OSFC
12345 Project number PCS 03-43
After setup, the name cannot be edited.
Field only holds 8 characters.
9
Choosing a template

When setting up the project, select the PCS
project template or create one from scratch.
The template pulls standard layouts, project
settings, meeting minutes, custom fields and
status codes.
When adding from scratch, you will need to have
the custom fields and status codes defined.

Continue
10
Creating from the template
Choose the PCS project template
Click the next button
11
Contact List
Click the arrow to view all contacts for PCS
You will have to add all people associated with
the project manually after the project is created.
Click next to go to the next phase of set up
12
Key Parties
Fill in all available information and select the
next slide . Make sure you select the
individuals for Project Manager Submittal
Coordinator. ( You will not be able to add the
owner or contractor until the company is added to
the list.) The engineer is a required field. If
no engineer is available pull in PCS and edit
later.
.
13
Project Currency
Defaults to U.S. Dollar. Go to the next slide.
14
Additional Information
No cost codes in template, go to next screen
Fill in all known information for all project
dates.
The next screen shows you pertinent contract
information. Add the known dates and go to the
next screen
15
Additional information 2
Copy all users and finish set up.
No links to other programs, go to the next screen
16
Completing Project set up
The project will appear in the control center.
Final Step, Create the project, Yes.
End of Project Set Up Return to Main Menu
Continue
17
Control Center
Click on the plus sign to open the folders.

The control center is the main menu in
Expedition.
The items in each of the folders is know as a
module and can be accessed from the control
center.
All status of pertinent information can be viewed
from the control center.

Continue
18
Expedition Terminology

Module, or objects within the folder. example
The correspondence folder has the following
modules available

Letters Corr. Sent, Corr received Transmittals.
Continue
Return to Main Menu
19
Modules not utilized

Letters
Safety
Schedule
Trends

Continue
Return to Main Menu
20
Adding a contact

Select the others folder from the control
center and click on companies.
The only company added during set up was PCS.

Select the add company shortcut bar.
21
Company set up
Cannot be Edited!
The abbreviation for the company cannot be
edited after saving. This will be the primary
factor in recognizing the company.
Abbreviate company name such as PCS for Project
and Construction Services.
OR Indicate by trade. General Trades GT
Continue
22
Individual contacts

After adding the Company information, select
add under the contacts to enter individuals
within the company.

Insert the information on each individual.
The Location field can indicate home office or
field location etc.
After all information is added, you can save and
add another or simply save and close
continue
23
Key Contact
When you save and close, the key contact is
changed.
NOTE You can have many different locations and
addresses for a company.
End of Adding a Contact Return to Main Menu
Continue
24
Control Center Review

Alerts are determined during the project set up
phase. To select the alerts, right click on the
all projects folder and select define alerts
Actions are the items that are yours to follow up
on. They are determined by the Ball In Court.
Inbox is used when sending documents from
Expedition user to Expedition user. Email is
used when sending to a non Expedition user. When
sending a document via the inbox function, you
will get a prompt on the control center. When
sending documents via email, they will be
forwarded in a PDF format.
Requests for Information can be viewed through
the control center.

Continue
25
Actions / Alerts

Right click on all projects and select define
alerts.
Select Add
To define the alerts, choose select.
A menu of alerts will appear. Simply select the
alert.

Continue
26
Alerts Continued

The next screen provides the details of the
alert. Enter related information and then choose
add subscribers to this alert.
Select the contacts that should be notified per
the alert.
Save and close. The subscribers will be notified
via the control center.

End of Control Center Return to Main Menu
Continue
27
Punch List

Set up dictionaries prior to entering punch list
items. This will minimize the data entry.
Set up as many punch lists as you feel are
necessary. By Trade, by area etc. Think about
how you will monitor and distribute the list.
Enter the punch list data in the items list
You can also create a and monitor closeout in
this module.

28
Equipment Dictionary

To add the equipment list, right click on all
projects on the control center. Select
dictionaries / daily reports/ equipment types.
Select add to define the list.
Add each piece of equipment. The type is a brief
description. Example Type roller
Descriptionpnuematic tire
Save and close until all equipment is listed.

Continue
29
Area Dictionary

Right Click on the project folder. Select
dictionary/ drawing areas.
Select add and enter the area abbreviation and
the description.

Continue
30
Daily Reports

Daily Reports are in folder 14.
To start, select the add document button.
Enter the information in the correct category
with as much detail as possible.

Tracking the weather is done in 3 parts.
Morning, AM afternoon, PM and overnight
conditions.

Custom Fields provide more detailed information
for day to day activities.

Linking to an issue and attaching documents can
be completed at this time.

Continue
Return to Main Menu
31
Meeting Minutes Criteria

Item 1- AGENDA
A- Approval of Previous Meeting Minutes
B-Submittal Status
C-RFIs
D- Contractor Coordination
E- Site Utilization
F-Change Management
G- Master Schedule
H-Quality Control/ Testing/ Inspections
I- Temporary Facilities
J-Safety/ Housekeeping
K- Pay Application Status
L- Questions/ Answers

Item 2- PURPOSE
State the purpose of the meeting.
Use the current PCS numbering format.
1.01 meeting one, item one

Continue
32
Meeting Minutes

Meeting Minutes available from the template.
Pre Bid
Pre Construction
Contractor Coordination
Choose the appropriate meeting minute to utilize
and edit the document by clicking on the paper/
pencil icon to the left of the document.
Enter all information pertaining to the meeting.
Date, time and location.
Select the add button under business items to
begin entering the items discussed.

Continue
33
Meeting Minutes Continued

Enter item 1 Agenda. Note you will need to
change the number from the default of 0001 to 1
Save and add item 2 Purpose.
Now begin following the agenda items with alpha
characters.
AApproval of previous minutes and so on.
Once all of the agenda items are set up, you can
begin entering the business items discussed.
The agenda is established during the set up of
the first meeting. It is not necessary to
duplicate this effort.

Continue
34
Business items

Change the default numbering from 0001 to 1.01.
Once all of your items are entered, you will have
to go back and edit the item to add the alpha
character in order for it to sort by the agenda
item.
Adding the alpha character at the start will only
make entering the data difficult. Enter all
business items so they hit numerically then edit
for the alpha sort.
If the item is closed, change the status to show
closed. This will remove the item from the next
meeting minutes.

Continue
35
Attendees

Set up the attendees for the first meeting by
selecting the add button.
Selecting the company will populate the key
contact.
Select the check box for attended.

Continue
36
Printing E-mail

To publish the meeting minutes, select the
shortcut button, print form.
To email or generate a transmittal for the
minutes, select the action pull down menu.
Select the desired parties and hit ok the
document will be sent in a PDF format.

Continue
37
Approving the Minutes

To approve the minutes, select the approved by
date field under the status heading.
Next, select approve and save the approval will
then default to yes.
Make sure the status shows closed on all
completed items.
Once the minutes are approved, editing them will
delete the approval.

continue
38
Creating an Agenda

To create an agenda, you first need to generate
the next meeting minutes. To do this, open the
current meeting minutes, do not edit!
Make sure that all completed items are closed
prior to approving.
From the action pull down menu, select generate
document.
Meeting 2 will be automatically generated minus
the closed items.
When the prompt asks to link the same issues and
attachments as the original select yes.
To print the agenda, from the action pull down
menu, select advanced print.
Select form PCS meeting agenda.

Continue
39
Editing

When creating the agenda, the meeting minutes
have also been generated.
Once the meeting is over, go back into the
meeting minutes that you used for the agenda.
You will edit the minutes from here.
Close completed items and add new items. You can
edit a Ball in Court or change a date as well.
This now becomes the official minutes. Approve
and distribute. The meeting minutes form is
titled PCS Meeting Minutes. This is the default
form. Click the print preview or print button on
the left of the screen

End of Meeting Minutes Return to Main Menu
Continue
40
Letters

This module in not a working module.
Letters typed in Word need to be logged in the
Correspondence Sent module and attached.
Any administrative personnel typing
correspondence on your behalf should log the
document in the Correspondence Sent module and
use the attachment feature.

Forward To Correspondence
Continue
41
Correspondence Sent/ Received

These modules are strictly for logging in
information. Use the EXP default numbering
system.
Reports available in these modules.
All Correspondence
By Type
By Month
Strictly a data entry module. Fill in all
fields, save and close.
Any letters typed in Word need to be logged here
and attached.

continue
Return to Main Menu
42
Issues

An Issue may be created when
In the opinion of the PM/ PE there is the
likelihood of continuing discussion and or
documentation.
An issue may have a remote possibility of cost
implications.
A change management item, on the other hand, is
to be created when an item has a likely or actual
cost impact.
No actual costs are associated with an issue.
Standard issues in each project have been added
in the project template so documents can be saved
in Expedition. The issues are Addendums, bid
docs, bulletins, estimates, MSR, permits, photos,
quality control, reports and shcedules.
An issue may not necessarily become a change
management item.
An issue can be linked when a change management
item is initiated and is generated from the
Change Management module. A CM Item cannot be
generated from the Issues module.
All documents within Expedition can be linked to
the issue.
Any document outside of Expedition can be
attached to an issue.

Continue
43
Issues Continued

Link the following to an Issue from the
respective modules
Correspondence sent/ received
Meeting Minutes and individual business items
Transmittals
Requests for Information
Daily Reports
Change Management and Change Orders
Submittals
Drawings.

Setting up an Issue
44
Issues
The issue name cannot be modified after saving
the document. The issue name is the unique
identifier for the issue. This field is limited
to 6 characters.

To access the Issues module, go to Folder 12
Change Order Administration and select issues.
You are now in the issues log.

Add a new issue by selecting the shortcut button
add document on the upper left of the screen.

Add the information for the issue and save.

Continue
45
Linking to an Issue

Within every module, you can link the document to
an issue.
You cannot link a document within the Issues
module.
Linking to an issue is done from the individual
modules.
To link an issue Example
A letter is sent to PCS which pertains to
issue 1 unsuitable bearing. Select
correspondence received in folder 2. to log the
letter. Enter the information from the letter to
the form.
At the bottom of the page under issues, select
the link button. From the items menu, select the
desired issue to be linked.
The issue now appears in the linked text box.

Issues Log
46
Issues Log

Return to the control center and Folder 12.
Select the issue we just linked, unsuitable
bearing.
The letter is now linked to the issue.
Follow this process in any module.

Continue
47
Attaching to an Issue

In the same fashion as linking, you can attach a
file from another location. The file you attach
is copied and stored on the server. Anyone
accessing Expedition can than view an attachment.
Unlike linking, you can attach a file in the
issues module.

At the attachments detail, select attach file.
Then select the browse button. Select the path
of the file and the desired document.
The path is stored. Indicate a subject, save and
close.
The item is automatically attached.

End of Issues Return to Main Menu
Continue
48
CODING

Hard Costs
100000 General Trades
020000Sitework
020500 Asbestos
028000Landscaping
030000Concrete
040000Masonry
051000Structural Steel
055000Misc. Metals
061000Carpentry
076000Roofing
088000Glass Glazing
090000Interiors
096000Flooring
099000Painting
114000Kitchen Equipment
151000Plumbing
152000Fire Protection

Abbreviations
GT General Trades
SWSitework
AS Asbestos
LSLandscaping
CCConcrete
MA Masonry
SSStructural Steel
MMMisc. Metals
CACarpentry
RFRoofing
GGGlass Glazing
INInteriors
FLFlooring
PT Painting
KEKitchen Equipment
FUFurniture
PLPlumbing

Soft Costs
000 Owner
100 Architect/ Engineer
200 Construction Manager
300 Fees Permits
400 Testing
800 Owner Allowances
900 Contingency

Continue
Return to Main Menu
49
Submittals

A submittal package needs to be set up prior to
entering a submittal.
A package can be determined by trade, extensive
submittals such as steel or any submittal that
may need to be tracked independently.
The example is set up by trade. Note the
General Trades has an additional steel package.

Continue
50
Adding a Package

From the Submittal Package module, select add
document.
Set up the workflow in the package and it will
default to those settings when you enter a
submittal.
You can enter submittals within the package or if
entering multiple packages, you enter from the
Submittal module.
The submittal coordinator is set up during
project set up. The workflow will default to
that contact person.

Continue
51
Required Submittals

Entering all required submittals will produce a
log.
To track submittals, we will no longer be using
the PCS numbering method. Expedition tracks the
submittals by revision cycle.
Once the submittal process begins, set up the
revision cycle to begin the tracking process.
Entering a required start and a required finish
date will track the days held. In addition, in
the submittal package, the dates will be the
range of the first date a submittal was entered
and the most recent. .
Saving the submittal will pull in the defaults
setting for the workflow.

Continue
52
Revision Cycle

Select add under the revision cycle section.
Determine the items within the submittal. You
can choose to set up a cycle for each item or the
submittal as a whole.
Adding multiple cycles per item in the submittal,
will allow items to be rejected and resubmitted
without having to reject the whole submittal.
After all items within the submittal are
approved, applying the approval dates under the
details section will approval the whole submittal.

Continue
53
Revision Cycles cont.

The title of the submittal is the spec section,
and paragraph.
Set up your first review cycle for all items
submitted under that section.
If at a later date, another piece of product data
or sample is turned in, refer back to the
submittal and enter a new revision cycle to
track the new information. If the submittal has
already been approved, the new revision cycle
will override the approved status and change it
to the new revision cycle. If you already have a
multitude of revision cycles, create a new
submittal following the above numbering
guidelines.

54
Distributions

Select the distribution list for each review
cycle.
Click select for the contacts menu.

Continue
55
Transmittals for a Submittal

A transmittal is automatically created when you
enter a submittal. It is sent to the transmittal
queue.
Create the document from the queue and print.
The transmittal is now stored in the transmittal
log.
If a distribution is added, the queue will
generate a transmittal for all of the distributed
parties.

End of Submittals Return to Main Menu
Continue
56
Distribution Lists

Setting up distribution lists allows you to send
documents to many contacts. This can be done at
any time.
From folder Other, choose companies. Select the
define distribution list button. Click the
add button.
Name the distribution list and add the contacts.
Once saved, you can review all of the lists you
created.

Continue
Return to Main Menu
57
E-mail vs. Inbox

The E-Mail feature is used from an Expedition
user to a non user as long as they are a contact
and their E-Mail address is set up in Expedition.
The inbox feature is used for communicating
between expedition users. Once you send
information through the inbox, it appears on the
users control center.

Return to Main Menu
58
Cost Report

Begin the costing process by adding the cost code
to designate contracts. Use the established
coding system as defined earlier.
From the cost report log, select add cost code.
The title is the text that identifies the cost
code.
Add additional text to describe the cost code in
the description.
This module is not a data entry module except for
adding cost codes.
This module will store all cost related
information on the cost code.
Original budget and committed cost are added in
the contracts modules.

Continue
59
Cost Report cont.

There are 2 reports available in this module.
Access the reports from advanced print in the
action pull down menu.
PCS Detailed Budget Control Log
Each line item in change management is in
included in this report.
PCS Summary Budget Control Log
This report is a summary by trade.

End of Cost Report Return to Main Menu
Continue
60
Multiple project reports

From the control center, click on all projects.
At the upper right hand corner click on the print
icons.
The pull down menu will have the list of
available reports.

61
Contracts Budgeted

This module will store the hard and soft cost
codes.
Select the owner in the to and from fields.
Rename the number to designate an H for hard
costs or an S for soft costs.
There will only be the 2 costs associated with
this module. (Hard Cost Budget Soft Cost
Budget)
This is not a data entry module except upon
setting up a contract.
Next step, enter each prime contract as line
items.

Contine
62
Contracts Budgeted Cont.

Under line items select add lump sum.
Add the description for the line item, followed
by the original budget amount in the lump amount
field. (notice the dollar amount is currently
not costed.
At the bottom under the costing heading, click
the add button to populate the dollar amount.
Select the contract.
Click the add balance button to populate the
costed dollar amount.
The dollar amount is now posted to contracts
budgeted.
Save and close or add another.
Add the information for the soft cost budget in
the same manner.

Continue
63
Contracts Budgeted Cont.

You can view the contract summary once all
contracts are entered.
Scroll down and review all line items.
If any corrections are needed, edit your entries.

End of Contracts Budgeted Return to Main Menu
Continue
64
Contracts Committed

This will be a working module and stores all
costs associated with a contract.
Enter a separate contract for each prime.
Go to line items and select add lump sum
As in Contracts Budgeted, add the lump sum
contract amount and select add under costing.
Select the contract and then add balance.

Continue
65
Contracts Committed

Save close and the cost is now posted.
The cost code the document for fields
should be identical.
The cost code is taken from the cost report set
up and the numerical system established.

Continue
66
Contracts CommittedUn-bought work

Create a contract for unbought work for the
amount not yet bid.

67
Contracts Committed

This module will track records from other modules
such as insurance, submittals and pay
requisitions.
In the action pull down menu, there is a field to
recalculate. Periodically recalculate the log.
This is not a necessary function but is useful if
the report is not adding correctly.

End of Adding a Contact Rturn to Main Menu
Continue
68
Change Managementadding an itemEstimated phase

Name the change management item. Use key words
in order to easily search for an item.
EX Bulletin 1 Site Revisions
Add the commitments.
The 1st phase is the estimated phase. (order of
magnitude estimate)
When selecting the contract, it will populate the
to field.
Page down and add the line items within the
phase.
Any pertinent details can be noted in the
remarks field

Continue
69
Change Management quoted phase

To add the quoted phase, edit the line item. Do
not add a new line item unless you are adding an
additional contractor.
Follow the same procedure as in the estimated
phase.

On the right hand side, select an action add a
new phase .
Continue
70
Change Management negotiated phase

The next phase is the negotiated phase.
The information is generated from the original
estimate.
Edit the line item as before and save
You will now see the original estimate, the
quoted and negotiated.
The text for the line item will automatically
populate the new fields from each phase.
Changing the text will make research on the item
difficult when using the reports.

Continue
71
Change Managementfinal phase Change order
procedure 1

Entering the information for the final phase will
automatically create the change order for that
item.
If you have multiple items in the change order
follow procedure 2
Procedure 1-complete the final phase and the
change order document is created.
Enter the line item information and make sure to
add balance to fully cost the item.
Under status, select change order process.
This status code will populate the cost to the
approved column on the cost report even though
the change order is still in the signatory
process.
Once all signatures are obtained, you will have
to select the green check mark for approve
save. Once selected, the status will change to
approved.
Selecting the status of closed will not post
costs.
Your change order is now complete.
Return to change management and change the status
to approved.

72
Change ManagementELPP LFI

Designate the ELPP LFI portions for OSFC by
entering the dollar amounts for each portion as a
line item under commitments. Ex lime
conditions for ELPP is 2,400 and 300 for LFI.
Each of these is a separate entry noted by ELPP
or LFI portion.
When creating the change order, you can then
select the individual line items and the correct
portions will be displayed on the change order
form.

73
Change ManagementELPP LFI cont.

When using change management, spend a few moments
to think about how the item will be processed
prior to entering in change management.
Questions to ask. Will this be processed as a
whole or will there be multiple payments on this
item? Is there a possibility for an adjustment
later on? Are there ELPP LFI portions to be
processed separately? Breaking down the items
based on the information in change management
will allow you to process the change order
without having to go back to change management
and make changes.
Spending the time at the beginning will eliminate
frustrations later on.
Updating contractor quotes and negotiated
changes, in change management, on a regular basis
will also make the change order process run
smooth. Do not wait until you want to process
the change order. In order for the change order
process to work, change management items need to
be updated and accurate.
You cannot change dollar amounts in the change
order module. You can only retrieve the line
items as entered in change management.

74
Change Management proposal module

Note Adding each phase creates a new document
which can be accessed through the proposal
module.
The estimated phase creates a request for
proposal.
The quoted phase creates the change order
proposal
The negotiated phase creates the change order
request and the final phase creates the change
order.

Continue
75
Change Management changes/ editing

When making changes to an item in change
management, make the change through the change
management module and not through the proposal
module. The documents generated in change
management become forms accessible through
proposals. However, when working in proposals
and editing, you must make sure you have the
proper document. Each phase in change management
creates a different document.
When making changes through change management,
you will be automatically taken to the correct
document for editing.

Continue
76
Change Management editing notes

If you need to edit a phase after saving the
document you must delete the current phase and
then edit the remaining phase.
If you need to delete the line item, you must
first delete each phase then delete the line.
If you delete the whole line item after the
quoted stage, the program will calculate
incorrectly.
Each of these actions is performed through the
pull down menu to the right of the line item.
The change management item and the line item text
should be similar. Each report pulls in text from
different fields. The PCS Detailed Budget
Control Log report pulls in the description from
the line item while the PCS Change Management
Status Report pulls in the description of the
change management item.

Continue
77
Change Management description fields
Continue
78
Change Management line item review

You can review each of the phases from the
commitments section.
Each of the line items within in change
management will appear on the cost report. If
you edit the line items, the new information will
appear in the report.

Continue
79
Change Ordersdata entryprocedure 2

Procedure 2 executes a change order from the
change order module.
Add a new document and enter all pertinent
information
Select the status as change order in process.
In the line item section, select collect from
changes.
From the menu, put a check in the box on the
items to include in the change order.
Select next and if you wish to include the links
select yes and finish
The line items now shows all items in the change
order.
Fill in the remaining information and save the
change order.

Continue
80
Change Order execute

Follow the standard PCS procedures.
Make four copies and send to contractor,
architect, PCS and the owner for signature.
Once all copies are signed, return to expedition
to enter the approval dates.
Go to the status section of the change order and
approve the change order by selecting approve.
Once you click yes, the program automatically
changes the status to approved.

Continue
81
Status Codes

Status Codes By Module

Submittals
Approved as Noted
No Exceptions Taken
Revise Resubmit
Rejected
Furnish as Corrected
New Item
Approve Noted Resubmit
Meeting Minutes
New Item
Old Business
Closed
Punch List
Open
Approved
Completed

Issues
Open
Closed
RFIS
Open
Answered
Change Orders
Open
Approved
Change Order In Process
Closed

82
Status Codes cont.

The use of status codes is very important because
they sort the information for the reporting
process.
Use the proper coding based on the previous
slide.
Change orders and change management codes are
critical to the costs posting on the cost
reports.
EX the COIP code will show that the change order
is not approved but the costs will post to the
approved column in the cost report.
Others sort the information in the respective
logs.

83
Proceed Order

In change management, add a new document
following the same steps as before.
When entering the commitment line items, enter 1
line item for the estimated or known dollar
amount.
Add the balance to fully cost.
From the proposal, return to change management
and enter a second line item with a 0 for later
adjustments.
Note that both items are now in change
management.
This will replace the PCS change directive.

84
Proceed Order continued

Now go to the change order module.
Add a document and select proceed order from
the pull down menu.
Follow the steps for change orders procedure 2.
When selecting the collected changes, you will
see both line items from change management. You
can process the initial change and still keep the
change management item open for later
adjustments.

85
Pay Requisitions

Select the contract. To the owner from the
contractor.
The contract summary section is the information
from contracts committed. There is no data entry
here.
The changes section, pull in the CM items from
change management. There is no data entry here.
Add lump sum under schedule of values. Here
is where you will enter the contract information.
Enter the information in the required fields from
the AIA document submitted by the contractor.
The retainage will automatically populate the
summary section.

86
Pay Requisitions continued

To add the changes orders, go to the approved
changes section.
Select the check box, get approved changes.
Checking this will populated the changes
appropriately.
Select next
Select the changes for this period.
Note The approved changes now populate the
requisition summary and the schedule of values.
In the Schedule of Value section, select the line
items and add the period to date amount and the
retainage amount.
The application is now complete.

87
Pay Requisitions continued

After the pay application has followed the
standard procedures for signatures.
Return to the requisition and certify the
application.
Under Status, enter the dates for each
certification.
Under Status, select the green check mark for
certify save.
Select yes.
Once certified, editing the document will
un-certify the document. You can open the
document and view without editing.
To add the next pay app, generate the document
from the first application and sequentially there
after. Under Pay Requisitions, select
generate.

88
Pay Requisitions cont.

Add a pay application for the un-bought work.
Only add it once, you dont need to generate a
new document each time you have to adjust the
dollar amounts. Simply edit the pay app line
item when the work has been bought.
Edit the pay app with the credit to the un-bought
work contract amount.
This allows the total contract amounts to appear
on the Cost Report.
The report pay requisition summary report by
contract is the MSR report. At the end of the
month, email this to yourself and save in the
Reports issue

89
Purchase orders

Add a document.
Enter line items.
Distribute the dollars by selecting the costing
add button. Make sure you add the balance too.

90
Purchase orders cont.

Any details surrounding the purchase order can be
listed under the details heading.

91
Drawings

From the control center, right click on all
projects.
Go to dictionaries and select the different
fields to set up the a pull down lists
.
Click on the desired dictionary and add the
information. This will make your data entry in
the drawing module easier.
These menus will appear in the drawing module
pull down boxes.

92
Drawing Sets

Start in the drawing set module and create the
sets needed.
Note drawings in this set. When selecting the
set in the drawing module, they will
automatically appear in the set.

93
Drawing revisions

To update the log, select the correct drawing
number and add a revision cycle. This will track
all drawings and sketches each time the architect
makes a change or adds a bulletin.

94
Drawing Module

Proceed to drawings from the drawing module and
start adding the drawing identification and all
pertinent information.
Select add set to pull the required set into
the drawing.
When you return to the drawing set, all drawings
will be attached.
In order for a drawing to be viewed in a set, a
revision must be added. If no revision has taken
place, enter 0.0 and the date.
You can track sketches in this module as well
following the same parameters as a drawing.

95
Punch List

Before adding items, set up the dictionaries. Go
to the control center and right click on the
project. Go to dictionary and punch list.
Select rooms or elevations. Elevations can be
set up by floor or level. Add the information to
the dictionary and save.
Go to punch list and select add and name the
punch list.
Under punch list items start entering the punch
list. You can select the items that you put in
the dictionary without having to retype each one.
The area refers to the entries made for the
drawing log under drawing areas.

96
Glossary of Terms