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Welcome to Project Manager

Welcome to Project Manager. Project Manager is a web based Project Management Tool. All your work is done and information stored on the internet cloud. No program or data is stored on your computer. Consequently, the user can access Project Manager from anywhere 24 x 7.

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Welcome to Project Manager

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  1. Welcome to Project Manager Project Manager is a web based Project Management Tool. All your work is done and information stored on the internet cloud. No program or data is stored on your computer. Consequently, the user can access Project Manager from anywhere 24 x 7 Press the F5 key to continue

  2. Project Manageris a powerful work management system for controlling change, adding new work tasks, addressing requests for information, processing backcharges, and resolving non-conformances. Welcome to Project Manager Management of a Project is difficult!–projects consist of complex tasks that involve people with differing goals. Change is inevitable and to the degree you can control change will determine your ultimate success. Site Manager Inc. 2 9/27/2014

  3. Objective: Identify, discuss, track, resolve, document! You have established budgets and schedules and if everything works according to plan .. you succeed. It’s when internal or external actions cross into the project that you needProject Manager Project Managerhas five forms that address every way new or old work - or just changes can impact a project Using one, (or more), of the forms, the manager can identify the issue, develop a resolution, show the resolution, and document all actions and impacts via reports Site Manager Inc. 3 9/27/2014

  4. Project Manager wants you give up your spreadsheets and reports and move into a modern database world! You’ve used spreadsheets for years to create information and reports for management and you’ve gotten pretty good at it! But you’ve also had those late nights when you lost the file or couldn’t make a column balance. Keeping the spreadsheets accurate and current has become too big a part of the job. PM is designed to move you into a modern on-line world where all your data is in one place - accessible to everyone 24 / 7. Site Manager Inc. 4 9/27/2014

  5. The Management Process (Five Forms that Capture All Issues) Project Question or Issue External Changes From Project Internal Changes From Project Request For Info Form Completed (RFI) Change In Scope, Cost, or Schedule Project Variance (VN Form) Yes Extra Work ? Project Status Reports No Response To Project Work Authorization Form (WA) Yes Assign New Work ? No STOP Yes Recover Supplier Errors Back Charge Form (BCN) No STOP Yes Resolve Design Errors Non-Conf Form (NCR) No 5 9/27/2014 STOP

  6. ProgramOperation Project Manager

  7. The Five Forms and What To Do With Them! The User Sees Nothing But Five Forms – all data is entered onto the forms. The type and number of forms depends on the problem. A simple question resolution may require only the RFI form. While a more complex issue might require a VN form to identify extra work plus a WA form to assign the extra work and possibly a BCN form to recover supplier costs. Once entered, all data is shared so creating additional forms to solve a problem is only a matter of a few keystrokes. The RFI Form – the interface between the project and external sources – questions or tasks Suppliers Owners / Engineers NCR BCN • The VN Form– captures all change information, cost, schedules, decisions and directed actions. The VN form is the main project form and when necessary creates: • aBCN formto address supplier issues, • anWA formto document the assignment of extra work, and • anNCR formto address design evolution VN Project Manager RFI FCR NCR Site Manager Inc. 7 9/27/2014 Contractor

  8. When you logon, the Main Menu appears... This is where you create new RFIs and VNs and are directed to the other three menus – the Edit Menu – the Reports Menu – Common Table Menu Starting the Process! Site Manager Inc. 8

  9. The Forms Cover And Control All Aspects of Change! The RFI Request for Information {Created new from Main Menu or edited from the Edit Menu} The Request For Information (RFI): This form asks a question or defines a potential change in work scope related to some part of a contract. The project member logs onto PM – and the Main Menu appears. The user selects “Add A New RFI” and a new RFI opens. The user completes the form on-line. When completed click on the submit button and an email notification is sent to the project for action. The form has fields to define categories of problems and directed actions. A managers response finishes the process. When an RFI’s answer creates new work, the project manager clicks on the “Does This RFI Cause Extra Work” button on the RFI and a project variance is created and a VN form automatically opens. All data entered on the RFI form is automatically carried over to all other forms. Site Manager Inc. 9 9/27/2014

  10. The VN Form Covers And Controls All Aspects of Change! Variance In Cost Or Scope {Created new from Main Menu or edited from the Edit Menu} The VN: The variance form (VN) is created for each change. The VN form is created in one of two ways, (1) from the RFI when it causes new work, or (2) directly from the Main Menu, by selecting “Add A New VN”. The visibility of the VN form is restricted by login ID so that critical information, i.e. cost or schedule information, is available only to the manager or his designee. The VN defines who is responsible for the change, it’s estimated and final costs and whether other forms – a field change request, back charge, or non-conformance, are necessary to complete the process. The VN form has a section to assign this particular change to a specific prime contract change – thus accumulating a group of changes to periodically adjust the overall contract value. Site Manager Inc. 10 9/27/2014

  11. The second page of the VN... The second page: dedicated to assignment of the change to a contract number Assignment:A project may have many subcontracts. This section of the VN form allows the user to assign this (VN) change to a specific subcontract and specific contract line number. Contract status reports show all the changes to specific contracts. Site Manager Inc. 11 9/27/2014

  12. Access from Main Menu by selecting “Edit Forms” button The Edit Menu: Allows the user to change a form as often as needed! Editing a Form: Selecting the pull down menu for the BCN (as shown) shows all BCNs in the file. Highlighting the 125 and clicking the “Edit This BCN” button opens the desired BCN form. Users can edit a form as often as needed. User IDs:restrict access to sensitive information Site Manager Inc. 12 9/27/2014

  13. The First Sub-Form Created From The VN Form! The WA Field Change Request {Created directly from a VN form – see Edit Menu} The Work Authorization:The WA (field work order) form documents a new assignment of work. The WA is a task authorization / control form. The WA documents a final agreement between the contractor and manager to perform a specific new scope for a specific set of contract conditions – fixed price, T&M, etc. Site Manager Inc. 13 9/27/2014

  14. The Second Sub-Form Created From The VN Form! The BCN Backcharge To A Supplier {Created directly from a VN form – see Edit Menu} The Back Charge Notice:The BCN charge form is created directly from the VN form to capture costs incurred as a result of poor supplier fabrication or materials. The BCN and BCN letter are sent to the supplier by the manager notifying him of a problem that is his responsibility. The BCN letter, created automatically from the BCN form and database describes the problem. The BCN documents the negotiated supplier / Manager course of action to resolve the problem. A supplier returned BCN letter documents problem resolution and where costs will be allocated. Site Manager Inc. 14 9/27/2014

  15. The Third Sub-Form Created From The VN Form! The NCR Non-Conformance In Design Or Execution {Created directly from a VN form – see Edit Menu} The Non-Conformance form:The non-conformance form documents the impact of a design change. Usually, the NCR is associated with an installation error and the NCR requests an assessment of the deviation. Additionally, the NCR also is used to document design growth. The NCR form is completed by the manager and issued to a contractor. The NCR documents acceptance or additional work that needs to be performed to bring the work to acceptable standards. The NCR form includes a section documenting the cost / schedule impacts of the non-conformance – automatically updates the VN form. Site Manager Inc. 15 9/27/2014

  16. The Reports Menu... has three sections The RFI Reports & Logs section contains a listing of the RFI reports; the Variance Reports & Logs section contains all variance, back charge, field change request and non-conformance reports; the final section contain contract status reports {Access the Reports Menu from the Main Menu} The permission (user ID) determines what reports can be run. Contractor IDs run only RFI reports. Manager IDs run all reports • All reports are run in the same manner: • Select one of the three report categories, • Click on the pull down menu to view available reports • Highlight the report you want • Click the “Run Report” button beside the selected report category • The report will appear Site Manager Inc. 16 9/27/2014

  17. A Frequently Used Report... .. an RFI Log by Contract The RFI Log report contains every RFI within the defined RFI print range. Important items to notice are the list of associated forms, description of the problem, direction to resolve problem, and status. Site Manager Inc. 17 9/27/2014

  18. The Aging Reports Show Status The ideal daily report to see what has happened and what is outstanding Site Manager Inc. 18 9/27/2014

  19. A Work Authorization Request Log.... A key report that show all extra work awarded to all contractors Any time you want you can see the approved (and pending) contract values for any contract. Site Manager Inc. 19 9/27/2014

  20. The VN Log... ...a comprehensive status report by contract A Key Management Report:The report lists each VN, associated other forms, status of each VN, totals of cost and days open for each contractor A summary version of this report is available for quickly viewing status and targeting action Site Manager Inc. 20 9/27/2014

  21. A summary back charge report.... A quick summary report to view back charge activity – shows where action is necessary Site Manager Inc. 21 9/27/2014

  22. Common tables... Load names, addresses, titles, company names, etc. into the Common Tables. All pull down menus access this data. Use of the tables greatly speeds up completion of the forms and ensures accuracy of information {Access the Common Data Tables menu from the Main Menu} Select any one of the buttons and the associated data entry form appears Site Manager Inc. 22 9/27/2014

  23. One of the Common Tables... Like all other forms, data is entered directly onto the form – when complete just click the “Submit” button and the data is saved, and is now available for all other forms to use. Site Manager Inc. 23 9/27/2014

  24. Project Manager Site Manager Inc. 24 9/27/2014

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