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SKIRE – UNIFIER

Project Information Management System


(PIMS)

MANUAL
TABLE OF CONTENT

Accessing Project Management Information System ......................................................................................................... 7


How To Navigate To A Project ........................................................................................................................................... 8
How To Set Your User Preferences ................................................................................................................................. 10
To change your password ............................................................................................................................................ 10
To proxy another user to answer your tasks ................................................................................................................ 11
To Login as a Proxy: ..................................................................................................................................................... 13
To Remove the Proxy ................................................................................................................................................... 14
Project Initiation ................................................................................................................................................................ 15
Project Information ............................................................................................................................................................ 17
CP Request....................................................................................................................................................................... 18
Project Team Assignment ................................................................................................................................................. 26
Project Cost Sheet ............................................................................................................................................................ 31
Budget Original ................................................................................................................................................................. 37
Budget Transfer ................................................................................................................................................................ 44
Funding Sheet ................................................................................................................................................................... 50
Current Budget .................................................................................................................................................................. 51
Funding Allocation Request .............................................................................................................................................. 57
Estimated Budget.............................................................................................................................................................. 60
Schedule Management ..................................................................................................................................................... 62
Design Engagement ......................................................................................................................................................... 76
Strategy Board .................................................................................................................................................................. 83
Estimating ......................................................................................................................................................................... 87
Project Estimating ......................................................................................................................................................... 87
Bid Specifications ....................................................................................................................................................... 100
Project Bid Entry ......................................................................................................................................................... 111
Schedule of Values ......................................................................................................................................................... 119
Contract Awards ............................................................................................................................................................. 121
Contract Association - Defaults ...................................................................................................................................... 124
Contract Association – Consortium/Renewal ................................................................................................................. 132
Contract Encumbrance ................................................................................................................................................... 135
Requirements Contracts ................................................................................................................................................. 142
Requirement Contracts - Task Orders ....................................................................................................................... 146
Change Order ................................................................................................................................................................. 155
Creation ...................................................................................................................................................................... 155
Initiation ...................................................................................................................................................................... 160
Estimation ................................................................................................................................................................... 161
Negotiation ................................................................................................................................................................. 165
CBA Budget ................................................................................................................................................................ 167
EAO Review – EAO Directors .................................................................................................................................... 169
EAO - Auditor ............................................................................................................................................................. 172
EAO Review - Director ............................................................................................................................................... 174
CBA Review Post EAO............................................................................................................................................... 176
ACCO Determination Entry – CBA/COTS .................................................................................................................. 177
MOCS Review ............................................................................................................................................................ 180
CBA Budget Review ................................................................................................................................................... 182
CBA Package Out/COTS Review of MOCS............................................................................................................... 184
CBA Package to Comptroller ..................................................................................................................................... 186
Change Order Registration ............................................................................................................................................. 192
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Sub-contractor Change Order ........................................................................................................................................ 193
EAO Admin ................................................................................................................................................................. 193
EAO Auditor ................................................................................................................................................................ 198
EAO Admin ................................................................................................................................................................. 202
Payment Request ........................................................................................................................................................... 205
Construction Contract Pay Request ........................................................................................................................... 205
Check Number Entry .................................................................................................................................................. 211
Payment Assignment.................................................................................................................................................. 212
Project Daily Diary .......................................................................................................................................................... 214
Action Items .................................................................................................................................................................... 217
Action Items for Meeting Minutes ................................................................................................................................... 223
Meeting Minutes.............................................................................................................................................................. 227
Submittals ....................................................................................................................................................................... 228
Transmittals .................................................................................................................................................................... 232
Technical Support ........................................................................................................................................................... 238
QA Audit Entry ............................................................................................................................................................ 238
QA Scheduler ............................................................................................................................................................. 243
Resolution Entry ......................................................................................................................................................... 245
QA Admin ................................................................................................................................................................... 247
Project Close-Outs .......................................................................................................................................................... 249
Contract Close-Outs ....................................................................................................................................................... 254
Reports ........................................................................................................................................................................... 255
Document Management - Attachments ...................................................................................................................... 256
GLOSSARY .................................................................................................................................................................... 265

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Introduction

The Project Information Management System (PIMS) is the agency’s new integrated capital project
management application built on the Skire Unifier software platform. PIMS provides fully automated
business process functions and integrated data in one Web-based application that consolidates the
processes, tasks, business workflows and data flows associated with the management of DDC’s
capital construction projects. These processes include project initiation, scheduling, budgeting,
estimating, payments, change orders, and contract management.

PIMS includes workflow functionality which will alert DDC project management staff of initiated tasks,
or processes, and the expected response or action to take. It will prompt users if a task is overdue
and remind them to take action to ensure prompt completion of business processes.

This training manual will outline the business processes and functionality of PIMS, while providing
detailed step by step instructions on how to navigate within the application and perform the tasks
associated with the project management lifecycle.

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BUSINESS MODULES & PROCESSES
COLLABORATION
 PROJECT INITIATION

INFORMATION (GENERAL)

 ESTIMATED BUDGET
 PROJECT INFORMATION

COMPANY WORKSPACE

 REQUIREMENTS CONTRACTS
 VENDOR LIST

COST FUNDING MANAGEMENT

 COST SHEET
 EXPENSE ALLOCATIONS
 FUNDING ALLOCATION REQUEST

BUDGET MANAGEMENT
 BUDGET ORIGINAL
 BUDGET TRANSFER
 CP TRACKING
 CURRENT BUDGET

ESTIMATE MANAGEMENT
 PROJECT ESTIMATE
 PROJECT BID ENTRY

CONTRACT MANAGEMENT
 CONTRACT AWARDS
 CONTRACT ENCUMBRANCE
 CHANGE ORDER
 CHANGE ORDER REGISTRATION
 CONTRACT ASSOCIATION
 CONTRACT ASSOCIATION CONSORTIUM/RENEWAL
 CONTRACT CLOSE-OUT
 SUBCONTRACTOR CHANGE ORDERS
 REQUIREMENT CONTRACTS – TASK ORDERS
 REQUIREMENT CONTRACTS – SUPPLEMENTAL TASK ORDERS

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BUSINESS MODULES & PROCESSES
DOCUMENT MANAGEMENT
 DOCUMENTS
 UN-PUBLISHED DOCUMENTS

PAYMENT MANAGEMENT
 PAY REQUEST
 CHECK NUMBER ENTRY
 CONTRACT W ITHHOLDINGS
 PAYMENT ASSIGNMENT

PROJECT MANAGEMENT
 ACTION ITEMS
 DESIGN ENGAGEMENT
 MEETING MINUTES
 PROJECT CLOSE-OUT
 PROJECT DAILY DIARY
 PROJECT TEAM ASSIGNMENT
 STRATEGY BOARD REQUEST
 SUBMITTALS
 TRANSMITTALS

REPORTS
 USER-DEFINED

SCHEDULE MANAGEMENT
 SCHEDULE SHEETS
 SCHEDULE MILESTONE ACTUAL
 SCHEDULE MILESTONE ADJUSTMENT
 SCHEDULE APPROVAL

TECH SUPPORT
 QA Site Safety

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Accessing Project Management Information System

The application is easily accessible by entering the address: http://PIMS in your browser address field, and
logging into the program with your DDC issued user id and password. Additionally, an icon “PIMS” has been
placed on the agency’s intranet page which will take you directly to the login page.

Additional assistance can be found within the PIMS application. The help function is accessible from the Help
menu located at the top of any PIMS window.

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How to Navigate To A Project

Once you have accessed the PIMS system, you will be directed to the Home screen. Some components to take
notice of are the navigation tabs at the top of the screen, the modules in the left menu section, and the list of
tasks in the middle to bottom portion of the screen. This window will give you "at a glance" reminders of
assigned tasks and their current disposition.

Navigation
tabs

Tasks list

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1. Navigate to your division tab (see screenshot below)

2. Maximize the view of projects at the bottom portion of the menu.


Division
tabs

Select this box


to maximize the
list of projects

3. Select the DDC Project ID from the list.

4. Select the appropriate module from the list to begin a business process.

Modules

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How to Set Your User Preferences
To change your password

A generic password is given to each user to log into PIMS on their first time. Users can reset their own
passwords in PIMS by selecting the Preference Link located at the top right menu of the home page. (See arrow
below).

Preferences
Link

Enter the new password in the “Password” field on the “Security” tab in the newly opened window. Enter the
new password a second time in the “Confirm password” field below it. Select “Apply “and “Ok” from the
menu at the bottom of the page.

In the section below the password entry fields, users can enter secret Password Recovery questions which the
system will ask them should they forget their passwords at login.

NOTE: If you forget your newly entered password, contact the Help Desk at 4040 to have it reset.
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To proxy another user to answer your tasks

In the event of an absence from work, PIMS allows a user to proxy their task to another user for disposition. To
proxy you must select the “Proxy” tab within the “Preferences” link.

Select the user who can act as your proxy by choosing the “Add” button. Enter the person’s name in the “Grant
Access” to field by choosing the select button to the right.

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Select the user’s name from the list in the window. Choose the “Add” button in the middle of the window.
Select “OK” from the menu at the bottom of the window.

Enter the “start” and “end” dates for the period of time that the user will proxy your tasks. Enter the “status” of
proxy request (either Active or Inactive) by click the appropriate radio button. Select “Ok” from the menu.

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To Login as a Proxy:

Once you have been assigned as a proxy, you may login to answer that user’s tasks from the “Proxy” tab
located within the “Preferences” link. Select the user’s name from the “Users’ I can act as their Proxy” field.

Select the “Proxy Login” button within the window. The program will open with your name list at the t op of
the window and a statement that you are acting on tasks on behalf of the other user.

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To Remove the Proxy

Navigate to the “Proxy” tab from the “Preferences” link at the top of the window. Select the name of the user
from the field “Users who can act as my proxy”. At this point you can do one of two things. Select the
“Remove” button to completely remove the proxy record from your window or make the record inactive to
allow for future instances where the user will act as your proxy at your preference (see second screenshot
below).

End of Section

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Project Initiation

Objective: To initiate a project in PIMS.

Role: Capital Budget Administrator, Capital Budget Director

The Capital Budget unit receives the CPI from the client agency, and will initiate the project in PIMS. The steps
to navigate the application are as follows:

CAPITAL BUDGET ADMINISTRATOR

1. From the main menu of PIMS, select the corresponding Division tab (Infrastructure or Structures).

2. Select the “Collaboration” module drill down option in the left window. Select “Task” within the drill
down.

3. Select the dropdown arrow next to the “New” menu option in the top right portion of the window.

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4. Select the “Project Initiation” option in the sub-menu of the “New” menu option.

5. The Project Initiation form will open. Complete the required fields, marked with an asterisk (*).

6. The purpose of the Shell Initiation portion of the form is to designate the division in which the project is
assigned, and the template used to set up the project to navigate through the business processes and task
specifically designed for that division. Use caution to assign the appropriate shell location and shell
template.

7. Once you are finished editing the form, select the “Finish Editing” icon at the top of the screen. You
will receive a message confirming your initiation of the project. This message will also give you the
record number for this project.

8. Close the window and navigate back to the “Task” drill down.

End of Process

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Project Information
Objective: To enter general information and data relative to the Project.

Role: CBA, Project Manager

The Project Information form is not a workflow. It functions as a repository of information related to the
project, and can be updated at any given time during the life of the project. The steps taken are as follows:

CBA OR PROJECT MANAGER


1. The CBA or Project Manager navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the “Information” module on the left side of the page.

4. Select the “General” option from the drilldown list.

5. Select the option, “Project Information” in the middle window of the page.

6. Edit the fields as necessary.

7. Select “Finish Editing”

End of Process

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CP Request

Objective: To track the CPI document from creation to approval.

Role: CBA, Administration (CFO)

An important step in the Project Management lifecycle is the approval of the Certificate to Proceed. The Capital
Budget Unit will receive the CPI (Capital Project Initiation) letter from the client agency. Approval from OMB
is required to formally transfer the budget and management of a project to DDC.

CAPITAL BUDGET ANALYST

The Capital Budget Analyst will select the “Budget Management” module from the menu located on the left of
the window.

1. Select “New” from the menu in the top of the screen and the CP Request form will open.

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2. Enter the required CP Milestone data fields marked with an asterisk (*). Make sure to enter “Yes” for
“CP Request Attached” field. Process will not proceed to the next step without making this selection.

3. Select the Workflow action “Send to CFO” to submit to Administration for disposition.

4. Select the “Send” option at the top left menu.

End of Section

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Administration - CFO

1. The next task will appear in CFO staff’s Task in-box under the Collaboration module. Open the task by
selecting the record and choosing “Open” at the top menu.

2. Accept the task by selecting the “Accept Task” button in the menu on the top of the window

3. Update the OMB approval data by entering the required data in the fields marked with an asterisk (*).

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4. Select the appropriate Workflow action “Send to CFO Entry” or “Request CBA Clarification”. If
Send to CFO Entry is selected the task will appear in CFO’s box for entry of the next set of approvals.
If “Request CBA Clarification” is selected the step will return to the Capital Budget unit for
corrections.

5. The next task will appear in the CFO staff’s Task in-box under the “Collaboration” module. Open the
task and accept it by selecting “Accept Task” at the top left menu.

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6. Update the OMB approval data by entering the required data in the fields marked with an asterisk (*).

7. Select the Workflow action “Send to CFO CP Approval”. CFO will receive the next task in their in-
box in the Collaboration module, for entry of the next set of approvals.

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8. The next task will appear in the CFO staff’s Task in-box under the “Collaboration” module. Open the
task and accept it by selecting “Accept Task” at the top left menu.

9. Update the OMB approval data by entering the required data in the fields marked with an asterisk (*).
Make sure to enter “Yes” for “CP Approval Attached” field. The process will not proceed to the next
step without making that selection.

10. Select the workflow action ”Send Approval to CBA” from the dropdown list located at the top right
hand side of the window.

11. Select the “Send” button from the menu at the top left side of the window.

End of Section

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CAPITAL BUDGET ANALYST

1. The next task “CBA CP Approval” will appear in the CBA staff’s Task in-box under the
“Collaboration” module.

2. Open the task and accept it by selecting “Accept Task” at the top left menu.

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3. CBA will enter the CP approved data in the lower portion of the form by selecting “Add”

4. Select “Detail Lines Item”.

5. Select the dropdown s to add the Funding Source, WBS Code, Last Approved Amount and a Short
Description

6. CBA will review the data collected during the business process for errors and choose the appropriate
workflow action. If “Cancel” is selected the workflow will be cancelled and removed from the Task
box. If “CP Approved” is selected the workflow will end. If “Request CFO Clarification” is selected
the task will return to CFO for disposition.

7. Select the “Send” button in the menu at the top of the window.

End of Process
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Project Team Assignment

Objective: To assign the team members of a project.

Role: Project Manager, Project/Program Director, Policy Analysis Senior Management

At the completion of the Project Initiation step, the Project Director sends a request to assign the Engineer in
Charge and Project Manager to the project. The steps taken to assign the Project Team are as follows:

PROJECT DIRECTOR

1. The Project Director navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the Project Management module on the left side of the page.

4. Select the “Project Team Assignment” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

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6. Select the names and titles of the team assigned to the project by accessing the “Add”
button on the “Standard” tab, at the bottom of the window.

7. Select “Detail Item” from the options in the sub-menu.

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8. Select the drop-down arrow next to “Title” to access the list of roles within the project.

9. Select the corresponding title as appropriate.

10. Select the button next to the “Assignee” field to open the list of employees.

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11. Select the name of the employee assigned to the title entered in the previous steps.

12. Select “Add”.

13. Select “Ok”.

14. Select “Ok”

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15. Repeat steps 6-14 until all team members have been assigned.

16. Select the “Workflow Action” “Send for Setup” from the dropdown list located at the top right hand
side of the window.

17. Select the “Send” button at the top left side of the window.

18. The message “Project Team Assignment Team xxxx has been submitted successfully” will appear. Select
“OK” to exit the screen.

End of Process
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Project Cost Sheet

Objective: To enter the project’s estimated schedule of values.

Role: Capital Budget Analyst

The Project Cost sheet provides a complete overview of the project’s financial plan and the subsequent
consumption of its budget. It is updated by the completion of business processes directly affecting account
balances, such as budget changes, change orders, and pay requests.

CAPITAL BUDGET ANALYST

1. From the Cost Manager drill-down on the left of the screen, select “Cost Sheet”.

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2. Select the ”Project Cost Sheet” file from the log in the middle window and open it by selecting “Open”
from the menu at the top of the screen or double-clicking the record.

3. Select the “Rows” button from the menu at the top of the window.

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4. Select “Add Rows” button from the menu at the top of the window.

5. Enter data in the WBS Code field by choosing the “Select” button on the side of it as required.

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6. Update the “Object Code” field by choosing the “Select” button next it as required.

7. Select the appropriate “Object Code” from the list.

8. Select “Ok” from the menu in the middle of the screen.

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9. Update the “Phase” field by choosing the “Select” button next it as required.

10. Select the appropriate “Phase” from the list

11. Select “OK” from the menu in the middle of the “Phase” page

12. Select the “OK” option on the Code window to navigate to the “Project Cost Sheet” attributes page.

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13. Update the “Status” field to Active.

14. Update the field related to the Project Codes, reporting code, and object codes.

15. Select “OK” to close the additional open windows and navigate back to the main menu page.

End of Process

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Budget Original

Objective: To enter the project’s Original Budget

Role: Capital Budget Administrator, Capital Budget Director

The Capital Budget Analyst enters the budget code data and approved amounts for the project.

CAPITAL BUDGET ADMINISTRATOR

1. The Capital Budget Administrator navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the “Budget Management” module on the left side of the page.

4. Select the “Budget Original” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

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6. Update the top portion of the “Budget Original form”.

7. On the bottom tab entitled “Standard”, select “Add”.

8. Select “Detail Line Items” in the sub-menu.

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9. Enter the WBS Code by choosing the “Select” button next to the field.

10. Select the “Fund Code” from the Fund Picker list

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11. Select the “WBS Code” by choosing the “Select” button next to the field.

12. Select the “WBS Code” from the list and choose the “Select” button at the top of the window.

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13. Enter a Short Description and Amount as required on the Budget Original Line Item sub-menu.

14. Select “OK”.

15. Repeat steps 7-15 until all Budget Items have been added to the Budget Original form.

16. Select the “Workflow Action” at the top of the window to “Send for Review”.

17. Select “Send” at the top left side of the window.

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CAPITAL BUDGET DIRECTOR
18. The task is sent to the Budget Director for review. Navigate to the “Collaboration” drilldown and
selects “Task”.

19. Open the new “Budget Original” record.

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20. Accept the task by selecting the “Accept Task” button at the top of the window.

21. Review the task by selecting the “Accept Task” button at the top of the window.

22. Choose the appropriate workflow action. To send the request back to the CBA for Revision or
Clarification, select “Send for Clarification”. To approve the Budget Original select “Approve”. To
Reject the Budget Original, select “Reject”.

23. Select “Send” to complete the Budget Original process.

End of Process
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Budget Transfer

Objective: To transfer funds from one budget code to another within the project’s Original Budget

Role: Capital Budget Administrator, Capital Budget Director

CAPITAL BUDGET ADMINISTRATOR

1. The Capital Budget Administrator navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the Budget Management module on the left side of the page.

4. Select the “Budget Transfer” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

6. Select the option, “Budget Transfer” in the middle window of the page

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7. Select the dropdown next to the “Budget Line Reference” field to link this change to the Original
budget

8. Select the “Budget Original” from the list within the open dialog box.

9. Choose the “Open” option from the menu at the top of the window.

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10. Enter the budget line transfer updates on the “Standard” tab by selecting “Add”.

11. Select “Detail Line Item” from the sub-menu.

12. Enter the “Funding Source” by choosing the “Select” button on the right of the field.

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13. Choose the appropriate funding source from the fund picker list.

14. Select “Open” from the menu at the top of the window.

15. Select the “WBS Code” by choosing the “Select” button next to the field.

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16. Select the appropriate “WBS Code” from the list in the window.

17. Select the “Select” button from the menu at the top of the window.

18. Enter the “short description” and “amount” of the budget change in the appropriate fields.

19. Select “OK” from the menu at the bottom of the window.

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20. Make adjustments in to the budget record to subtract from one line item (- negative number) and add to
another line (+ positive number), and select to offset the transfer amounts

21. Select the Workflow option “Send for Approval” from the top right hand side of the screen. The
workflow will be sent to the Budget Director.

CAPITAL BUDGET DIRECTOR


22. The Budget Director will receive the workflow in their Collaboration In-Box. Open and accept the
Budget Change task from the in-box.

23. The Budget Director will review the changes made to the Original budget. Select the appropriate
workflow action (Approve, Reject or Send for Clarification).

24. If the selection is Send for Clarification, the step will go back and forth between the Budget
Administrator and Budget Director until it is approved. If the selection is Reject or Approve, the flow
will go to the end step.

End of Process
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Funding Sheet
Objectives: To report on funding events and sources planned, approved, or allocated.

Roles: Capital Budget Administrator, Capital Budget Director


The Funding sheet provides a general overview of Project funding requests, allocations and budget changes.
The initial setup of the Funding Sheet is accomplished by the completion of the Budget Original business
process and the approval of the spawned Funding Allocation Request. Dollar amounts in the rows and columns
of the funding sheet are populated at funding approval or budget modifications.

CAPITAL BUDGET ADMINISTRATOR

1. The CBA will select the “Cost Funding Manager” module from the menu on the left side of the screen.

2. Select the “Funding Sheet” from the list in the window.

End of Process

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Current Budget

Objective: To change information pertaining to the project’s Original Budget

Role: Capital Budget Administrator, Capital Budget Director

The Current Budget is automatically spawned upon completion of the Original Budget process. It is not a
workflow. It is a repository of Current Budget data, and updates original budget line data. The status of this
form must remain as Pending until such time as the project is ready for close-out to ensure that figures are
properly calculated.

CAPITAL BUDGET ADMINISTRATOR

1. The Capital Budget Administrator navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the “Budget Management” module on the left side of the page.

4. Select the “Current Budget” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

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6. Review the top portion of the form and make sure that the Status reads “Pending”.

7. Enter changes in the standard portion of the form by selecting “Add”.

8. Select “Detail Items”.

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9. Enter the “Funding Source” by choosing the select button at the left of the field.

10. Choose the appropriate “Funding Source” from the list in the sub-window.

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11. Select the “Open” button at the top left side of the window.

12. Select the “WBS Code” by choosing the “Select” button next to the field.

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13. Choose the appropriate “WBS Code” from the list in the sub-window.

14. Select the “Open” button at the top left side of the window.

15. Enter the “Short Description” for the Line Item.

16. Enter the “Amount” of the change against the Line Item.

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17. Select the “OK” button at the bottom of the window.

18. Repeat steps 7-17 until all budget line changes are entered.

19. Select the “Finished Editing” button on the top left hand side of the screen.

End of Process

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Funding Allocation Request

Objectives

Roles: Capital Budget Administrator, Capital Budget Director

Funding Allocation Request is spawned after the Budget Original has been entered and approved. It is the
request for capital funding of a project. Approved funding allocation requests update fields in the funding
sheet.

CAPITAL BUDGET ADMINISTRATOR

1. Upon approval of the “Budget Original” business process, the CBA will receive the “Funding
Allocation” request in their “Collaboration” module’s “Task” in-box. Open the task by choosing the
“Open” button in the menu on the top of the window or double-clicking the record.

2. Accept the task by selecting the “Accept Task” on the top menu.

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3. Review the record and update the required field “Title”.

4. Choose the appropriate workflow action. To send the request back to the CBA for revision, select “Send
for Revision”. To send the Funding Allocation Request task for approval select “Approve”.

5. Send the task to the CBA Director for approval by selecting the “Send” button in the menu at the top of
the window.

CAPITAL BUDGET DIRECTOR

1. The CBA Admin will receive the task in their “Collaboration" module’s “Task” in-box. Open the task
by choosing the “Open” button in the menu on the top of the window or double-clicking the record.

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2. Accept the task by selecting the “Accept Task” on the top menu.

3. Review the record and select the appropriate workflow action. To send the request back to the CBA for
revision, select “Send for Revision”. To send the Funding Allocation Request task for approval, select
“Approve”.

End of Process
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Estimated Budget

Objectives

Roles: PM, CBA, CBA Director

Estimated Budget is a non-workflow repository of the projects current budget along with any adjustments made
to the original budget and information pertaining directly to those adjustments. When updating the Estimate
Budget the user must be certain to leave the status of the budget as “Open”. Once the budget has been changed
to “Closed” the user will be unable to make any changes or adjustments to the form.

1. From the main menu within the project, select the Information drill-down.

2. Select “General” from the sub-menu.

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3. Select “Estimate Budget” from the list in the middle of the window.

4. Select the “Status” in the middle right portion of the form.

End of Process

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Schedule Management
Objective: To develop the project’s Schedule

Role: Project Manager, Project Director

PROJECT MANAGER
1. The Project Manager will select the Schedule Manager module from the menu on the left side of the
screen.

2. Select “Schedule Sheets” from the sub-menu.

3. Select the “Copy” dropdown from the top middle of the screen.

4. Select the template option from the dropdown menu.

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A pop-up dialog box will open with a list of schedule templates pre-loaded for use by Project Management
personnel.

5. Select the appropriate template for this project.

6. Select the “Open” button at the top of the menu.

7. Enter the Project ID in the Schedule Title field marked as required (*).

8. Enter the Schedule Start date of the project in the field marked as required (*).

9. Select “Apply” and “OK” from the bottom portion of the sub-window.

The dialog box will close and you will be back at the main menu of PIMS.

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.
10. From the window select the Schedule sheet you’ve just saved.

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The schedule will appear as below.

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1. Select the activity “Milestone Project Start”, enter the project start date in the “Start” field of the
schedule and select “OK”.

(Projected date and the start date are equal. Duration equals 1.)

2. Select the “Strategy Board Determination” activity, enter the start date and duration date in the
appropriate fields and select “OK”.

(Projected date equals the start date + the duration. Duration displays the number of days
entered)

3. Select the activity “Milestone Design Start”, enter the start date in the “Start” field of the schedule
and select “OK”.

(Projected date and the start date are equal. Duration equals 1.)

4. Select the activity “Milestone Design Completion”, enter the start date in the “Start” field and select
“OK”.

(Projected date and start date are equal. Duration equals 1)

5. Select the activity “Construction Start”, enter the start date in the “Start” field and select “OK”.

(Projected date and start date are equal. Duration equals 1.)

6. Select the activity “Milestone Construction Completion”, enter the start date and select “OK”.

(Projected date and start date are equal. Duration equals 1).

7. Select the activity “Milestone Project Closeout”, enter the start date in the” Start” field and select
“OK”.

(Projected date and start date are equal. Duration equals 1).

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To Baseline a schedule, continue to next section.

8. From the main menu, select the project.

9. Select “Collaboration” from the menu on the left.


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10. Select the “Schedule Manager” module from the menu on the left of the screen.

11. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

12. Select “Edit” from the Schedule Sheets sub-menu.

13. Select “Baseline” under the “Edit” sub-menu.

14. Select the option “Baseline” and “Ok”.

15. “Finish Date” column are copied to the “Original Baseline” column.

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The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To Enter Actual Start dates for activities (Non Milestone), continue to the next step.

1. Select the “Schedule Manager” business process from the menu on the left of the screen.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the “Activity Name e.g. Milestone Strategy Board Determination A&E”.

4. In the “Activity Status” drop down select “In Progress” and select “OK”.

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(Today’s date appears in the Actual date column. Start and Finish dates for other activities are updated
if Actual start date is not equal to the original start date. Duration equals the difference between the
finish date and the start date. Projected dates for this activity equals today’s date. Projected date for
other activities equal the start date + projected duration)

5. Select “Save” on the Schedule Sheet toolbar.

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To Enter Actual Finish dates for activities (Non Milestone), continue to the next step.

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1. Select the “Schedule Manager” business process from the menus on the left of the screen.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the “Activity Name e.g. Milestone Strategy Board Determination A&E”. The activity
properties window is displayed.

4. Enter today’s date in “Finish Date” field.

(Start and Finish dates for other activities are updated if Actual Finish Date is not equal to Original
Finish date. Duration column equals the date difference between the finish date and start date.
Projected date for this activity equals today’s date. Projected date for other activities equals the start
date + projected duration).

5. In the “Activity Status” dropdown select “Complete”.

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6. Select the “Save” button on the Schedule Sheet toolbar.

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To add an activity by inserting a row, continue to step 7.

7. Select the “Schedule Manager” business process from the menu on the left.

8. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

9. Select the sheet in the log and click “Open”.

10. Select a row on the sheet. Click “Add” and then “Manual”

11. Complete the “General “tab and click “OK”.

12. Save the Schedule Sheet.

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To "Add an activity at the end of the sheet", continue to the next step.

1. Select the “Schedule Manager” business process from the menu on the left of the screen.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the sheet in the log and click “Open”.

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4. DO NOT select a row on the sheet. Click “Add” and then “Manual”

5. Complete the “General “tab and click “OK”.

6. Save the Schedule Sheet.

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To delete an activity, continue to the next step.

1. Select the “Schedule Manager” business process from the menu on the left.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the sheet in the log and click “Open”.

4. Select a row on the sheet. Click “Delete”.

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5. Select “Yes”.

6. Save the Schedule Sheet.

The Project Manager may choose to save and close the Schedule and update the additional dates at a
later time. To move an activity, continue to the next step.

1. Select the “Schedule Manager” business process from the menu on the left.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the sheet in the log and click “Open”.

4. Select a row on the sheet. Click “Edit”.

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5. Select “Cut”.

6. Highlight the row where the activity needs to be moved.

7. Click “Edit”. Click “Paste”.

8. Save the Schedule Sheet.

To “Create a Master Schedule Sheet”:

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1. Select the “Schedule Manager” business process from the menu on the left.

2. Select “Schedule Sheets” from the options sub-menu under Schedule Manager.

3. Select the sheet in the log and click “Properties” on the Schedule Log toolbar.

4. Click “Master Schedule” check box.

5. Click “Yes”

6. Click “Ok”. The Schedule Sheet appears bold in the Schedule log.

End of Process

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Design Engagement

Objective: Decision of design strategy for the project

Roles: Project Manager, Project Director, Design Engineer

At the Design Engagement step, the Project Manager creates the request and sends it to the Project Director.
The creation step involves the entry of a design start date and the completion of the design checklist for the
project. A design scope is clearly defined within this step and passed to the Project Director for review and
approval.

1. The Project Manager navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the “Project Management” module on the left side of the page.

4. Select the “Design Engagement” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

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6. Complete the required fields, marked with an asterisk (*) in the “Creation” and “Milestone Dates”
sections of the form.

7. Complete the questions listed in the “Design Checklist” section.

8. Enter the group or individual responsible for the review of the checklist items in the “To” field of the
Action details portion of the form.

9. Select “Add” to access the User/Group picker list.

10. Select “OK” to navigate back to the entry form.

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11. Select the Workflow action from the dropdown at the top right of the screen.

12. Select “Send” from the top left side of the screen.

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A message will appear which states “Design Engagement DE-XXX has been submitted successfully.

13. Select “OK”.

Project Director

1. The Project Director will receive a system generated message in their “Collaboration” in-box as
illustrated below.

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2. Select the task by double-clicking it or selecting it and hitting the “Open” button at the top of the menu.

3. Accept the task by selecting the “Accept” button at the top of the menu.

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4. The Project Director will review the Design Checklist and Design start date for accuracy.

5. Choose the appropriate workflow action. If “Clarification” is selected the task will go back to the
Project Manager for correction. If “Schedule Update” is selected the task will go to Project Director
to remind them to update the Design Start milestone date in the project schedule. This is handled under
the Schedule Management module and the Schedule Milestone Actual business process.

6. Select the “Send” button at the top left side of the window.

7. The Project Director will receive a task in their “Collaboration” in-box as illustrated below.

8. Select the task by double-clicking it or selecting it and hitting the “Open” button at the top of the menu.

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9. Accept the task by selecting the “Accept” button at the top of the menu.

10. Review the record and select the workflow action “Completion” to end the business process.

11. Select “Send” from the menu at the top left portion of the window.

End of Process

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Strategy Board

Objective: Decision of Procurement Strategy for the Project

Roles: Project Manager, Project/Program Director, Strategy Board, Strategy Board Scheduler

The Strategy Board consists of the Project/Program Director, Project Manager, Design Liaison, and Assistant
Commissioner who meet to determine the contract procurement approach for a project. The Project Manager
will initiate the Strategy business process. Each member will receive a task in their collaboration inbox,
requesting their vote on the procurement type. The Strategy Board liaison will calendar the Strategy Board
meeting, and notify the board members of the date and time.

Project Manager

1. The Project Manager navigates to the Division tab located at the top of the page.

2. Select the Project ID from the list of projects at the bottom of the page.

3. Select the “Project Management” module on the left side of the page.

4. Select the “Strategy Board” option from the drilldown list.

5. Select “New” from the menu at the top of the window on the right of the page.

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6. The Project Manager selects the “Procurement type” from the Strategy Board flow creation screen.

7. Select the Workflow action “Send for Approval” from the top, right side of the screen.

8. Select “Send” from the top left side of the screen, and receive the message below.

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Project Director

1. The Project Director will receive the flow in their “Collaboration” in-box, and open the task by double-
clicking the task or selecting it and hitting “Open” at the top of the menu.

2. The Project Director will accept the task by hitting the “Accept” button at the top left portion of the
menu.

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3. The Project Director will accept the task by hitting the “Accept” button at the top of the menu.

4. The Project Director will review the selected procurement type and either send it back to the Project
Manager by selecting the “Send for Clarification” option or “Send to Committee” for their review.

5. If sent to the Committee, each person will agree or disagree

6. The Committee receives the task in the “Collaboration” task inbox and accepts the task.

7. Select the “Agree” or “Disagree” option, as it corresponds to the appropriate decision of the
procurement type for this project.

Once the choice is made the Strategy Board If an agreement is reached, the project continues past the Strategy
Board step. If an agreement is not reached, the step goes to the designated division liaison, who calendars a
Strategy Board meeting, attended by the entire committee.
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Estimating
Objective: To enter the project’s estimated schedule of values.

Role: Bid Admin, Bid Analysis, Design Engineer, Design Services, Project Manager, Senior Project
Manager, Project/Program Director, Policy Analysis

Estimation requires the existence of an approved budget original, which will automatically create a Funding
Allocation Request. In addition, a valid contract with items is required before the Design Engineer can estimate
the cost of the project.

You can copy an estimate from one project to another. However, the Design Engineer will be responsible for
adding the budget line for each item, as the item must be linked to a specific budget line, and the budget line for
the older project may not be the same as the newer project.

Project Estimating

PROJECT MANAGER/ SENIOR PROJECT MANAGER

1. From the main menu of PIMS, select the corresponding Division tab.

2. Select the Project ID from the list of projects.

3. Select the “Estimating Management” module from the menu in the left window.

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4. Select “Project Estimate” from the drill-down menu.

5. Select “New” from the menu at the top of the window.

6. Select the workflow “Create Estimate” from the pull-down menu.

7. Select “OK”.

8. Enter data in the required fields. Enter the “Budget Reference” data by choosing the “Select” button on
the right of the field. A log with original budget records will open. Select the appropriately approved
budget record by selecting “Open” on the menu at the top of the window, or double clicking the record.
(See multiple screen shots below).

9. Select the workflow action “Create Estimate” from the dropdown menu at the top right portion of the
window.

10. Select “Send” from the top left side of the menu. The record will be sent to the Design Engineer, to
begin entry of items for the project.

End of Section
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DESIGN ENGINEER

There are currently two (2) ways to enter the scope of items for a project in PIMS.

(Option One)

1. From the main menu of PIMS, select the corresponding Division tab

2. The task will appear in the Task log in the “Collaboration” module drill-down. Select the task and
double-click to open it.

3. Select the “Accept task” button at the top of the menu.

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4. Enter items data on the Standard tab form by selecting “Add” button in the lower left portion of the
form.

5. Select “Detail Line Item” from the sub-menu.

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6. Select the” Line Item Reference” by clicking the “Select” button at the right of the field.

7. Select the appropriate Budget Line from the list in the sub-window by double clicking the record or
selecting it and choosing “Open” from the menu at the top of the screen.

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8. Select the appropriate “Item Number” by clicking the “Select” button at the right of the field.

9. The Item Pricing database window will open. You may search the database by selecting “Find” button
in the menu at the top of the window.

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10. You may search the database for items by their item number, description or unit of measure. Enter the
criteria for your search and select the Search button in the search sub-form.

11. After running the search, select the appropriate item from the list by double-clicking it or highlight it and
choose “Select” from the menu at the top of the form.

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12. Complete the remainder of the form by adding the quanties. The extended amount field will calculate
automatically.

13. “Special case codes” information can be entered by selecting the down arrow next to the field and
choosing the appropriate criteria from the list box.

14. Select “OK” from the menu at the bottom of the screen

15. Repeat steps 4-14 to enter your entire scope of items.

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Design Engineer
(Option 2)

1. To enter items faster, the Design Engineer may select the “Grid” button located in the meu at the
bottom or the form.

2. A sub-window will open that resembles an excel spreadsheet. Starting with the Line Item Reference,
double-click the field to enter data. Any required sub-windows will open from which you can make your
selections.

3. Tab to the next column to enter data.

4. Select the “Save” button from the menu at the top of the window. (Make sure to save your entries
before walking away from the record. There is no auto-save in this spreadsheet.)

5. Select the “Close Window” button from the menu at the top of the window.

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6. Select the appropriate “Workflow Action” from the drop-down at the top right portion of the window.
Note: If you are sharing responsibilities for building this scope of items with another Design Engineer,
select the “Update Scope” option, and add the name of the design group (Design 1 or Design 2) or the
individual working with this scope in the addressed “To” field in the “Action Detail” tab. The scope
will be sent to that group or individual’s “Task In-box” in the” Collaboration” drilldown. If you are
ready to get Project Manager’s Approval, select the “Workflow Action” “Send for Approval:

7. Select “Send” from the menu at the top left portion of the window.

End of Section

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Project Manager

1. The Project Manager will receive the task from the Design Engineer in their Task in-box in the
Collaboration drill-down.

2. Select the record by double-clicking it, or highlighting and selecting the “Open” button in the menu at
the top of the window.

3. Accept the task by selecting the “Accept Task” button in the menu at the top of the window.

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4. The Project Manager reviews the form and the scope of items and enters “Scope Description”,
“Bidscope Comment”, and the “Project Intent”.

5. Select the appropriate “Work Flow” action. If “Estimator Confirmation” is selected, the workflow will
be sent back to the Design Engineer for updates and/or corrections. If “Send for Approval” is selected
the workflow will be forwarded to Bid Specifications for approval.

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6. Select the “Send” button located in the menu at the top left portion of the window.

End of Section

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Bid Specifications

1. Bid Specifications Unit will receive the task in their Task in-box in the “Collaboration” drilldown.
Select the record by double-clicking it, or highlighting and selecting the “Open” button in the menu at
the top of the window

2. Accept the task by selecting the “Accept Task” button in the menu at the top of the window.

3. Bid Specifications reviews record for accuracy, and selects the appropriate “Work Flow” action. If
“Amends” is selected, the workflow will be sent back to the Design Engineer for updates and/or
corrections. If “Cancel” is selected the workflow will be cancelled and will go to the end step. If “Send
for Bid Schedule” is selected for approval.

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4. Select “Send” from the top left side of the menu

5. Bid Specifications Unit will receive the task in their Task in-box in the “Collaboration” drilldown.
Select the record by double-clicking it, or highlighting and selecting the “Open” button in the menu at
the top of the window.

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6. Accept the task by selecting the “Accept Task” button in the menu at the top of the window.

7. Review the entries in the form. If an error exists in the form, select the workflow action “Send for
clarification “to return it to the Design Engineer for clarification.

8. If the record is error free, print the Bid Schedule Report.

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9. Select the check box at the top of the form entitled “Create Bid Schedule Report”.

10. Select the Workflow Action “Bid Book Schedule Created’ from the dropdown list.

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11. Select the “Send” button from the top left portion of the window.

12. The task will appear in the Task log in the “Collaboration” module drill-down. Select the task and
double-click to open it.

13. Select the “Accept task” button at the top of the menu.

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14. The Bid Administrator will review the record for completeness, and select the workflow action “Send
for Approval” to send it to the Project/Program Manager.

15. On the Action Detail tab, enter the assigned Project/Program Manager and select the “Send” button on
the top left button.

16. The task will appear in the Project/Program Manager’s task log in the “Collaboration” drill-down.
Select the task by clicking the “Open” button or double-clicking the task in the log.

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17. Accept the task by selecting the “Accept Task” button in the menu.

18. Enter data in the required (*) fields.

19. Select the appropriate workflow action. If “Send for Bid Schedule Report” is selected, the task will
proceed to the next step in the process. If “Amend” is selected the file will route to the Bid
Administrator to make changes to the record. If “Cancel” is selected the task will be cancelled and the
record will disappear from the task box.

20. On the “Action Detail” tab, select by clicking “To” button. Enter group or name of the Bid
Administrator to receive the next task in their “Collaboration” task log.

21. Select the “Send” button in the menu at the top left of the window.

End of Section

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22. The next step in the process is to publish the Bid Schedule. The flow will appear in the Bid
Administrator’s task box in the “Collaboration” drilldown. Select the task choosing “Open” in the
menu at the top of the screen or double-clicking the file.

23. Accept the task by selecting the “Accept Task” in the top menu of the window.

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24. The form will open and allow the Bid Administrator to print the Bid Schedule Report. The required
entry on this form is the selection of the check box “Created Bid Schedule Report” located in the
directional portion of the form. The workflow option selections are “Send for Clarification”, or
“Cancel” or “Bid Book Schedule Created”.

25. The Action Detail portion of the form will allow for the selection of the assignee for the Bid Process.
Select the “To” button which will open a User/Group Picker screen shown on the right portion of the
screenshot below.

26. Select the name of the assignee in the list of users.

27. Select the “Add” button in the middle of the screen.

28. Select “OK”.

29. Select the appropriate workflow option and “Send” at the top left portion of the window.

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30. The next step in the process is to publish the Bid Schedule. The flow will appear in the Bid Director’s
task box in the “Collaboration” drilldown. Select the task choosing “Open “in the menu at the top of
the screen or double-clicking the file

31. Accept the task by selecting the “Accept Task” in the top menu of the window.

32. The Bid Director reviews the Bid for final decision.

33. Select the appropriate Workflow action.


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34. Select “Send” from menu in the top right portion of the window.

End of Section

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Project Bid Entry

1. Select the Estimate Management module from the menu in the left window.

2. Select “Project Bid Entry” from the sub-menu.

3. Select “New” from the menu in the middle portion of the window.

4. Enter the “Bidder description “information on the Bid Entry View tab.

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5. Select the workflow action “Send for Assignment”.

6. Select the “Send” button from the menu at the top of the window.

7. The message “Project Bid Entry BID-XXXXX has been submitted successfully” will appear in the
window. Select OK”

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8. The project bid entry record will appear in the Bid Administrator’s “Collaboration” task in-box for
assignment. Select the record and double-click it to open the form.

9. Accept the task by selecting the “Accept Task” button in the top menu of the window.

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10. Add the Assignee of this task by selecting the “Select” button next to the “Assignee” field in the
“Bidder Description” portion of the “Bid Entry” tab.

11. Select the name of the assignee on from the User/Groups list window.

12. Select “Add” from the menu in the middle of the window.

13. Select “OK” from the menu at the bottom of the window.

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14. Select the Assignee to send the bid entry task to by selecting the “To” button on the “Action Detail”
portion of the form.

15. Select the name of the assignee on from the User/Groups list window.

16. Select “Ok” from the menu at the bottom of the window.

17. Select the workflow action “Send for Bid Entry” from the menu at the top of the window.

18. Select “Send” from the menu.

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19. The project bid entry record will appear in the Bid Analyst’s “Collaboration” task in-box for bid entry.
Select the record and double-click it to open the form.

20. Accept the task by selecting the “Accept Task” button in the top menu of the window.

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21. Enter the contractor’s bid by selecting the Division tab in the bottom portion of the form.

22. Select “Add” in the menu at the bottom of the form.

23. Select “Detail Item” from the sub-menu at the bottom of the form.

24. Enter data in the required fields marked with an asterisk (*).

25. Select “OK”.

26. Repeat steps 22-25 until all items have been added for the contractor’s bid.

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27. Select the workflow action “Send for Approval”.

28. Select “Send” button in the menu at the top of the window.

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Schedule of Values

Objective: To create the Schedule of Values

Roles: CBA, Design Engineer

The Schedule of Values is auto-populated by the

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Contract Awards

Objective: To enter the project’s contract award data

Role: Capital Budget Analyst, Budget Director

DDC’s contract procurement process is currently initiated within the ACCOFlow application. This will not
change with the implementation of PIMS. However, ACCOFlow’s procurement data will be integrated into
PIMS for easy access and update. After the contract registration, any subsequent contract administration will
occur in PIMS.

The process is not a workflow. There are only two steps in the Contract Awards. There is a creation step and an
end step

Entering a Budget Original is required before you can enter Contract Award information.

1. Select the Division tab of the project

2. Select the Project ID from the list in the middle window.

3. Select the “Contract Management” module.

4. Select “Contract Awards” from the drill-down.

5. Select “New” from the menu at the top of the screen.

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6. Select the “Contract” option from the workflow window.

7. Select “OK”

8. Enter the required contract milestone data as directed.

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9. Select the workflow action “Send to Director for Approval”.

10. Select “Send” from the top left hand side of the window.

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Contract Association - Defaults

Objective: To create new contracts which replace Defaulted contracts.

Role: Deputy Acco

Contracts which replace the original contract in case of Defaults will be initiated in PIMS. Elements of the
contract data for the old contract will be moved to that of the newer contract. The original payment data will be
copied to the new contract to preserve the history of contractor payments and to protect data integrity. All
remaining balances for contract totals and financial data will reside within the newer contract.

1. Select the Division tab of the project

2. Select the Project ID from the list in the middle window.

3. Select “Contract Management” module

4. Select “Contract Association”

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5. Select “New”.

6. Enter required data (*) – Contract, Contract Status, New Registration No, New Contract Status, Status
Reason, New PIN, Original Budget #, New Vendor.

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7. When entering the Contract choose the “Select” button on the right of the field and a sub-window will
open with a list of contract to associate to this new contract.

8. When entering the Budget Original choose the “Select” button on the right of the field and a sub-
window will open with a list of Budget Original records.

9. Choose the approved record by either selecting “Open” in the menu at the top of the window or double-
clicking the record.

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10. Select the workflow action “Approved” from the dropdown.

11. Select “Send” from the menu at the top of the form.

A message will appear “Contract Association CONR-xxxx has been submitted successfully”
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12. PIMS will auto spawn the Contract Awards business process which you will use to update contract
information. Select “Contract” from the workflow drop-down menu.

13. The Contract Awards business process will open to allow updates of the contracts milestone dates.
Update the data fields.

14. Select the workflow action “Send for Director Approval”.

15. Select “Send” from the top menu.

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16. The next step “Director Approval” will appear in the Deputy Acco’s “Collaboration” module’s
“Task” in-box. Choose the record by either selecting “Open” in the menu at the top of the window or
double-clicking the record.

17. Accept the task by selecting the “Accept Task” button at the top menu in the window.

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18. Update the necessary data fields.

19. Select the workflow action “Send for Director Approval”.

20. Select “Send” from the top menu.

21. In the Director’s “Collaboration” module’s “Task” in-box the “Director Approval step” appears.
Choose the record by either selecting “Open” in the menu at the top of the window or double-clicking
the record.

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22. Accept the task by selecting the “Accept Task” button at the top menu in the window.

23. Review and update fields in the form as required.

24. Select the workflow action “Approved” or “Clarification” as appropriate.

25. Select the “Send” button on the top menu. The business process ends here.

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Contract Association – Consortium/Renewal

Objective: To create contracts with special statuses. (E.g. Consortiums and Renewals)

Role: Deputy Acco

The major difference between the Contract Association and Contract Association Consortium/Renewal business
processes is that in the latter, the newly created contract is a separate record from any current contracts; and
therefore does not require duplication of payment and financial records. There is a child/parent relationship in
Consortium contracts. Payments on a consortium contract are handled in the child contract. Renewals are
handled as completely new, and therefore payments are managed on a strictly one to one basis.

1. Select the Division tab of the project

2. Select the Project ID from the list in the middle window.

3. Select “Contract Management” module

4. Select “Contract Association Consortium”

5. Select “New”

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6. Select the appropriate workflow action from the drop-down menu.

7. Select “OK”

8. Update the required data fields marked with an asterisk (*).

When entering a renewal contract the status of the older contract must read “Closed”

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9. Enter the “Contract for Association” by choosing the “Select” button on the side of the field.

10. A sub-window will open with a list of contract awards. Select the contract for association by choosing
the “Open:” button in the menu at the top of the window or double-clicking the record.

Follow steps 9 & 10 when updating the Original Budget Reference and New Vendor fields.

11. Select the workflow action “Approval” in the drop-down menu at the top of the window.

12. Select the “Send” button at the top of the window.

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Contract Encumbrance

Objective: To enter monies encumbered against a contract

Role: Capital Budget Analyst, Budget Director

1. Select the Division tab of the project

2. Select the Project ID from the list in the middle window.

3. Select “Contract Management” module

4. Select “Contract Encumbrance”

5. Select “New”

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6. Update the required fields marked with an asterisk (*).

7. Enter the “Contract Reference” by choosing the “Select” button on the side of the field.

8. A sub-window will open with a list of contract awards. Select the contract by choosing the “Open”
button in the menu at the top of the window or double-clicking the record.

Repeat steps 7 & 8 to update the “Budget Line Reference” field.


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9. Enter “Detail Line Item” information in the Standard tab of the entry screen by selecting “Add”

10. Select “Detail Line Item” option from the menu.

11. Update the required field “Line Item Reference” by choosing the “Select” button on the side of the
field.

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12. From the new sub-window select the “Budget Original” from the list by selecting “Open” or by
double-clicking the record.

13. Enter the “Amount” in the sub-window.

14. Select “OK”.

Repeat steps 9-15 until all Detail Line Items are entered.

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15. Select the workflow action “Send for Review”.

16. Select the “Send” button in the top menu.

A message will appear stating “Contract Encumbrance uceli-xxxx has been submitted successfully.”

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17. The Registration Review step will appear in the CBA Director’s in-box. Navigate to the
“Collaboration” “Task” In-box.

18. Select the Contract Encumbrance record by selecting “Open” from the top menu or double-clicking the
record in the window.

19. Accept the task by selecting “Accept Task” button on the menu at the top of the window.

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20. Update the required fields marked with an Asterisk (*)

21. Review the record and select the appropriate workflow action. If “Send for clarification” is selected the
task will return to the CBA for correction. If “Cancel Request” is selected the task will be cancelled
and the record will disappear from the task box. If “Approve” is selected the task will be approved and
the business process will end.

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Requirements Contracts

Objective: Processing requirements contracts/blanket purchase orders

Roles – ACCO, Project Manager, Contract Administrators

Requirement contracts reside at the DDC Program level of PIMS. The form creates a contract record. Task
orders and Supplemental Task Orders are entered in the Requirements contracts business process under the
program manager’s module within the projects shell. To access the log of requirements contracts you must
select the Company logs module.

1. Navigate to the “DDC Programs” tab located in the menu on the top of the window.

2. Select the “Collaboration” module.

3. Select “Tasks”.

4. Select “New”

5. Select “Requirements Contract” option in the menu.

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6. Enter data in required fields marked with asterisk (*)

7. Add line item data by selecting the “Add” button on the menu at the bottom of the “Line Item List” tab.

8. Select “Detail Line Item” from the sub-menu.

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9. Enter the “Short Description” and “Amount” as required on the Line Item sub-menu.

10. Select “OK”.

11. Select the “Finish Editing” button in the menu, at the top of the window.

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12. The newly generated Requirements contract will appear in the Company logs. Navigate to the contract
by choosing “Company Logs” module in the menu on the left.

13. Select “Requirements Contract” from the sub-menu below.

14. Select appropriate contract from the list in the log, and double click the record to open it.

15. You have the option of editing the file, or looking at the summary sheet for the requirement contract.
Select the “Summary Sheet” button in the top menu of the window.

16. View the summary of Line Items for this requirement contract.

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Requirement Contracts - Task Orders

Contract Administrators

1. Navigate to the project you will enter the Task Order against by selecting appropriate the division tab.

2. Select the DDC Project ID from the list at the bottom of the screen.

3. Select the “Project Management” module from the list in the menu on the left side of the window.

4. Select “Requirement Contract – Task Order” from the sub-menu.

5. Select “New” from the menu at the top of the window.

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6. Enter the “Reference BPO” by choosing the “Select” button on the right side of the field.

7. Select the Requirement Contract from the list and choose the “Open” button at the top of menu or by
double-clicking the registration.

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8. Select “Add” from the menu at the bottom of the screen to add a list of line items associated with this
task order.

9. Select “Detail Line Item” from the sub-menu.

10. Enter the “Reference BPO Line Item” by choosing the “Select” button next to the field.

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11. Select the Requirement Contract Line Item from the list by choosing the “Open” button in the menu
at the top of the window, or double-clicking the file name.

12. Enter the “WBS Code” by choosing the “Select” button next to the field.

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13. Select the “WBS Code” by highlighting the record and choosing the “Select” button from the menu at
the top of the window or double-clicking the record.

14. Enter data in all required field marked with an asterisk (*)

15. Select “OK” at the bottom of the window.

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16. Select the workflow action “Send for Review” to forward the task to the Project Director.

17. Select “Send” from the menu at the top of the window.

18. A message will appear stating “Requirement Contract – Task Order RCTASK-xxxx has been submitted
successfully.” Select “OK”.

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Project Director

1. The Project Director will receive the task in the Collaboration In-box. Select the file to open by choosing
the “Open” button in the menu at the top of the window or double-clicking the record.

2. Accept the task by choosing the “Accept Task” button in the menu at the top of the window.

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3. Review the record for any necessary corrections.

4. Select the appropriate workflow from the menu at the top right side of the window.

If the selection is Send for Clarification, the step will go back and forth between the Contract
Administrator and Project Director until it is approved or rejected. If the selection is "Reject" or
"Approve" the flow will go to the end step.

5. Select “Send” from the menu at the top left side of the window.

6. The Project Director will receive the task in the Collaboration In-box. Select the file to open by choosing
the “Open” button in the menu at the top of the window or double-clicking the record.

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7. Accept the task by selecting the “Accept Task” button in the menu at the top of the window.

8. Review the record.

9. Select the workflow action “Acknowledge” from the menu at the top right side of the window.

10. Select “Send” from the menu at the top left side of the window.

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Change Order

Objective: To submit a change to a project’s scope or, budget through the change order process.

Role: Capital Budget Analyst, Change Order Tracking Unit, Engineering Audit, Project Manager

To process a Change order in PIMS the project must have a budget in place to which the change order can add
values. In addition it requires an awarded contract.

Creation

1. From the main menu of PIMS, the Project Manager will select the corresponding Division tab.

2. Select and double click the DDC Project ID from the list located on the bottom portion of the screen.

3. Select the “Contract Management” module.

4. Select “Change Order” from the drill down in the left window.

5. Select “New” within the menu at the top of the window.

6. Select “Change Order” from the drop down menu in the middle portion of the window.

7. Select “OK”

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8. Enter the required data in the fields marked with an asterisk (*).

You must enter the Reference Commit (Contract award) to link the contract, the project and the change
order.

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9. Enter the Line Details associated with this change order by selecting “Add” in Action Details portion of
the form.

10. Select “Detail Items” from the sub-menu.

11. Enter data in the required field marked with an asterisk (*).

If the items for this change order are in the existing scope of the contract enter answer the question
concerning Using existing scope line items at the top of this sub-form with a “Yes”, enter the data in the
required field and continue to step 16. If the items are not part of the existing scope of the contract please
answer “No” and continue to step 12.

12. Enter the WBS Code by selecting the “Select” button on the right of the field.

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13. Choose the appropriate WBS Code from the list.

14. Choose the “Select” button.

15. Enter the new item in the “Add New Item to SOV” portion of the form.

16. Enter the Item Quantity and Unit Cost to the Calculate Cost portion of the form.

PIMS will automatically calculate the total cost of the item.

17. Select “OK” from the menu at the bottom of the sub-window.

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18. Select the Workflow action “Send for Initiation” in the dropdown menu at the top right portion of the
entry screen.

19. Select the “Send” option from the top left portion of the entry screen.

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Initiation

20. The Analyst will then select the Change Order record from their Collaboration task in-box by choosing
the “Open” button or double clicking it in the middle of the form.

21. Accept the task by selecting the “Accept” option at the top left side of the entry screen.

22. Update the form as required. Required fields are denoted with an asterisk (*).

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23. Enter information in the required fields (Project Initiation date)

24. Select the workflow action at the top right corner of the screen and select “Send” to forward the change
order to the estimating unit.

Estimation

25. From the task drill down at the Collaboration In-box, select the highlighted change order.

26. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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27. Enter the required data (Estimator’s name) by selecting the “Select” button at the right of
the “Estimator’s Name” field.

28. Select the estimator from the list of users and select “Add” and “OK”.

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29. Enter the DDC Estimate amount and Vendor Estimate amounts in the appropriate fields.

30. Select the workflow action “Send for Director Review.

31. Select “Send” from the top left corner of the screen.

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32. From the Collaboration drill-down, within the task In-box, the Project Director will select the
highlighted change order record.

33. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

34. Review the change order record and select the workflow action “Send to COTS/CBA” from the top
right corner of the screen.

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35. Select “Send” from the top left corner of the screen.

Negotiation

36. From the Collaboration drill-down, within the task In-box, select the highlighted change order record.

37. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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38. Enter the Negotiator’s name by selecting the “Select” button from the right side of the” Negotiator’s
Name” field

39. Select the name from the users pick list

40. Select “Add” from the menu choices located at the bottom of the screen.

41. Select “OK”

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42. Enter the Negotiation dates and select “Send to CBA for Budget” workflow option at the top right
corner of the screen.

CBA Budget

43. From the Collaboration drill-down, within the task In-box, select the highlighted change order record.

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44. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

45. Enter the final authorized cost in the appropriate field (Lump Sum and/or T&M, and/or Unit Price).

46. Select the workflow option “Send to EAO Review” at the right corner of the screen. If changes are
required to the record select “Collaboration” to send the workflow back to the Project Manager for
edits.

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47. Select the “Send” option from the top left corner of the screen.

EAO Review – EAO Directors

48. From the Collaboration drill-down, within the task In-box, select the highlighted change order record.

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49. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

50. Assign the EAO Cost and Validity Auditors by selecting the “Select” button located to the right of each
field.

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51. Select the Auditors name from the User’s pick list as shown above.

52. Select “Add” from the menu in the middle of the screen.

53. Select “OK” at the bottom of the screen.

54. To send the change order to the assigned Auditor(s) “Send for Determination” If the change order
requires clarification from the CBA at this point, select the option to “Send for CBA Review”. If the
change order is invalid select “Reject”.
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55. Select “Send” from the left corner of the screen.

EAO - Auditor

56. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record.

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57. Accept the task by selecting the “Accept task” button at the top left corner of the screen

58. Enter the required data pertaining to the cost and validity findings.

59. If the change order is deemed not reasonable or invalid, please check off the appropriate reason from the
checklist on the right, and include the auditor’s response in the comments field.

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60. Select the workflow action “Post Determination” from the top right side of the screen.

61. Select “Send” from the top left side of the screen.

EAO Review - Director

62. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record.

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63. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

64. Review the Auditor’s finding in the record.

65. Select the workflow action “Send for CBA Review” from the top right side of the screen.

66. Select “Send” from the top left side of the screen.

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CBA Review Post EAO

67. From the Collaboration drill-down, within the task In-box, select the highlighted change order record.

68. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

69. Enter the Final Award Amount in the appropriate field.

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70. Select the workflow action “Send for ACCO or Registration” from the dropdown menu at the top left
of the screen. If the change order requires ACCO review it will be sent to for ACCO for determination.
If it does not meet the requirements for ACCO review it will be sent to the CBA or COTS unit for
Registration entry.

71. Select “Send” from the top left side of the screen.

ACCO Determination Entry – CBA/COTS

72. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record.

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73. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

74. Enter the required data in the fields marked with an asterisk (*).

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75. Select the appropriate workflow action. If the change order is valid select “Send for MOCS Review”
from the dropdown menu at the top left of the screen. If the change order requires additional EAO
review select “EAO Review Required”. If the change order is deemed invalid, select “Invalid”

76. Select “Send” from the top left side of the screen.

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MOCS Review

77. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record

78. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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79. Enter the required data in the fields marked with an asterisk (*).

80. Select the appropriate workflow action. If the change order is valid select “Send for Budget review”
from the dropdown menu at the top left of the screen. If the change order is deemed invalid, select
“Invalid

81. Select “Send” from the top left side of the screen.

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CBA Budget Review

82. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record.

83. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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84. CBA reviews the form for accuracy.

85. Select the workflow action “Send to COTS”.

86. Select “Send” from the top left side of the screen.

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CBA Package Out/COTS Review of MOCS

87. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order record

88. Accept the task by selecting the “Accept task” button at the top left corner of the screen

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89. COTS/CBA reviews the record for MOCS determination.

90. Select the workflow action “Send to Comptroller”.

91. Select “Send” from the top left side of the screen.

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CBA Package to Comptroller

92. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order
record.

93. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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94. Enter data in the required field marked with an asterisk (*).

95. In the lower portion of the Change Order Overrun tab, enter the change order status “Registered” in the
“Change Order Status Value” field to insure that the record is properly updated. (See screenshot
below)

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96. Select the appropriate workflow action from the dropdown list. If the change order is ready for
registration select “Send for Registration”. If the change order is invalid select “Cancel”.

97. Select “Send” from the top left side of the screen.

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98. From the “Collaboration” drill-down, within the task In-box, select the highlighted change order record

99. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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100. Update all editable fields with registration data.

101. Select the appropriate workflow action. If the change order is ready for registration select “Approved”.
If the change has an error, select “Reject” to send it back for review. If the change order is invalid,
select “Cancel”.

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102. Select “Send” from the top left side of the window.

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Change Order Registration

Objectives

Roles: CBA, CBA Director

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Sub-contractor Change Order

Objectives: To track sub-contract change order information to the point of cost and/or validity audit.

Roles: EAO Admin, EAO Cost Auditor, EAO Validity Auditor

EAO Admin

1. Navigate to the “DDC Program” tab at the top of the window.”

2. Select the “Company Log” drill-down from the left window.

3. Select “Subcontractor Change Order” from the sub-menu.

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4. Select “New” from the menu at the top of the window.

5. Link the contract to the record by hitting the “Select” button on the right of the “CM Contract number”
field.

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6. Select the appropriate contract from the list in the sub-window and double-click or select “Open” in the
top menu.

7. Enter data in the required fields marked with a red asterisk (*).

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8. Select the “Workflow Action” at the top right corner of the window.
.

9. In the middle tab of the form “Action Detail” select the Auditor to whom you wish to send this workflow
by choosing the “To” button.

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10. Select the “Auditor from the list in the sub-window.

11. Select “Add” from the menu at the middle of the window.

12. Select “OK” from the menu at the bottom of the window.

13. Select “Send” from the top left corner of the window.

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EAO Auditor

14. The EAO Auditor will receive the task in their “Collaboration Task In-box”, and double click or click
once and select “Open” from the menu at the top of the window.

15. Accept the task by selecting the “Accept Task” button at the top of the window.

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16. On the lower portion on the form select the tab entitled “EAO Validity Review”.

17. Select “Add” in the menu at the lower portion of the window.

18. Select “Detail Line Item” from the sub-menu.

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19. Update the fields in the “Subcontract Change Order Line Item” form pertaining to the subcontract’s
validity.

20. Select “OK” from the menu at the bottom of the form.

21. On the lower portion on the form select the tab entitled “EAO Cost Review”.

22. Select “Add” in the menu at the lower portion of the window.

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23. Select “Detail Line Item” from the sub-menu.

24. Update the fields in the “Subcontract Change Order Line Item” form pertaining to the subcontract’s
validity.

25. Select “OK” from the menu at the bottom of the form.

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26. Select the “Workflow Action’ to post the determination of the subcontract change order.

27. Select the “Send” button to send the determination to EAO Admin.

EAO Admin

28. EAO Admin will receive the task in their “Collaboration Task In-box”, and double click or click once
and select open from the menu at the top of the window

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29. Accept the task by selecting the “Accept Task” button at the top of the window

30. EAO Admin will review the record for errors. If any are found they can update the record themselves or
choose the “Resubmit” option from the “Workflow Action” to send the record back to the EAO
Auditor for changes. If no errors are found EAO Admin will “Approve” the subcontractor change order
by selecting the “Approve” option from the Workflow Action” dropdown.

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31. Select “Send” from the top left corner of the window to end the workflow.

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Payment Request

Objectives

Roles: Project Manager, CFO Accounting, CFO Auditing, EAO, Vendor Relations

There are different workflows for consultant versus construction contract payments. The first few steps are
identical. The consultant payment bypasses the initial CFO Accounting step to go directly to EAO for
disposition and processing.

Construction Contract Pay Request

1. From the main menu of PIMS, the Project Manager will select the corresponding Division tab

2. Select the corresponding Division tab.

3. Select the Project ID from the list of projects.

4. Select the “Payment Management” from the list of modules on the left of the window.

5. Select “Pay Request” from the drill-down on the left.

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6. Select “New” from the menu at the top of the window.

7. Enter the required (*) fields on the creation tab of the form (See multiple screenshots below). The
“Contract reference” field requires you to double click on the “Select” button next to it which will
open the sub-menu seen below.

8. Select the appropriate contract awards data within the log by either selecting “Open” in the top menu or
simply double clicking the record.

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9. Select the workflow action “Submit for SOV Creation”.

10. Select “Send” from the menu at the top of the window.

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The message “Pay Request PR-xxxxxxxx has been submitted successfully” will appear in the window.

29. Select “OK”.

30. The Payment Request record will appear in the CFO Analysts Collaboration In-Box. Select the file and
open it by choosing “Open” from the top menu or double-clicking the record.

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31. Accept the task by selecting the “Accept Task” button at the top of the window.

32. Create the Schedule of Values (SOV) for this payment by selecting the URL link in the top portion of
the form.

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Check Number Entry

Objectives

Roles: Vendor Relations

Check Number Entry is a task handled by Vendor Relations. It is not a workflow process. It is simply a
repository for information concerning the payment’s check number.

1. From the main menu of PIMS, the Vendor Relations analyst will select the corresponding Division tab

2. Select the corresponding Division tab.

3. Select the Project ID from the list of projects.

4. Select the “Payment Management” from the list of modules on the left of the window.

5. Select “Check Number Entry” from the drill-down on the left.

6. Select “New” from the menu at the top of the window.

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Payment Assignment

Objectives

Roles, CFO Auditing,

As with Check Number Entry, Payment Assignment is not a workflow. It is a form which houses data related to
assigned payments.

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Project Daily Diary
Objective:

Roles: Project Manager, Construction Project Manager, Resident Engineer

1. From the “Project Management” module select the “Project Daily Diary” business process.

2. Select “New”.

3. Update the required fields marked with an asterisk (*).

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To enter items for payment purposes:

4. Select the “Item Usage” tab on lower portion of the form.

5. Select the “Add’ button at the bottom of the form.

6. Select the “Detail Line” option in the sub-menu form.

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7. Update the required fields (*) in the Line Item form.

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Action Items
Objective: To request specific actions from team members.

Role: All User Groups

1. From the “Project Management” module select the “Action Items” business process.

2. Select “New”.

3. Update the required fields marked with an asterisk (*).

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4. Enter the “Assignee” by choosing the “Select” button on the right side of the “Assignee” field.

5. Select the name of the assignee from the list of users in the “User Picker” screen.

6. Select the “Add” button from the menu in the middle of the screen.

7. Select the “OK” button at the bottom of the screen.

8. Enter the “Requested Task” and any additional information.

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9. Select the “Workflow Action” from the top right corner of the menu.

10. In the “Action Detail” portion of the screen, select the user(s) who should receive and approve this
workflow by choosing the “To” dropdown on the left side field.

11. Select the users name in the “User Pick List”.

12. Select “Add” from the menu in the middle of the screen.

13. Select “OK” from the menu at the bottom of the screen.

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14. Select the Workflow Action at the top right side of screen.

15. Select “Send” from the top left right side of the screen.

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16. From the Collaboration drill-down, within the task In-box, select the highlighted “Action Item” record.

17. Accept the task by selecting the “Accept task” button at the top left corner of the screen

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18. Enter the “Resolution” in the comments field.

19. Enter the “Resolution date”

20. Select the appropriate “workflow action” from the top right corner.

21. Select “Send” from the top left corner.

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Action Items for Meeting Minutes

Objective: To request specific actions from team members in concert with the minutes of a meeting

Role: All User Groups

1. From the main menu, select “Project Management” module.

2. Select “New”.

3. Select “Action Items” from the list of business processes.

4. Enter the “Resolution Date”.

5. Enter the “Resolution” comments.

6. Select the workflow action “Send for Resolution” from the top right corner of the screen.

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7. In the “Action Detail” portion of the screen, select the user(s) who should receive and approve this
workflow by choosing the “To” dropdown on the left side field.

8. Select the users name in the “User Pick List”.

9. Select “Add” from the menu in the middle of the screen.

10. Select “OK” from the menu at the bottom of the screen

11. Select “Send” from the top left corner of the screen.

12. Select “OK” from the “Notification” message in the middle of the screen to return to the Main menu.

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13. From the Collaboration drill-down, within the task In-box, select the highlighted change order record.

14. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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15. Enter the data in the “Comment” field.

16. Select the appropriate workflow action (“Approve” or “Resubmit”). If Approve is selected the
workflow will end. If Resubmit is selected the workflow will go back to the original sender for
clarification and can be resent to the receiver.

17. Select the “Send” option from the top left side of the menu.

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Meeting Minutes

Objectives: To document and distribute meeting agendas and decisions, throughout the Project Management
process.

Roles: All Users

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Submittals

Objectives: To track the submission of required records and files throughout the Project Management process.

Roles: Project Manager, REI

1. From the Project Management drill-down, select “Submittals”.

2. Select “New”.

3. Select “Submittals” from the list of business processes.

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4. Enter the “Title” of the Submittal in the required (*) field.

5. Select the workflow action “Send for Approval” from the top right corner of the screen.

6. Select “Send” from the top left corner of the screen.

7. Select “OK” in the middle of the screen to navigate back to the main menu.

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8. From the Collaboration drill-down, within the task In-box, select the highlighted “Submittal” record.

9. Accept the task by selecting the “Accept task” button at the top left corner of the screen.

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10. Select the appropriate workflow action (“Approve”, “Send for Clarification” or “Rejected”) from the
dropdown in the top right corner of the screen. If approve is selected the workflow will end. If Send for
clarification is selected the workflow will be sent back to the originator. If reject is selected the
workflow will and end.

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Transmittals

Objectives: To facilitate the transfer and tracking of requests and information from the DDC project team to the
contractor/consultant.

Roles: Project Managers, REI

1. From the Project Management drill-down, select “Transmittals”.

2. To initiate a Transmittal, Select “New” from the options menu. The entry form will be displayed.

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3. In the General section enter the Title of the Transmittal, (* required). You may also enter a Description
and Transmittal comments in the provided spaces.

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4. Use the Attachment section to create/maintain line items on the transmittal. Click the Add button to
create a new line item record. Use the Copy, Import, Remove, etc., buttons to maintain existing line
item records.

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5. When adding a new line item record, enter relevant information in the spaces provided on the
Transmittal Line Item form. Documents can be attached electronically via the attachment link at the top
of the form. The lower half of this form provides spaces to describe hard copy attachments and include
any shipping information.

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6. To forward the transmittal for approval, select Send for Approval from the Workflow Actions menu.
The name of the designated reviewer will automatically appear in the "To" field in the Action Details
section of the form. Then click Send.

7. A notification will be displayed confirming that the transaction has been completed. Click OK.

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8. Once the completed transmittal has been sent for approval, the reviewer will receive a task (under
Transmittals) to review/approve it. Double click on the task to open it.

9. The click Accept Task to acknowledge receipt and enable it.

10. After reviewing the transmittal, the approver determines the next course of action by selecting the
appropriate Workflow Action: Approved; Send for Clarification; Rejected. Then click the Send
button. (If Approved is selected the transmittal is sent to the intended recipient and the workflow will be
completed.

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Technical Support

Objectives: To track audits and critical deviations of projects.

Roles: QA Admin, QA Auditor, QA Scheduler, Resolution Entry, Site Safety Administrator

QA Audit Entry

1. From the Tech Support drill-down in menu on the left portion of the window select “QA Site Safety
Audit”.

2. Select “New” from the menu in the top portion of the window.

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3. Update the required fields in the Schedule Audit portion of the form.

4. Select the workflow action “Audit Entry” in the right corner of the form.

5. Select “Send” from the left corner of the form.

6. The step will appear in the Auditor’s Collaboration Task drill-down. Open the task by selecting the
task and “Open” at the top of the menu or double-clicking the task in the log.

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7. Accept the task by selecting the “Accept Task” button at the top of the window.

8. Update the required fields marked with an asterisk (*) in the “Audit Entry” portion of the form.

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9. In the Deviation portion of the form select “Add”.

10. To enter the “Detail Line Item” and/or “Summary Line Item”, select the appropriate action.

11. Update the required fields marked with an asterisk (*) in the “Line Item” and/or “Summary” sub-
menu(s).

Detail Line Item

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Summary Detail Line Item

12. Select the appropriate workflow action. If “Scheduler Review” is selected the task will appear in the
Scheduler Task Log under the Collaboration module. If “Clarification” is selected it will return to Audit
Entry.

13. Select “Send” from the menu in the top left portion of the window.

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QA Scheduler

14. Navigate to the Collaboration module and the “Task” drill-down to open the Scheduler Review task.

15. Open the task by selecting “Open” from the menu at the top of the window or double-clicking the task.

16. Review the record for necessary corrections and/or points of clarification. Select the appropriate
workflow action. If “Clarification” is selected the task will return to the Audit Entry. If “Final Review”
is selected the task will appear in the QA Reviewer’s task log.

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17. Navigate to the Collaboration module and the “Task” drill-down to open the Scheduler Review task.

18. Open the task by selecting “Open” from the menu at the top of the window or double-clicking the task.

19. Accept the task by selecting the button “Accept Task” at the top of the menu.

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20. Review the record and update the required field “Requires Resolution” at the bottom of the Final
Review form.

21. Select the appropriate workflow action. If “Clarification” the task will return to the previous reviewer.
If “Send” is selected the task will appear in the Resolution Entry task log.

Resolution Entry

22. Navigate to the Collaboration module and the “Task” drill-down to open the Scheduler Review task.

23. Open the task by selecting “Open” from the menu at the top of the window or double-clicking the task.

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24. Accept the task by selecting the button “Accept Task” at the top of the menu.

25. Review the record for necessary changes. Review the deviations and add or remove “Detail Line item”
information or “Summary Line Item” information.

22. Select the appropriate workflow action. If “Clarification” is selected the task will return to the
Reviewer. If “Admin Response” is selected the task will appear in the “QA Admin” task log for their
acknowledgement.

23. Select “Send” at the top left portion of the menu.

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QA Admin

24. Navigate to the Collaboration module and the “Task” drill-down to open the Scheduler Review task.

25. Open the task by selecting “Open” from the menu at the top of the window or double-clicking the task.

26. Accept the task by selecting the button “Accept Task” at the top of the menu.

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27. Review the record for necessary change and/or clarification.

28. Select the workflow action “Approval” from the drop-down menu.

29. Select “Send” from the menu in the top left portion of the window.

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Project Close-Outs

Objectives:

Roles: Project Manager, Project/Program Director, Policy Analysis

At the completion of a project, the Project Manager will begin the process of administrative Project Close-Out.

Project Manager

1. Navigate to the “Project Management” module in the left window.

2. Select the “Project Close-Out” business process in the drill-down list.

3. Select “New” from the menu at the top of the window.

4. Select the workflow option “Project Close-Out” from the sub-menu that appears in the middle of the
window.

5. Select “OK”.

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6. Update the required check-box “No Open contract exists” located in the middle of the form.

7. Select the workflow option “Director Approval”.

8. Select “Send” in the menu at the top of the window.

9. A message will appear in the window stating “Project Close Out PRJCLSxxxx has been submitted
successfully”.

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Project Director

10. The task will appear in the Director’s Collaboration In-Box. Open the task by selecting the file and
choosing “Open” from the menu at the top of the window or double-clicking the file name.

11. Accept the task by selecting “Accept Task” button at the top of the window.

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12. Review the record for errors and enter Director’s comments in the field on the lower portion of the
Director Approval tab.

13. Select the workflow action “TPA Admin Closeout” to send it for review by Policy Analysis Unit.

14. Select “Send” to complete this step.

Performance Metrics & Analysis

15. The task will appear in Policy Analysis’ collaboration task in-box. Open the task by selecting the file
name and choosing “Open” from the menu at the top of the window, or double-clicking the file name.

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16. Accept the task by choosing “Accept Task” in the menu at the top of the window.

17. Review the project information for errors or corrections and enter any necessary comments in the TPA
comments field in the mid portion of the TPA Admin Closeout tab.

18. Select the workflow action “Close” to proceed with the Project Closeout.

19. Select “Send” from the menu at the top of the window.

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Contract Close-Outs

Objectives:

Roles: CBA, CBA Director, Project Manager, REI

After a contract has reached its Substantial Completion phase, passed the maintenance and guarantee period of
18 months, and an inspection of the project has been performed, the CBA, CBA Director, Project Manager and
REI may begin the close-out process. The contract close out business process offers the ability to document
that all task have been completed in the overall process and that the contract is ready for close-out.

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Reports

Objectives:

Roles

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Document Management - Attachments

Objectives: To attach files and documents to the Project/Contract records, and to access the PIMS manual
and/or retrieve project documents.

Roles: All Staff

As Project team members, you may attach electronic project files, and drawings within the document
management module at the project shell level. Additionally you may access the file used as a reference guide to
the functionality and navigation of PIMS, archived at the DDC Program level of the application. The PIMS
Manual details the necessary keystrokes and steps to use Document Management.

1. To attach a document directly to a project file begin by navigating to the appropriate project as shown
below:

Navigation
tabs

Tasks list

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5. Navigate to your division tab (see screenshot below)
ivision
tabs 6. Maximize the view of projects at the bottom portion of the menu.

Select this
small box to
maximize the
view of
projects for
easy retrieval.

7. Select the DDC Project ID from the list. Select this box
to maximize the
8. Select the Document Management module from the list to begin the process. list of projects

Modules

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9. Select “Documents” folder from the drill-down list

10. Select the appropriate sub-folder under the “Documents” folder in the middle window labeled “Current
Phase”.

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11. Select the “Upload” button in the menu at the top of the window.

12. Enter the appropriate document information in the fields.

13. Browse your hard drive to attach the electronic file, by hitting the “Browse” button on the right side of
the sub-window.

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14. Select the appropriate file from the list in the “Choose File” window.

15. Select the “Open” button on the lower right portion of the window.

16. Select the “OK” option at the bottom of the window.

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17. A pop-up window will summarize the status of the upload process. Select the “Close” option at the
bottom of the window.

18. The document will appear in the window under the selected folder and sub-folder. To access the file
simply double-click the file name in the right portion of the window.

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19. In the event that you place a file in a Document Management folder in error you may delete it by
navigating to the folder.

20. Select the file name in the right portion of the window.

21. Select the “Delete” button in the menu at the top of the window.

22. A dialog box will appear asking if you are sure you want to delete this file. Select the “Yes” or “No”
option as appropriate.

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To retrieve the PIMS Manual in the Document Management module:

1. Navigate to the “DDC Programs” tab at the top of the window.

2. Select the “Company Documents” folder in the drill-down menu.

2. Select the”PIMS Documents” folder in the drill-down list, in the middle portion of the window.

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3. Select the “PIMS Manual” folder in the drill-down list, in the right portion of the window.

4. To open the PIMS Manual, simply double-click the file name in right side window.

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GLOSSARY

BP (Business Process)
Budget Line Reference
Detail Line Item
Funding Sheet
Funding Source
Item Number:
Navigation Tabs
Object Code
PIMS
Project Cost Sheet
SOV (Schedule of Values)
Tasks: Steps from a business process assigned to a designated person to complete.
Umail: The e-mail system within the PIMS application. It allows you to send and receive e-mails as Outlook.
WBS (Work Breakdown Structure)
WBS Code:
Workflow Action

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