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FACILITYFOCUS ExtendMAP USER GUIDE 3-1
CHAPTER 3: PROJECT MANAGEMENT Project management involves the following FacilityFocus modules:
• Contracts and Contractors (Assigns Request to a Contractor) • Work Management (Creates the Work Request) • Purchasing (Accounts Payable Menu—Captures and transfers costs.)
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Project And ConstructionManagement MAP
Estimating
Work Request
Project
Contractor
Contractor Ratings
Service ContractInvoiceTemplate
Service ContractInvoice
Service ContractInvoice Generator
Change Statusto Release
Invoice
WorkManagement
Module
Contracts AndContractors
Module
PurchasingModule
Service Contract
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PROJECT DEFINITIONS The Project Definitions screen keeps track of the multiple work requests that constitute a larger project such as a construction project. This screen is used to roll up costs for all associated Work Requests and plan all work in advance while awaiting approval of funding. To access the Project Definitions screen, select these menu items:
Work Management Module / Work Management / Entry / Project
Information for completing the Project screen can be found in the FacilityFocus User Guide Volume I, Chapter 3.
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Project Definitions Screen
Field Explanation Enforce Project Distribution?
A check in this box indicates that system will enforce the account distribution set up for the project. When a Work Request is assigned to a project via the Work Request Entry or Project Entry Screen, if the Project Distribution is being enforced, the system will “expire” all work request/phase distributions that do not match the project distribution and insert the project distribution.
Enforce Contracts
If this checkbox is checked and contracts are defined in the Project/Contract Association window, if this project is selected on the Work Request Header, only the contracts on this list will be displayed for selection.
Opens a window that allows you to view or create a list of contractors and descriptions for the project.
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WORK REQUEST ENTRY Using work request entry you can document work orders by performing the following tasks: • describing the nature of the work • assigning the shop(s) responsible for resolution • indicating the account(s) used to finance the work requested • dividing the work into phases (all work requests have at least one assigned
phase.) To access the Work Request Entry screen, select these menu items:
Work Management Module / Work Management / Entry / Work Request / Entry
Information for completing the Work Request Entry screen can be found in the FacilityFocus- User Guide Volume I, Chapter 3.
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Work Request Screen
Field Explanation Contract
If, on the Project Entry screen, the Enforce Contracts checkbox is checked and contracts are defined in the Project/Contract Association window, if the project is then selected on the Work Request Header, only the contracts on the Project/Contract Association list will be displayed for selection. If no project is selected in the header, any contract not set to enforce the project relationship can be selected. If no contracts are set to enforce the project relationship, when you zooms the Contractor field on the Work Request Phase detail section, the system assures that the Contractor services match the Work Request Type, Category and Work Code selected on the Work Request Screen and filters the list accordingly.
The contract can be entered before the contractor and address code. If this is done, the contractor and address code backfill from the contract and become non-editable fields (although the contract remains editable). Both Contractor and Contract field are filtered so that a contractor with non-matching services (or no services defined) cannot be selected.
The system allows selection of only those contracts at an “AWARDED” or a ‘RELEASED’ status and for which the work request entry date is prior to the contract expire date.
When the contract number is validated the contract detail is tested for the presence of records. If records for the contract do not exist, any valid contract can be saved. If detail records do exist, only contracts where the detail region, facility, property and work code match the values of the work request/phase can be saved.
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CONTRACTORS AND CONTRACTS
The Contractor and Contracts module manages the dissemination of work orders to approved contractor/vendors based on cost and tracks acquisition of non-stock or vendor-supplied inventory. The Contract Quality Rating screen records customer comments and responses to predefined questions concerning the quality of work performed for contract services. Contractors can remotely access the Work Management Module Estimates screen to provide work estimates based on established price and labor standards.
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CONTRACTOR SCREEN Using this screen, you define contractors to FacilityFocus thus providing the Work Request Entry screen with a valid contractor code. To access the Contractors screen, select these menu items: Contracts and Contractors Module / Contracts and Contractors / Entry / Contractors
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Contractor Screen Fields
Field Explanation Contractor
Special identifier for the contractor in the form of a code.
Name
Contractor’s business name.
Contractor Type
Type of contractor you are defining. The six basic contractor types used in FacilityFocus are contractor, vendor, utility, landlord, tenant, and broker. Note that when you select the “Contractor” type for Service Contracts, the button labeled “Contracts” activates. Had you selected a Utility type, the Utility Contracts button would have activated. Had you selected a “Landlord” type, the Lease Contracts button would have activated.
Specialty
Contractor’s field of work.
Federal Tax ID
For tax purposes.
Qualified
Checkbox indicating that the Contractor is currently qualified to perform the work. Unqualified contractors cannot be associated to work requests.
Exp. Date
Expiration date of the current qualification and when the contractor has to qualify again to provide services. Must have a non-expired date in this field in order to create contracts for that contractor. Leave this field blank to qualify the contractor indefinitely.
Rating
Set your own criteria regarding the contractor. Described later in this chapter.
M/WBE
Minority and Women Business Enterprise.
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Contractor Screen Fields Field Explanation 1099 Code
Vendor 1099 code to use for tax purposes.
No. of Contracts
Number of contracts assigned to this contractor.
Address Code Address, City, Phone, State, Zip, Fax
Address codes that correspond to the various locations where the contractors maintain offices/operating locations.
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CONTRACTOR SCREEN BUTTONS
Contractor Screen Buttons Field Explanation
Displays a window that allows you to create Contract Term Codes and view and edit the contract terms. See Contractor Term Codes Window, later in this chapter.
Lists points of contact for the contractor with telephone, fax, etc. Allows you to record the contact information for each contractor address code. To enter information, the screen must be in Edit mode.
Associates services that the contractor is providing to your organization by property code. FacilityFocus, based upon the work code associated with the phase of a work request, selects a contractor and address code. See Contractor Service(s) Window later in this chapter.
Same functionality as the Service(s) button except that it provides a shortcut by only requiring region, work code and preference for the contractor located at the specified address code. See Create Service(s) Window later in this chapter.
Associates vendor parts to the contractor located at the specified address code and with parts in warehouse inventory. See Vendor Parts Window later in this chapter.
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Contractor Screen Buttons Field Explanation
Labor coefficients for a contractor at the specified address code. Up to nine coefficients can be defined (e.g., regular, overtime, holidays, hazardous, industrial, etc.).
Allows you to view the information about all contracts awarded to the selected contractor.
Opens a window that allows you to associate a defined address type, such as billing or invoicing, with an address, Phone and Fax number.
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CONTRACTOR TERM CODES WINDOW Displays a window that allows you to create Contract Term Codes and view and edit the contract terms.
Contractor Screen Term Codes Window Field Explanation Contract Term Code
Selecting this code defaults the rest of the field to the predefined terms set up that relate to this terms code.
Pay Method
Methods of payment for the invoice, such as check, cash, etc.
Pay Handling
Method of shipping and handling for the payment, such as regular handling, second-day air, FEDEX, etc.
Disc. Percent
Discount Percent listed on the invoice, if any.
Disc. Days
Discount Days listed on the invoice, if any.
Term
Term listed on the invoice, if any.
Late Payment
Penalty amount for late invoice payment.
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CONTRACTOR SERVICE(S) WINDOW Allows you to list contractor-provided services by region/ facility/ property/ work code. To enter information, the screen must be in Edit mode. For each service defined here, a matching service must be defined on the detail line of the Contract screen. If not, the Contractor and/or Contract may not appear in the zoom list for selection on the Work Request screen.
Contractor Service(s) Screen Field Explanation Region
Highest level in the locating hierarchy.
Facility
The Facility field is the second highest level in the locating hierarchy.
Property
The property field is the third highest level in the locating hierarchy (e.g., your building). Entering the property fills in the Region and Facility fields.
Work Code
Describes the type of work to perform.
Preference
Associates a preference to the contractor operating from the specified Address code. FacilityFocus automatically selects a contractor with a better preference over another as a means of choosing between two or more contractors who perform the same work at the same location.
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CREATE SERVICE(S) WINDOW Allows you to add a service provided by a contractor. To enter information, the screen must be in Edit mode.
Create Service(s) Screen Field Explanation Region, Workcode, Preference
These fields server the same function as those on the Service(s) screen. This screen provides a shortcut by requiring entry of only region, work code and preference.
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VENDOR PARTS WINDOW The window accessed by the Vend. Part(s) button is a read-only screen. It is used to view a vendor part code and its related unit of measure, issue factor and unit cost data. The part list that appears in this window is defined on the Contractor Catalog Screen (Inventory & Equipment Module / Inventory & Equipment / Entry / Contractor Catalogs).
Scrolled to right, below
Vendor Parts Window Field Explanation Vendor Part
Part number as known to the contractor.
Description
Brief description of the vendor part.
UOM
Unit of measure associated with the vendor part (e.g., liter, gallon, etc.).
Vend Cost
Unit cost of each vendor part.
Issue Fac
Quantity used by the contractor to sell the item (e.g., by the dozen, by the hundred, by the square yard, etc.).
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Vendor Parts Window Field Explanation Part
Part number defined on the Enterprise Inventory Part screen.
Pref #
Designates the order of preference for vendors of this item/ commodity.
BPO Number
Number of Blanket Purchase Order, if any, associated with this contractor.
Comm Code
Code that further defines the item. This value is relates to the value on the Material Request screen which displays items with matching Commodity Codes in order of vendor preference.
Lead Time
Average amount of time it will take this Vendor to fill an order.
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SERVICE CONTRACTS SCREEN The Service Contracts screen enables you to define and associate your contract record to a contractor. To access the Contracts screen, select these menu items: Contracts and Contractors Module / Contracts and Contractors / Entry / Service Contracts
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Contracts Screen Fields
Field Explanation Contractor
Associates a contractor with the contract. The screen allows selection of only contractors with contractor type ‘Contractor’, whose Qualified? checkbox is checked, and whose Expiration Date is not prior to today.
Address Cd.
Contractors can have several addresses which can be tracked by address code. Identifies the address code related to the contractor address you wish to appear on the header record for this contract.
Status
Describes the current state of the contract with the selected contractor. The status is defined as Open, Released, Awarded or Complete. Select from the drop-down list. The screen header is only editable when the contract is in an ‘Open’ status.
Contract No.
You can overwrite the contract number default.
Type
Type of contract, such as Service or Construction, as described by your organization.
Desc.
Description of the contract. Extra description comes up automatically when you run out of room.
Bid or Negotiated
Radio buttons indicating whether the contract is secured through bid or negotiation. Selecting Bid activates the Bid button that opens the Bid Window.
Retainage Type
Radio buttons to enable setting the “Retainage Type” field to “Dollars” or “Percentage”.
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Contracts Screen Fields Field Explanation Retainage
If Retainage Type is Dollars, the Retainage amount cannot be greater than the Contract Award amount. If Retainage Type is Percentage the Retainage amount cannot be greater than ‘100.00’ This value allows two decimal places only.
Request Date
Date the contract is requested.
Award Date
Date the contract is awarded.
From and To Dates
Contract’s effective date range. Date From is a required field. When the record is saved, the system validates that the contract expiration date (Date to) is prior to or equal to the Expiration Date on the Contractor screen.
Est. Amt.
Estimated amount of the contract.
Phase Act.
Actual amount invoiced by the contractor.
Award Amt.
Amount awarded to the contractor for the contract.
Mod. Amt
Modified amount as determined by a Change Order. See the description for the Change Orders button, later in this chapter.
Region Facility Property
Locating hierarchy for the contracted work. If this hierarchy is properly defined in System Administration, entering the property automatically fills the Region and Facility fields.
Work Code
Type of work to be performed.
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Contract Screen Buttons
Field Explanation
Maintains account codes, payment details and originating company data. See Contract Screen More Window later in this chapter.
Maintains list of contractors who submitted bids on the contract defined on the main screen.
Records points of contact.
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Contract Screen Buttons Field Explanation
Records changes to the contract. Use this window to select Work Request and Phase records entered into the system to track changes to the contract defined on the main screen. Only Work Requests and Phases associated with the contract can be entered. Enter an amount and the reason for change. The Amount Description entered on this window appears in the Mod. Amt. field and is reflected in the Contract Total and Contract Balance fields on the main screen. No finance transactions are generated to the f_accountlog function.
Use this window to break the project into user-defined work elements, track costs of individual elements and track estimated/actual start and stop dates for the elements.
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Contract Screen Buttons Field Explanation
Allows you to view the progress of a project graphically. This graph reflects the user-defined work elements maintained in the Progress Schedule window described above.
To use templates, click this button while in edit mode. The window displayed enables you to choose from previously developed contract templates created in the System Utilities Module during setup.
Displays a history of status codes associated with the contract record.
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Contract Screen Buttons Field Explanation
Opens the Work Requests window that allows you to view work requests associated with the contract. The Contractor must be selected on the Work Request screen in order for the Work Request to be listed here.
Displays the “Contract” Account Distribution. Contract number, region, facility, property and work code must appear on the main Contracts screen to enter account distribution sub codes. See Contract Screen Distribution Window later in this chapter.
Copies into this contract the services previously defined on the Contractor Screen Services window. This enables easy selection of a contractor to perform the services needed for Work Requests.
Opens a window that allows you to link Service Contracts with Projects. This window allows you to select Projects at an “Open” status filtered by the current Contractor.
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MORE WINDOW The More window maintains accounts payable information such as markup account and contract terms data.
More Window Fields
Field Explanation Markup Acct. Sub Code
Account Code and Subcode identifying the account debited for markups.
Markup %
Percent applied to markups.
Contract Term Code
Code representing the terms applied to this contract. Contract Term Codes must be defined on the Contractor Screen Contract Term Codes window before you can select them here. When you select this code, the rest of the terms information defaults to the values originally defined for the code. These fields can be edited here if needed. For a complete description of all Terms fields, see Contractor Screen Term Codes Window, earlier in this chapter.
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CONTRACT SCREEN DISTRIBUTION WINDOW Service Contract Invoice distributions use the Contract Offset Distribution account rather than the Work Request Shop account.
Account Distribution Window Fields Field Explanation Account
Account debited for payment of the contract.
Sub Code
Classifies which account is charged.
Offset Account
Offset account credited.
Sub Code
Offset sub code that classifies the account credited.
Company
Company charged for the contract.
Department
Department charged for the contract.
OC Code
Organization charge code charged for the contract.
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Account Distribution Window Fields Field Explanation Percent/ Prec.
The Percent field appears after selecting the Actual radio button. Since multiple accounts and offset accounts can contribute to a distribution, the Percent field is used to define that contribution. In a situation where only one account and one offset account are used to define the entire distribution, the percentage would reflect 100.00. The Precedence field appears after selecting the Fixed radio button. Enter a number here (1, 2, 3 and so on) to indicate the order of the account to be charged a fixed amount.
Amount
Use this field after selecting the Fixed radio button. In the event that the cost of a particular transaction will not reflect the actual cost, the Amount field is used to define the dollar amount.
Encumber
Dollar amount that you want encumbered from the account when the contract work is requested.
Region, Facility Property
Locating Hierarchy.
If you wish to add more distributions for the item, click Edit while the cursor rests in the Encumber field and press Enter. This increments the sequence number in the top left corner. To delete a distribution, click Erase.
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CONTRACT QUALITY RATINGS SCREEN Use the Contract Quality Ratings screen to enter ratings, responses and comments regarding the quality of the contractor’s service. To access the Contract Quality Ratings screen, select these menu items: Contracts and Contractors Module / Contracts and Contractors / Entry / Contract Ratings
Contractor Quality Ratings Screen Fields
Field Explanation Response
Response to each of the rating criteria. Possible responses could be immediate, slow, good, fair and so forth.
Date
Date of the quality rating.
Entry Clerk
Name of the person recording the results.
Comments
Additional comments about the quality rating of the contract.
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SERVICE CONTRACT INVOICES Service Contract invoicing involves three screens:
• Service Contract Invoice Entry Screen • Service Contract Invoice Template Screen • Service Contract Invoice Generator
SERVICE CONTRACT INVOICE ENTRY SCREEN Use this screen to set up invoice records presented to your organization for payment. These invoice records reference previously created Work Request Phase records associated with a contractor. When an invoice is created, the system will check to make sure the contract has not expired by comparing today’s date with the Date To field on the Contract Screen. Transactions written to the fund table include the cost of the service contract payment plus the percentage markup defined in the contract. The offset account transaction generated into the fund table also includes the percentage markup. A second pair of transactions are written to the fund table that debits the amount of the markup from the offset account used in the first set of transactions and credits the overhead account. The contract overhead offset subcode is also used in the distribution. The total AP payment cost including the markup is used to update the work request phase materials costs. To access the Service Contract Invoice Entry screen, select these menu items: Purchasing Module / Purchasing / Entry / Accounts Payable / Service Contract Invoice / Service Contract Invoice Entry
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Detail line scrolled to right
Service Contract Invoice Entry Screen Fields Field Explanation Invoice No.
From the hard copy invoice being entered in the system. The system requires that the combination of Contractor Code and Invoice Number must be unique.
Invoice Date
Date of the invoice.
Template
Template (if any) you are using to default the values on the entry screen. (See Service Contract Invoice Template Screen, later in this chapter.)
Contract No.
Number of the contract associated with this invoice. The system only allow selection of contracts at an Awarded or Released status.
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Service Contract Invoice Entry Screen Fields Field Explanation Status
Status of the contract associated with this invoice. To release the contract, change the status to Released.
Contractor
Contractor associated with the invoice. The system requires that the combination of Contractor Code and Invoice Number must be unique.
Address Code
Address code associated with Accounts Payable activity for this contractor. Contractor Address Codes and Address Types are associated via the Contractor Screen which defines physical addresses by types, such as billing, invoicing, and so forth. The address code that appears on this screen is the one associated with invoicing by the Address Type.
Invoice Total Non-editable fields that roll up from the line items. The system ensures that the total of invoiced amounts plus the current invoice is less than or equal to the award amount plus modifications less Retainage amount (described below.)
Summary Bill No.
Links together invoices entered separately, but paid on one summary bill. This is the number of the summary bill used to pay these invoices.
Retainage
If the associated contract is at an Awarded status the screen displays a value in the contract Retainage field. If the contract is at a Released status, no Retainage is displayed. If the Retainage type is in Dollars the system displays the dollar value. If the Retainage type is in percent (‘P’) the system calculates the Retainage amount by dividing the Award Amount by Retainage. Retainage values are set up on the Service Contract Entry screen, described earlier in this chapter.
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Service Contract Invoice Entry Screen Fields Field Explanation Auto-generated
Indicates that the Service Contract Invoice Entry Record was generated using the Service Contract Invoice Template and Generator screens (discussed later in this chapter). The system checks this checkbox automatically when the invoice is created via the Generator screen.
Work Request
Work Request with which the invoice is associated. The system limits selection of work requests to those that have a phase contract that matches the contract entered on the invoice header and a phase status of AP Ready.
Work Phase
Work request phase paid on the invoice. A Work Request displaying no phases may indicate that no phases have an A/P Ready Status. Open the Work Request Entry screen, retrieve the Work Request record, and switch to Edit mode to change the Phase Status to an A/P Ready one. Save the record and return to the Service Contract Invoice Entry screen and Zoom the Work Request field again. Phases should now display.
Description
The Description that appears is the Work Request title.
Tax Cd
Indicates tax information for the invoice.
Suppl Data
Displays additional information about the invoice.
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Service Contract Invoice Entry Screen Fields Field Explanation Auth. No
Authorization number and Authorization date relate to corresponding fields on the Work Request screen More window. If your organization requires authorization, enter an authorization number or edit the existing number, if needed.
Auth. Date
This is the authorization date.
Amount
Line item amount on the invoice. This number is carried over to the Amount field on the top half of the screen.
Tax
Tax for the line item on the invoice. This number is carried over to the Tax field on the top half of the screen, and the Total field displays the sum of the amount and tax.
Opens a window that displays and allows edit of terms of the contract presented for invoicing. Term codes have to be defined on the Contractor Screen Contract Terms window before they can be selected here. Values default to the values defined for the selected Terms code, but can be edited here. See Service Contract Invoice Entry Screen Terms Window, later in this chapter.
Opens a window that displays the status history of the invoice.
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Service Contract Invoice Entry Screen Fields Field Explanation
Opens a window that displays the transaction history of the invoice.
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SERVICE CONTRACT INVOICE ENTRY SCREEN TERMS WINDOW This window allows view and edit of terms associated with the contract for which this invoice is issued.
Service Contract Invoice Entry Screen More Window Fields Field Explanation Contract Term Code
Code representing the terms applied to this contract. Contract Term Codes must be defined on the Contractor Screen Contract Term Codes window before you can select them here. When you select this code, the rest of the terms information defaults to the values originally defined for the code. These fields can be edited here if needed. For a complete description of all Terms fields, see Contractor Screen Term Codes Window, earlier in this chapter.
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SERVICE CONTRACT INVOICE TEMPLATE SCREEN Use this screen to set up a template that can automatically fill Service Contract Invoice Entry screen fields for frequently-used invoices for contractor services. Fields on this screen and on the Terms window reflect the fields on the Service Contract Entry screen except for the scheduling fields and facilities. Once you define this template, you can indicate the template number on the Service Contract Entry screen or select it on the Service Contract Invoice Generation screen. To access the Service Contract Invoice Template screen, select these menu items: Purchasing Module / Purchasing / Entry / Accounts Payable / Service Contract Invoice / Service Contract Invoice Template
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Service Contract Invoice Template Screen Fields
Field Explanation Start Date
Includes the beginning of the effective period for generating invoices.
End Date
Includes the end of the effective period for generating invoices from this template.
Seed Date
Defines the starting point for generation of invoices.
Frequency
Defines the frequency with which recurring service invoices are generated. (Weekly, Monthly, Quarterly, Annually and so forth.)
Master Code
Allows you to associate the Invoice schedule with a pre-defined Master Schedule. Select the code for the master schedule you wish to use.
Work Request/ Phase (on detail line)
Work Request and Phase for to which this invoice is applied. Work request selection is limited to those work requests that have an associated phase where the phase contract matches the contract entered on the header and the phase status is AP Ready.
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Service Contract Invoice Template Screen Fields Field Explanation
The generate schedule button generates the invoicing schedule based upon the dates you enter in the schedule section of the template screen. The update schedule button displays a window in which you can edit the dates generated by the Generate Schedule facility.
Accesses a window that displays and allows you to select Contract Term Code, Methods of Payment and Handling for the Service Contract Invoice. For more details, see Service Contract Invoice Entry Terms Window, earlier in this chapter.
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SERVICE CONTRACT INVOICE GENERATOR Use the Service Contract Invoice Generator to generate invoice records set up using the Service Contract Invoice Template screen. When you enter a Template Code, Start Date and End Date then click the Generate button, a list of invoice transactions appears on the detail portion of the screen. The system verifies that each work request phase in the invoice template detail is at a phase status is AP Ready. If not, the system generates an error and aborts the invoice generation process. At this time you can select transactions that you wish to hold by clicking the Hold Y/N checkbox on the line item. When finished, click the Finalize button to generate the invoices. Once generated using this feature, these records become invoices, and can be released and paid as if they were entered using the Service Contract Invoice Entry screen. When the records are processed, the program lists each invoice run and tells you if generated or not. If errors occurred, the program lists them. Generated invoices are ready for release; you must make any necessary correction and generate again. To access the Service Contract Invoice Generator screen, select these menu items: Purchasing Module / Purchasing / Entry / Accounts Payable / Service Contract Invoice / Service Contract Invoice Generator
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SERVICE INVOICE ADJUSTMENT SCREEN Use this screen to correct entries made in error on the Service Contract Invoice screen. Note that on this screen, all entries must be adjusted. The screen does not calculate on the basis of the adjusted quantity, so you must manually enter the adjusting amounts as positive or negative entries. Purchasing Module / Purchasing / Entry / Accounts Payable / Service Contract Invoice / Service Contract Invoice Adjustment
Detail Line Scrolled to Right
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SERVICE INVOICE ADJUSTMENT SCREEN Field Explanation Contractor
Enter contractor.
Address Code
Enter correct address code.
Invoice No
Number attributed to the invoice from the hard copy given by the contractor.
Invoice Date
Original Invoice Date
The date should already appear.
Description
Brief description of the adjustment.
Extra Description
Explain why the adjustment is being made.
Amount
Enter positive or negative adjustment amount to the price. For example, if the Price is 100.00 and should be 60.00, enter –40.00.
Tax
Enter positive or negative adjustment amount to the tax amount.
