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®

Expedition 8.0
User’s Guide
© 1997 - 2002 Primavera Systems, Inc. All rights reserved.

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Printed in the United States of America.


iii

Table of Contents
Preface................................................................................................. xi
What’s New in Expedition.................................................................................. xii
Expedition Documentation ................................................................................ xvi
About This Manual .......................................................................................... xviii
Expedition Customer Support ........................................................................... xix

Part 1: Getting Started


An Introduction to Expedition............................................................3
Starting Expedition ............................................................................................... 4
The Expedition Workspace................................................................................... 5
Expedition Key Concepts ................................................................................... 11
Sample Projects .................................................................................................. 14
Roles ................................................................................................................... 15
Planning and Adding an Expedition Project...................................19
First Steps ........................................................................................................... 20
Adding a Project and Entering General Information .......................................... 21
Creating a Project Template................................................................................ 24
Setting Access Rights (Project Security)............................................................ 26
Setting Up the Company Directory .................................................................... 29
Customizing the Project Center .......................................................................... 37
Setting Up Distribution Lists .............................................................................. 39
Assigning Default Contacts ................................................................................ 42
Entering Initial Contract Information ................................................................. 43
Creating Submittal Packages and Submittals ..................................................... 45
Linking with a Primavera Schedule.................................................................... 47
Creating/Updating Primavera Activities from Expedition Activities ................. 51
iv Table of Contents

Part 2: Working with an Expedition Project


Working with Log and Document Windows ...................................57
Using Log and Document Windows ................................................................... 58
Adding, Editing, and Deleting Documents ......................................................... 61
Using the Spelling Checker................................................................................. 63
Filtering and Sorting ........................................................................................... 65
Grouping ............................................................................................................. 70
Layouts................................................................................................................ 72
Attaching Files and URLs to Documents ........................................................... 73
Viewing Expedition Attachments in Other Applications.................................... 76
Customizing Log and Document Windows .....................................77
Customizing the Project View............................................................................. 78
Customizing Column Headings and Field Labels............................................... 79
Choosing Acronyms and Titles ........................................................................... 80
Creating User-Defined Item Types...................................................................... 81
Creating and Using Custom Fields ..................................................................... 82
Setting Up Dictionaries and Preferences .........................................87
Defining Dictionaries .......................................................................................... 88
Setting Project Preferences ................................................................................. 97
Setting User Preferences ................................................................................... 108
Setting Letter Preferences ................................................................................. 113
Maintaining an Expedition Database.............................................115
Adding Serial Numbers and Users.................................................................... 116
Adding Expedition Databases........................................................................... 119
Backing Up and Restoring a Single Project...................................................... 122
Backing Up and Restoring a Stand-Alone Database ........................................ 124
Backing Up a Server Database.......................................................................... 126
Backing Up Multiple Databases at a Scheduled Time...................................... 129

Part 3: Communicating Project Information


Sending Expedition Documents to Other Users............................135
Send Mail and InBox Overview........................................................................ 136
Setting Up the InBox......................................................................................... 138
Setting Up Your E-Mail System........................................................................ 139
Configuring Expedition to Use Your E-Mail System ....................................... 143
Entering E-Mail Addresses for Contacts .......................................................... 145
Sending an Expedition Document via E-Mail .................................................. 146
Receiving an Expedition Document via E-Mail ............................................... 148
Table of Contents v

Preparing Transmittals....................................................................151
Preparing a New Transmittal ............................................................................ 152
Using Distribution Lists in Transmittals........................................................... 154
Copying a Transmittal ...................................................................................... 156
Generating Transmittals from Other Documents.............................................. 157
Delivering Transmittals .................................................................................... 159
Recording and Tracking Communications....................................163
Sending Documents to a Correspondence Log................................................. 164
Adding Correspondence Documents Manually................................................ 166
Recording Letters.............................................................................................. 168
Using Requests for Information........................................................................ 173
Sending Notices................................................................................................ 175
Sending Non-Compliance Notices ................................................................... 177
Writing Notes with Notepads ........................................................................... 179
Documenting Telephone Calls.......................................................................... 182
Recording Meeting Minutes............................................................185
Adding a Meeting ............................................................................................. 186
Producing an Agenda from the Minutes of the Last Meeting .......................... 188

Part 4: Working with Contracts, Project Costs, and Changes


Setting Up and Using the Cost Worksheet.....................................193
How Expedition Tracks Costs .......................................................................... 194
Items the Cost Worksheet Tracks ..................................................................... 195
Adding Cost Codes ........................................................................................... 197
Adding Cost Code Definitions.......................................................................... 199
Copying Cost Codes and Titles ........................................................................ 201
Distributing Costs to the Cost Worksheet......................................................... 202
Distributing Costs Using Change Management ............................................... 205
Getting the Information You Need from the Cost Worksheet .......................... 207
Managing Contracts and Purchase Orders ...................................211
Adding a Contract or Purchase Order............................................................... 212
Generating Submittals from a Contract or Purchase Order .............................. 217
Generating Materials Delivery Records from a Contract or Purchase Order ... 218
Generating Requisitions from a Contract or Purchase Order ........................... 220
Distributing Budgeted and Committed Costs to the Cost Worksheet............... 223
Reviewing Contract Status................................................................................ 225
vi Table of Contents

Using Trends.....................................................................................227
Why Use Trends? .............................................................................................. 228
Adding a Trend ................................................................................................. 229
Generating a Trend............................................................................................ 230
Manually Adjusting the Cost Worksheet .......................................................... 231
Preparing Requisitions for Payment ..............................................233
Process Overview .............................................................................................. 234
Setting Up Requisitions .................................................................................... 235
Recording Progress ........................................................................................... 242
Certifying a Requisition .................................................................................... 248
Distributing Actual Costs to the Cost Worksheet.............................................. 251
Sending a Requisition ....................................................................................... 253
Recording Invoices ...........................................................................255
Adding Invoices to a Purchase Order................................................................ 256
Distributing Actual Costs to the Cost Worksheet.............................................. 259
Copying an Invoice ........................................................................................... 261
Using Change Management ............................................................263
The Change Management Process .................................................................... 264
Setting Change Management Project Preferences ............................................ 266
Defining Reason Codes..................................................................................... 268
Initiating Change Management from Notices or Requests for Information ..... 269
Adding Change Documents in Change Management ....................................... 270
Generating Change Documents from Change Management............................. 273
Collecting from Change Management .............................................................. 279
Costing Generated Documents.......................................................................... 282
Using Multiple Rounds of Negotiations ........................................................... 283
Collecting Commitments into a Budget............................................................ 284
Adding Multiple Commitment Documents to the Estimated Phase ................. 285
Using Individual Requests and Changes........................................289
The Change Process .......................................................................................... 290
Types of Change Documents ............................................................................ 292
Adding Change Documents .............................................................................. 300
Applying Markup .............................................................................................. 303
Distributing Costs.............................................................................................. 311
Generating Change Documents ........................................................................ 313
Collecting into Proposals .................................................................................. 318
Collecting into Change Orders.......................................................................... 320
Approving Change Orders ................................................................................ 322
Creating and Tracking Issues .........................................................325
Linking Expedition Documents using Issues.................................................... 326
Using Build Issues to Link Documents to an Issue .......................................... 330
Table of Contents vii

Part 5: Logging and Tracking Information:


Tracking Drawings...........................................................................335
Drawings Overview .......................................................................................... 336
Setting Up Drawing Data.................................................................................. 339
Adding Drawing Documents ............................................................................ 340
Creating Drawing Sets ...................................................................................... 348
Adding Drawings to an Existing Set ................................................................ 366
Updating Drawings for Design Review ............................................................ 367
Managing Submittals.......................................................................371
The Submittal Process ...................................................................................... 372
Adding a Submittal ........................................................................................... 375
Adding a Submittal Package............................................................................. 376
Updating Submittals from a Package ............................................................... 378
Copying a Submittal ......................................................................................... 380
Tracking and Updating a Submittal Using Review Cycles............................... 382
Tracking Multiple Reviewers............................................................................ 386
Using Schedule Activities for Reference and to Update Submittals ................ 388
Compiling a Submittal Distribution List .......................................................... 393
Producing Transmittals from Submittals .......................................................... 395
Tracking Materials Deliveries.........................................................399
Adding Materials Delivery Records and Deliveries ......................................... 400
Adding a Materials Delivery Ticket and Posting to
Multiple Materials at Once ............................................................................... 404
Including Materials Deliveries on Requisitions................................................ 406
Using Daily Reports .........................................................................411
Preparing a Daily Report .................................................................................. 412
Reporting Resource Use ................................................................................... 414
Listing Visitors.................................................................................................. 416
Recording Materials Deliveries ........................................................................ 417
Including Schedule Activities........................................................................... 419
Adding Attachments ......................................................................................... 421
Generating Daily Reports ................................................................................. 422
Tracking Insurance Certificates .....................................................425
Adding an Insurance Certificate ....................................................................... 426
Producing Punch Lists.....................................................................429
Creating Punch Lists......................................................................................... 430
Adding Items to a Punch List ........................................................................... 431
viii Table of Contents

Part 6: Working with Expedition Reports and Forms


Printing Logs, Forms, and Reports ................................................437
Printing Overview ............................................................................................. 438
Printing a Log.................................................................................................... 439
Printing Forms................................................................................................... 441
Printing Reports ................................................................................................ 442
Printing Multiproject Reports ........................................................................... 443
Printing Dunning Letters................................................................................... 444
Customizing Expedition Reports using InfoMaker ......................445
Starting InfoMaker ............................................................................................ 446
Getting Started Basics....................................................................................... 448
Anatomy of an Expedition Report .................................................................... 450
Using InfoMaker’s Design Mode to Edit Expedition Reports .......................... 451
Organizing Information in a Report .................................................................. 454
Formatting Elements in a Report ...................................................................... 458
Previewing Reports ........................................................................................... 461
Running a Report Series and Multiproject Reports .......................................... 463
Creating Custom Reports and Forms with InfoMaker ................469
Using an Existing Expedition Report as a Template......................................... 470
Working with Tables and Columns ................................................................... 471
Adding Elements to a Report ............................................................................ 473
Using Custom Fields in Reports and Forms ..................................................... 477
Creating New Expedition Reports or Forms ..................................................... 480
Adding Retrieval Arguments to a Report.......................................................... 483

Part 7: Exchanging Expedition Data


Exchanging Expedition Data with a Primavera Schedule ...........487
Setting Up Primavera Schedules for Use with Expedition ............................... 488
Linking to Primavera Projects........................................................................... 491
Exporting Expedition Data to Create or Status Activities in
Primavera Projects ............................................................................................ 495
Assigning Activity IDs to Expedition Documents............................................ 498
Updating Expedition Documents with Schedule Dates .................................... 499
Exchanging Expedition Data with Other Applications ................501
Exporting Expedition Data to Other Applications............................................ 502
Importing Data from Other Applications.......................................................... 505
Using Expedition with PrimeContract .............................................................. 508
Exchanging Data with Mobile on a Palm/OS-Based PDA ............................... 509
Expedition Analyzer ......................................................................................... 510
Import Specifications ........................................................................................ 511
Table of Contents ix

Part 8: Appendices
Fields Expedition Exports to
Primavera Schedules........................................................................533
Update Primavera Dictionaries......................................................................... 534
Update Primavera Activities ............................................................................. 535
Update Primavera Enterprise Dictionaries ....................................................... 541
Update Primavera Enterprise Activities............................................................ 542
Expedition Environments ...............................................................547
Expedition Environment Tables........................................................................ 548
xi

Preface
Expedition is contract-control software
In this chapter designed to help you manage your projects
more easily. From submittals to change orders,
What’s New in Expedition
all the facts about your project are at your
Expedition Documentation
fingertips.
About this Manual
Expedition Customer Support This manual shows you how to plan and create
a project in Expedition and then how to
manage that project by logging and tracking
project information, using meeting minutes,
transmittals, contracts, purchase orders, requi-
sitions, change orders, and so on. In addition,
you will learn how to exchange data between
Expedition and other programs, and identify
the best methodology for tailoring the control
process to your workflow.
xii Preface

What’s New in Expedition


For more information on new This section summarizes the features that are new to Expedition versions
features, see What’s New in 7.5 and 8.0. Many powerful new features have been added since
Expedition in Help.
Expedition 7.0 to improve usability and enhance performance. Refer to
Help for more information on these new features.

■ Expedition is now available on the Internet. Expedition’s Web client


enables you to use Expedition on the World Wide Web or on an office
Intranet to access, add, edit, and delete your data via a Web browser.

The Expedition Web client is a multiuser, multiproject, Web-based


application that helps you track contacts, requests, issues, daily
reports, submittals, and submittal packages. The Web client provides
a way to store, organize, and track project information over the
Internet. It provides you with the information you need—when you
need it—via your Web browser, with the look and feel of the
Expedition Windows client. Expedition for the Web connects to and
interacts with your Expedition database via the Internet.

When you make changes to Expedition via the Web client, the
changes are sent to the database, stored, and updated in the Expedition
Windows client. Likewise, when you make changes in the Expedition
Windows client, the changes are reflected in the Web version, since
they access the same database. Because both Expedition clients are
interrelated, changes that you make in one are reflected in the other.
The relationship is shown in the following diagram:
Preface xiii

Since most companies run multiple projects simultaneously, coordi-


nation is the key to achieving overall corporate objectives. Each
project shares resources with other projects, its activities depend on
the accomplishment of activities in other projects, and its information
must be available to and shared by all participants, wherever they are
located.

For example, you can add submittals in Expedition through your Web
browser, and any other authorized user can access the submittal from
any location through another browser, or in Windows. By putting all
the project information in an easy-to-read, easy-to-review format,
Expedition helps you manage the project more effectively and more
profitably. Expedition for the Web works for any type of user,
including the project owner, general contractor, project engineers,
architects, vendors, and subcontractors.

For complete information on using Expedition on the Web, refer to


the Help included with the Expedition Web client. When you use
Expedition on the Web, simply click Help from any window, and then
navigate using the hyperlinks, or use the powerful Index and Search
features.

For details on installing Expedition for the Web, refer to the Installing
Expedition for the Web document on the Expedition CD.
■ Analyzer is now available to any user who is given access rights. No
licenses are required.
■ Expedition integrates with Palm-OS based PDAs. Mobile allows you
to use any Palm-OS compatible PDA with Expedition to extend the
reach of Expedition anywhere in the field. You can download infor-
mation from Expedition, and record information as you walk around a
job site, then upload the information back to Expedition.
■ Expedition integrates with PrimeContract. If you use PrimeContract
to perform transactions on the Web, you can use Expedition to send
and receive information to and from PrimeContract.
■ When generating multiple requests, you can now enter answers in the
Generate Changes Wizard, and the answer is automatically copied to
the generated requests.
■ Expedition automatically links the material code with the correct line
item in the Requisition Schedule of Values tab if you generate both
the Material and the Requisition from the Contract. Order of gener-
ation is not important.
xiv Preface

■ When "getting" a change order into a requisition, Expedition copies


the cost distributions to the new line item in the requisition.
Expedition will set the value of each cost distribution in the requi-
sition to zero.
■ You can place an RFI Turnaround Time object in the Workspace to
view the average turnaround time for RFIs based on criteria that you
set.
■ You can place a Submittals object in the Workspace to view a chart
showing the number of submittals by status.
■ You can generate trends from a trend.
■ To organize submittals, a new Submittal Types Dictionary allows you
to define different types in the Submittal Types dialog box. The
submittal types you define are available in the Type drop-down list
for the submittal you select in the Submittal log window as well as in
the Submittal document window.
■ If you have administrator rights, you can edit cost codes in the Cost
Worksheet log window.
■ You can combine a filter, sort, and a group, and define them as a
layout. You can then apply the layout to a log window. For example,
if you use a certain combination of a sort, filter, and/or group
repeatedly, you could create a layout in the New Layout dialog box
using any combination of the three, and apply the layout to a log
window.

A layout will appear in the same log window for all projects within a
database. If you create a layout called Layout1 for the Contracts log in
project DEMO, Layout1 will appear in the Contracts log in every
project in that database.
■ A Record Delivery Ticket Wizard is available from both the Materials
Delivery log window and the Daily Report Materials tab that enables
you to assign a material ticket to multiple materials at one time.
■ When generating a Payment Requisition from a Contract or PO that
has unit price line items and cost distributions, Expedition provides
the option of generating either a unit price Payment Requisition based
on the Contract's/PO's unit price line items, or a lump sum Payment
Requisition based on the cost distributions.
Preface xv

■ Two new Punch List dictionaries have been added: Punch List Eleva-
tions and Punch List Rooms. Using these dictionaries, you can define
elevations and rooms that can be applied to individual punch list
items.
■ You can now use the Group, Sort, and Filter features in Meeting
Minutes Business Items, Punch Lists, and Notepads.
xvi Preface

Expedition Documentation
Expedition documentation consists of the following:
■ Expedition 8.0 Installation Guide explains how to set up stand-alone
and client/server versions of Expedition and convert data from
previous versions for use in 8.0. The network or database adminis-
trator responsible for the initial installation of Expedition, ongoing
maintenance of the system and database, and general troubleshooting
should read this manual.
■ Expedition User’s Guide (this manual) shows how to manage and
monitor paperwork from initial contracts through the last change
order. All individuals who use Expedition should read this guide,
even if they are already familiar with previous versions of Expedition.
See Help for the latest ■ Expedition Help is an integrated comprehensive help system that
Expedition information. Use supplements the printed documentation. Help is available while you
it as your primary source of
information. are working in Expedition for quick access to information about
fields, commands, and dialog boxes. Help also includes step-by-step
procedures for performing each Expedition function, database table
information, and answers to common Expedition questions. The
Table of Contents provides a starting point for many major topics.
You can also use Help’s powerful Search and Index features to find
topics related to any text you enter. Click How To for a list of all
procedures contained in Help.
■ Online Documentation can be accessed by inserting the Expedition
CD-ROM in your computer’s CD-ROM drive, then clicking the
Expedition Online Documentation icon in the Primavera program
group. In addition to the Expedition 8.0 User’s Guide and Installation
Guide, the following documentation is available online:
• The Adaptive Server Anywhere 7.0 User Guide is a help system that
explains the relational database Expedition uses to store data. You
do not need to read this document unless you are interested in this
advanced feature.
• Four online manuals help you use Powerscope (the CAD viewer
included with the Expedition software): Setup Guide, User’s
Guide, Administrator’s Guide, and Reference Guide.
For the basic information you • Four online manuals help you use InfoMaker, the report writer
need to create reports and included with the Expedition software: Installation Guide, Getting
forms, see the Creating
Custom Reports and Forms Started, Connecting to Your Database, and User’s Guide.
with InfoMaker chapter, and
refer to Help. • Sample Reports, Forms, and Dunning Letters enable you to see a
sample of every report, form, and dunning letter provided with
Expedition.
Preface xvii

For a summary of some of • Technical Bulletins on the Primavera Web site provide detailed,
these questions and their technical documents generated by Expedition Customer Support
answers, see Frequently
Asked Questions in Help. to answer questions asked by users.

Several areas of Expedition are customizable, such as the


Project View, document names, log column headings, and
document field labels. The examples throughout this manual
and in the online help use the default settings shipped with
Expedition.
xviii Preface

About this Manual


Anyone who will be using Expedition to track projects should use this
manual. This includes owners, architects, designers, engineers,
construction managers, general contractors, subcontractors, administrators
responsible for setting up Expedition, and persons who will enter data in
Expedition. Whether you are an experienced user or are new to the
program, the User’s Guide contains the information you need to use
Expedition to organize all your projects successfully.

This manual is organized in eight parts:

Part Contents

Getting Started Provides an introduction to Expedition 8.0, including workflow, the


Expedition workspace, sample projects, and the initial steps required to
plan and add an Expedition project. Instructions are included for setting
access rights, entering contacts, creating distribution lists, entering initial
contract information, creating submittals, and linking with a Primavera
schedule.

Working with an Expedition Project Explains how to work with and customize Expedition log and document
windows, set up dictionaries and preferences, and maintain an
Expedition database.

Communicating Project Information Describes how to send Expedition documents to other users, prepare
transmittals, track different types of communications, and record
meeting minutes.

Working with Contracts, Project Costs, Describes how to set up the Expedition Cost Worksheet, manage
and Changes contracts and purchase orders, use trends, prepare requisitions for
payment, record invoices, use Expedition’s Change Management feature
to customize the workflow for your company’s needs, manage requests
and changes, and create and track issues.

Logging and Tracking Information Illustrates how Expedition logs and tracks important project information
such as drawings, submittals, materials, daily reports, insurance certifi-
cates, and punch lists.

Working with Expedition Reports Describes how to print logs, forms, and reports, tailor Expedition reports
and Forms using InfoMaker, and create custom reports and forms with InfoMaker.

Exchanging Expedition Data Describes how to link schedule data to Expedition, exchange Expedition
data with a Primavera schedule, and export/import data to and from
other applications.

Appendices Contains details about fields Expedition exports to Primavera schedules


and a table of Expedition environments.
Preface xix

Expedition Customer Support


If you have a question about using Expedition that you or your network
administrator cannot answer using the printed or online documentation,
call Expedition Customer Support at the times and locations listed below.

Please have your Expedition serial number ready when you call; this
number is printed on your serial number diskette. It can also be displayed
in Expedition when you choose Help, About Expedition. Expedition staff
log each call to help resolve your questions quickly.

Time
Office Zone Hours Telephone FAX Internet Address*

New Hampshire, EST 8:00-8:00 603-227-7227 603-227-7222 exptech@primavera.com


US (Mon-Fri)

London, GMT 8:30-6:30 44-20-8563-5555 44-20-8563-5533 uktech@primavera.com


England, (Mon-Fri)
UK

Kowloon, GMT + 9:00-5:30 852-2111-8299 852-2111-9477 hktech@primavera.com


Hong Kong, 8 hours (Mon-Fri)
SAR

*For 24-hour support, you can also visit Primavera’s online Knowledgebase at http://www.primavera.com/support/
knowledgebase.html

In the United States, Primavera periodically and randomly


monitors Customer Support calls to ensure that you are
receiving the highest quality support.

All Primavera products are backed by comprehensive support and


training. To request product literature, contact your local dealer, call
Primavera at 610-667-8600, or send your request via e-mail to
info@primavera.com in the United States. In the United Kingdom, call
44-208-563-5500 or e-mail your request to intlinfo@primavera.com. In
Hong Kong, call 852-2111-8288, or e-mail your request to
hkinfo@primavera.com.

Sybase databases contain calculations called stored proce-


dures. Although a Sybase database administrator has the
ability to modify these procedures, Primavera does not
recommend changing them. Modifying these procedures
voids your Expedition Customer Support agreement.
Part 1

Getting Started
In this part An Introduction to Expedition
Planning and Adding an Expedition
Project
T his part describes key concepts for using Expedition
contract-control software. An Introduction to Expedition
explains how to start Expedition and how to use the
sample projects provided with this release. It also
discusses Expedition terms and defines the different
project roles that Expedition users perform.

Planning and Adding an Expedition Project describes


how to set up your Expedition database, including the
Company Directory and distribution list, and how to
assign access rights. It also explains how to link your
Expedition project to a Primavera schedule.
3

An Introduction to Expedition
This chapter introduces the key concepts for
In this chapter using Expedition as your contract-control
software. An overview of Expedition’s
Starting Expedition
workspace is provided, along with an expla-
The Expedition Workspace
nation of the sample projects. This chapter also
Expedition Key Concepts
suggests how you can start using Expedition,
Sample Projects
depending on your role in the project process.
Roles
4 Part 1: Getting Started

Starting Expedition
From the Windows desktop, click Start, then choose Programs, Primavera,
Expedition. Type your user name and password in the Expedition Login
dialog box, then click OK.

For information about The default Expedition user name and password is EXP.
changing these defaults on a
network, see Adding Serial
Numbers and Users in
Maintaining an Expedition
Database, or Expedition
Administration Application in
Help.
An Introduction to Expedition 5

The Expedition Workspace


When you open Expedition, the following workspace appears; this is
where all Expedition tasks begin.

Title bar Project Center/Workspace (also the display Window controls


area for log and document windows)

Menu bar
Toolbar

Project
View and
admin-
istration
commands

Folders

Modules
(logs and
docu-
ments)

Projects

Templates

Status bar Items Current filter, sort and Mail, access status, and
group information schedule link indicators

The workspace is divided into four main areas: the menu and toolbar at the
top, the Project View on the left, and the Project Center on the right, which
may include any open log and document windows. A status bar containing
messages and icons that pertain to the project appears at the bottom of the
workspace.

All standard Windows rules apply to the Expedition


workspace. For example, you can resize Expedition windows
by dragging, minimizing, or maximizing them.
6 Part 1: Getting Started

For more details about each Menu bar The menu bar contains a set of drop-down menus that contain
menu command, see Menu the names of Expedition commands and, where available, shortcut key
Bar Reference in Help.
combinations that perform the same command.

The menu commands change depending on the project level selected in the
Project View:
■ If you select a project folder (such as All Projects), the available
commands apply to all projects within that folder, such as access
rights; the ability to define custom fields, cost codes, dictionaries, e-
mail mappings, and user names; and Project View names and orders.
The Tools menu contains options for copying the Company Directory
and cost codes and titles from one project to another within the same
group (database), associating applications with file types, and
accessing multiproject reports.
■ If you select a project by clicking on it, the available commands apply
to that project, such as the ability to add notepads, punchlists, and
phone records from the Edit menu; access to transmittals and reports
and issues from the Tools menu; and setting project, letter templates,
and user preferences from the Define menu.
■ If you open a module within a project (such as submittals or
drawings), the available commands apply to log and document
windows. In addition, an Organize menu appears that contains
commands for filtering, sorting, and grouping items, and a View menu
appears that contains commands for viewing issues, attachments, cost
distributions, and document selection.

Toolbar The Expedition toolbar contains buttons grouped by function,


which perform some of the commands also available on menus. The
available buttons change according to the item selected in the Project
View. To display a pop-up description of a button, hold the mouse pointer
briefly over it without clicking; Expedition also displays the explanation in
the status bar at the bottom of the window.

Project View The Project View shows your project hierarchy, which
includes the top-level folder called All Projects, followed by the folder for
each project, the folders in each project, and the modules (logs and
documents) inside these folders. It also contains any project templates you
may have created, including the default template, AIRPORT. The Project
View functions the same way as Windows Explorer. When a folder is
collapsed, double-click its icon to display the names of the items in that
folder. To collapse the folder, double-click the folder icon again.
An Introduction to Expedition 7

For information about To open an Expedition log or document in an expanded project folder,
modifying Project View double-click the log’s name. You can also select a log or document by
folders and log and document
names, see the Customizing clicking anywhere in an expanded folder and then typing the first character
Log and Document Windows of the item you want. For example, when the Communication folder is
chapter, or refer to Help. selected, typing c selects Corr. Received, typing c again selects Corr. Sent,
and typing t selects Transmittals.

For information on custom- Project Center The Project Center contains information about either a
izing the Project Center, see selected project or all projects. When no projects are open, the Project
Customizing the Project
Center in the Planning and Center shows information relevant to all projects. When you open a
Adding an Expedition Project project, the Project Center can show information specific to that project if
chapter, or Customize you click Edit from an item and choose this option.
Workspace dialog box in
Help.
You can also double-click Project Properties under the Project Information
folder to display the Project Properties dialog box and edit general infor-
mation, key parties, and schedule information for the project.

For detailed information You can customize the Project Center to display the information you want,
about the Project Center, see for example, by including reports, your InBox, requests for information
Workspace in Help.
(RFIs), pie and bar charts showing outstanding issues and requests, and
any action and alert items. The Actions item contains the most recent
events that have taken place. The Alerts item contains items in your court
that need to be addressed immediately. You can place up to 12 items in the
Project Center, and you can save this arrangement as My Workspace. The
next time you start Expedition, you can use this workspace or select one of
the standard types delivered with Expedition. These include Adminis-
trative Assistant, General Contractor, Owner, Architect, and so on.

For more information on Viewing the information in the Project Center at the start of each workday
using actions and alerts, see reminds you of what you need to accomplish, who you need to contact,
Action and Alert in Help.
and when deadline items are due through actions and alerts. This infor-
mation is generated by and/or directed to you, depending on your access
permissions.
8 Part 1: Getting Started

You can quickly access


documents in your court that
require you to take an action,
then print a report corre-
sponding to these action
items for the project. An
example of an action is
shown on the next page.

For detailed information on


using actions and alerts, see
Actions and Alerts in Help.

The PrimeContract item


enables you to send
documents to and from
PrimeContract.
Click to display the Double-click a section of
selected report. the chart to display a list
of submittals for that type.
An Introduction to Expedition 9

Choose Tools, Reports, Form, to


open a related form.
10 Part 1: Getting Started

For information on log and Log and document windows Expedition overlays the Project Center
document windows, see the with a log or document window when you select a log or document from
Working with Log and
Document Windows chapter, the Project View. You can resize these windows and move them to the left
and refer to Help. or right, or up or down.

Status bar When you place the mouse pointer over a toolbar button or
menu command, a brief description of the item’s function is displayed in
the status bar, below the Project View. The status bar also displays the
table and field name that corresponds to a field in a dialog box on which
you have right-clicked. The current filter, sort, or grouping specification
applied to a project is listed in the center of the status bar, below the
Project Center. Icons in the right corner of the status bar indicate the
following additional information about the open project:

The InBox is empty.


The InBox contains mail.
You have Write access to the selected document.
You have Read Only access to the selected document.
One or more files are attached to the selected document.
The current focus is on the Project View.
The selected document is linked to one or more issues.
Costs for the selected document are distributed to the Cost
Worksheet.
A Primavera schedule is linked to this Expedition project.
An Introduction to Expedition 11

Expedition Key Concepts


Expedition is a multiuser, multiproject application that provides a
centralized way to store, organize, and track project information so you
can keep your contracts on time and within budget.

Record contracts and purchase orders Record the key infor-


mation about contracts and purchase orders (POs) in these documents.

Use the Cost Worksheet to track contract costs and categorize contract or
purchase order amounts using cost codes for a detailed breakdown of the
component costs for your project. You can distribute the value of any
contract, purchase order, or change to any number of cost codes.

Invoices/Requisitions are generated from contracts/purchase orders (POs),


then sent for payment approval. The amounts are posted to the Cost
Worksheet to track actual costs.

Use Materials Delivery to record the date and quantity of materials


received and noted against each purchase order, and incorporate these and
approved changes into requisitions for up-to-date payment amounts.

Companies contain physical and electronic addresses and communications


numbers for all individuals with whom you interact. Expedition uses this
information when you send any contract, purchase order, or other infor-
mation to those individuals.

Trends are an expectation of future costs (estimated revisions). Use Trends


in conjunction with the Cost Worksheet (where you can modify column
headings to accommodate the way you handle costs) to track possible cost
increases for the project.

Track contract changes After participants accept a contract or


purchase order, and work begins, any changes resulting from changed
specifications or changed conditions affect the initial contract.

Change Management enables you to manage project modifications due to


changes. You specify which change documents are created, when they are
created, and where they are calculated on the Cost Worksheet. By
recording all necessary contract, contractor, and cost data early in the
change process, you can evaluate the effect of the change on all contracts
involved and see the current status of the change at a glance.
12 Part 1: Getting Started

Markup provides a way to manage overhead and profit by adding markup


values to change documents. Calculate overhead and profit automatically,
and add additional costs to change orders and proposals. Set default values
for overhead, profit, and any other markup categories you create. Typically
you will collect all proposals from committed parties, and then roll the
costs and codes of each document to create a quote to the customer or
owner of a project. With markup, you can add your overhead and profit
prior to submitting the quote.

Daily Reports provide a record of daily activities and conditions. Use


these reports to record conditions observed in the field, such as soil, rock,
or underground utilities that were not moved correctly, as well as to track
and communicate the potential effect of these recorded conditions in a
timely manner. You can also include underway activities from Primavera
schedules that are linked to the project to see where the work is taking
place on that report day.

Phone Calls, Meetings, Correspondence, Requests for Information (RFIs),


and Notes enable you to record information that may affect both the
submittal and change processes. For example, a change in condition may
result in meetings, phone calls, notes, letters, and correspondence that lead
to a formal contract change.

Change Orders and Proceed Orders result from changes in the scope of
work, site conditions, or schedule delays. You can post costs associated
with these changes to the Cost Worksheet so you have a total financial
picture of past events and projected future costs. With this view, you can
measure the impact of each change or proceed order on any contract or
purchase order.

Track submittals Submittals include contract drawings, sample


materials, and permits that need approval. Submittals help you ensure
contract compliance by tracking who received what and when they
received it.

Daily Reports, Phone Calls, Meetings, Correspondence, RFIs, and Notes


also support the submittal process. For example, during a submittal cycle a
reviewer may reject a submittal; as a result, the project team may have
meetings and exchange phone calls, letters, and correspondence to clarify
the requirements for resubmittal.
An Introduction to Expedition 13

The Drawing Log and Drawing Sets Log maintain a list of project
drawings, facilitate the dissemination of these drawings to other parties,
and provide information about the status of revisions. When you create
drawing sets or revisions, Expedition makes an entry in the Transmittal
Creation Queue for each contact on the distribution list.

Transmittals accompany items, for example, submittals and drawings to


create a permanent record of the actions taken. Expedition automatically
places submittal items and drawing revisions in the Transmittal Creation
Queue; you can then add any transmittals in this queue to the database and
print them for recipients on your distribution list. Expedition can quickly
generate transmittals, or you can customize your own.

Dunning Letters remind participants of overdue items such as submittals


and drawings. Expedition can quickly generate dunning letters, or you can
customize your own.

Forms and Reports provide quick and accurate project information in


various formats. Expedition’s flexible reporting feature produces reports
that summarize when items such as submittals are due, who received what
and when, what has been approved and what is pending, and how many
days items are overdue.

Use Expedition’s cross-document tools The Issues feature cross-


references and links documents from any Expedition log to issues you
define. You can link documents to issues directly as you add records to the
documents, or you can link documents to issues automatically based on
keywords such as underground, electrical, or some other item that may be
related to a problem or other situation. Expedition then assembles the
documents for review in a fully organized, indexed list so you can easily
trace the sequence of actions taken, saving hours of work.

The InBox stores items sent to you electronically by other participants.


You can also use this feature to communicate quickly with other project
team members by sending documents related to submittals and changes.
14 Part 1: Getting Started

Sample Projects
Expedition includes several sample projects, each set up from the
perspective of a different team member in a construction project: general
contractor, owner, subcontractor, and designer. DEMO is the sample
general contractor project; HOSP and OFFC are from the owner and
subcontractor perspectives, respectively. Another sample project,
DESIGN, is provided to demonstrate how a designer tracks drawings
during design review. These projects are included as templates on which
you can base your own projects.

The sample projects relate to construction work that must be completed


for Philadelphia County. Design Group is the architect/engineer; ACME
General Contractors is the general contractor; A-1 Construction
Management is the construction manager; and Stresson Industrials is the
subcontractor to ACME for concrete work.

The information included in the sample projects is just an example of what


is possible. Most Expedition projects contain more requisitions, change
documents, transmittals, and submittal cycles than the examples shown.

DEMO (School Addition) contains project data from the general


contractor's perspective, manages shop drawings and submittal items,
tracks project issues, documents the change process, and records daily
progress in the construction of a school addition. This addition is a
masonry structure with brick siding that houses an automobile and light
truck service center. The value of the contract between the owner and
ACME General Contractors is $10 million.

HOSP (South General Hospital) contains project data from the


owner’s perspective regarding the construction of a new hospital wing for
Philadelphia County. A-1 Construction Management is the construction
management company awarded this job. The value of this contract is $9
million.

OFFC (Phila Office Building) contains project data from the subcon-
tractor’s perspective for concrete work required for renovations to City
Hall. The subcontract is between ACME General Contractors and Stresson
Industrials. The value of the subcontract with Stresson is $1.4 million.

ENGR (Office Building) contains drawings and drawing sets for the
Design Review phase of the drawing process. This project is used in the
examples in the Tracking Drawings chapter to show how designers (or
architects or engineers) track drawings.
An Introduction to Expedition 15

Roles
The roles of the construction manager, general contractor, owner, and the
engineer/architect/designer are described in this section to help you under-
stand how Expedition is implemented by various team members in a
business workflow.

Construction manager As the construction manager, you’ll use


Expedition to manage changes and project costs, monitor progress, and
communicate with other team members.

Because you represent the owner’s interests throughout the design,


construction, and post-construction phases of the project, you continually
answer questions about costs, quality, and progress: How much funding is
required to complete the project? What is the budget, given the changes to
date? What are the pending changes and problem areas? Is the project
progressing according to the schedule? Who is responsible for the overdue
submittals? What are the areas of noncompliance?

The following list includes tasks that are usually the responsibility of the
construction manager in the contract process. Included with each task is
the corresponding chapter/part in this manual where you can find more
information about those tasks:
■ Managing submittals: Managing Submittals chapter
■ Maintaining updated estimates of cost overruns or underruns: Setting
Up and Using the Cost Worksheet chapter
■ Tracking changes for each project issue and their effect on the cost at
completion: Part 4: Working with Contracts, Project Costs, and
Changes
■ Quickly finding all the documents you need to resolve open issues:
Creating and Tracking Issues chapter
■ Monitoring progress through written and verbal communications:
Part 3: Communicating Project Information
■ Customizing Expedition to match your company’s standards: Custom-
izing Log and Document Windows and Setting Up Dictionaries and
Preferences chapters
■ Generating supporting reports: Part 6: Working with Expedition
Reports and Forms
16 Part 1: Getting Started

General contractor As the general contractor, you’ll use Expedition to


manage shop drawings and submittal items, track project issues, document
the change process, and record daily progress. When you want to compare
progress to the schedule, you can retrieve your Primavera schedule within
Expedition.

The following list includes tasks that are usually the responsibility of the
general contractor in the contract process. Included with each task is the
corresponding chapter/part in this manual where you can find more infor-
mation about those tasks:
■ Using the Drawing and Submittals logs to track shop drawings and
submittal items: Tracking Drawings and Managing Submittals
chapters
■ Coordinating submittal activities with the project schedule: Managing
Submittals and Exchanging Expedition Data with a Primavera
Schedule chapters
■ Identifying issues that require resolution and creating change
documents: Creating and Tracking Issues chapter and Part 4: Working
with Contracts, Project Costs, and Changes
■ Identifying areas with significant cost variance and analyzing the
effects of pending changes on profit: Setting Up and Using the Cost
Worksheet chapter, and Part 4: Working with Contracts, Project Costs,
and Changes
■ Tracking items that must be completed before final payment is made:
Part 4: Working with Contracts, Project Costs, and Changes
■ Reporting daily progress: Using Daily Reports chapter
■ Generating supporting reports: Part 6: Working with Expedition
Reports and Forms

Owner As the project owner, you’ll use Expedition to organize project


data so you can stay on top of progress, coordinate activities with your
operations people, and make sure that all of the project details are handled
by the appropriate people. You will find Expedition’s comprehensive
records of documents, correspondence, and changes invaluable for claims
avoidance.

The following list includes tasks that are usually the responsibility of the
owner in the contract process. Included with each task is the corre-
sponding chapter/part in this manual where you can find more information
about those tasks:
An Introduction to Expedition 17

■ Analyzing the projected cost and identifying areas with significant


cost variances: Setting Up and Using the Cost Worksheet chapter
■ Approving requisitions: Preparing Requisitions for Payment chapter
■ Identifying unfinished tasks for which final payment should be
withheld: Part 4: Working with Contracts, Project Costs, and
Changes
■ Identifying issues that require resolution and issuing change orders:
Creating and Tracking Issues chapter and Part 4: Working with
Contracts, Project Costs, and Changes
■ Managing submittals: Managing Submittals chapter
■ Comparing daily progress to the schedule: Using Daily Reports
chapter
■ Generating supporting reports: Part 6: Working with Expedition
Reports and Forms

Engineer/Architect/Designer As the project’s designer, you’ll use


Expedition to track specifications and drawings, control the submittal
review process, monitor progress by the design team, communicate with
other team members, and coordinate the activities of outside consultants.

The following list includes tasks that are usually the responsibility of the
designer in the contract process. Included with each task is the corre-
sponding chapter/part in this manual where you can find more information
about those tasks:
■ Managing design and contract drawings: Tracking Drawings chapter
■ Recording the design budget and expenses: Setting Up and Using the
Cost Worksheet chapter
■ Tracking changes in scope and their effect on the cost at completion:
Part 4: Working with Contracts, Project Costs, and Changes
■ Quickly finding all the documents you need to resolve open issues:
Creating and Tracking Issues chapter
■ Monitoring progress through written and verbal communications:
Part 3: Communicating Project Information. Generating supporting
reports: Part 6: Working with Expedition Reports and Forms
19

Planning and Adding an Expedition


Project
This chapter presents a general approach for
In this chapter structuring and entering project information in
Expedition. Use these guidelines to set up
First Steps
Expedition in the most effective way for your
Adding a Project and Entering
General Information business.
Creating a Project Template
Setting Access Rights (Project
Security)
Setting Up the Company Directory
Customizing the Project Center
Setting Up Distribution Lists
Assigning Default Contacts
Entering Initial Contract Infor-
mation
Creating Submittal Packages and
Submittals
Linking with a Primavera
Schedule
Creating/Updating Primavera
Schedule Activities from
Expedition Activities
20 Part 1: Getting Started

First Steps
Expedition offers a wide range of features and functions. Depending on
how you currently manage contracts—or how you want to manage them—
you can use all the features or select only the ones you need to support
your work process.

The following figure is a general plan for setting up and implementing


Expedition. Step 1 is described in the Installation Guide. The remainder of
this chapter describes steps 2 through 5.

3a.Optionally link to
and use Primavera
schedule activities.

1.Set up and start 2.Add the project and 3.Set up the ini- 4.Enter initial contract 5.Create initial
Expedition. enter general tial Company information (and submittal
information. Directory. define cost codes). packages.

Expedition’s flexibility enables you to realize its benefits even if you don’t
have all the details about your project at the beginning. As the project
progresses, you can add and/or modify the information entered during the
initial setup, such as new negotiated contracts, new or changed companies,
and more clearly identified and defined submittals and submittal packages.

For details on tailoring These are the basic steps to get started in Expedition; adapt them to your
Expedition functions to your own work process.
company’s requirements, see
the Customizing Log and
Document Windows chapter.
Planning and Adding an Expedition Project 21

Adding a Project and Entering General Information


For detailed information on Add a new project You can add a new project in Expedition at any
adding a new project, see Add time. Choose File, New Project.
a New Project in Help. Click
How To, then click Add a
New Project. From there you
can choose links to related
topics.

The New Project dialog box offers three ways to create a new project, as
shown on the following page:
■ You can use the Project Jumpstart Wizard, which guides you step by
step from start to finish. This method is best when you have most of
the information prepared for the project or are unfamiliar with
creating a new project.

You can view the project ■ You can use the standard New Project dialog box. This method is best
properties at any time by when you are familiar with creating a new project, or when you have
double-clicking Project partial or little project information and plan on adding more infor-
Properties in the Project mation as you get it.
Information folder in the
Project View. ■ You can create a project name and assign it to an administrator, who
will then enter the project information. Expedition notifies the admin-
istrator that a project has been added that requires information.

The File, New Project menu item is not available if you do not
have rights to create a new project.

See Help for detailed information on using any of these three options to
create a new project.
22 Part 1: Getting Started

Choose the first option in


the New Project dialog box
to open the Project
Jumpstart Wizard, which
guides you step by step
through creating a project.

Select any of these topics


to move directly to that
phase in the wizard.

Type a unique abbreviation


and title for the project.
You must enter data in
these fields to add a
project.

Click Next to continue


creating the project. Project Jumpstart Wizard (first option)

Choose the second option


in the Add a New Project
dialog box to open the New
Project dialog box, where
you can enter general infor-
mation about the project.
Type the location
of the project.

Type the original


contract value.

New Project dialog box (second option)


Planning and Adding an Expedition Project 23

Choose the third option in


the New Project dialog box
to request that an adminis-
trator create a new project.

Select the administrator;


Expedition notifies that
person that a request has
been made to create a new
project.
Administrator request (third option)

For more information about When you add a new project, you become the project admin-
setting access rights, see istrator. Project administrators have Write access to all
Setting Access Rights later in documents in their projects. (Expedition administrators have
this chapter or Set Access
Rights in Help. Write access to all documents in all projects.) By default, all
other users have no access rights to new projects. Assign
user access rights in the Access dialog box (choose Define,
Access).

Delete a project To delete an entire project, select the project in the


Project View, then choose File, Delete Project.

When you delete a project, you permanently remove that


project and all its associated documents.

Defining the Key Contact


For more information about The contact you specify in the Your Company field in the Project
defining default contacts per Properties Key Parties tab is the key contact for the project. When you
document type, see Assigning
Default Contacts later in this create documents, Expedition automatically enters the key contact’s
chapter. abbreviation in the To or From field, based on the role you specify for the
Company in the Key Parties tab. For example, if the key contact is the GC
(general contractor), Expedition automatically displays the abbreviation in
the From field on contracts and purchase orders, and in the To field on
deliveries and correspondence received items. Choose Define, Default
Company Setup, to view or modify this assignment.
24 Part 1: Getting Started

Creating a Project Template


If you will be adding projects that use the same key parties, currency, and
schedule information, you can create a project template that contains this
information. Use this template for each new project you create.

Add a new project template You can add a new template in


Expedition at any time. Choose File, New Template. The New Template
dialog box contains the same fields as the New Project dialog box.

Enter the information that you want to use in your projects.

Use the template as a basis for a new project When you want to
create a new project that uses the information in the template, choose File,
New Project, and click the first option to open the Project Jumpstart
Wizard.
Planning and Adding an Expedition Project 25

Click the Template tab to


choose a template.

Select the template to


create the project with.

When you select a template, Expedition creates the new project based on
the information contained in the template. You can edit this information in
the new project.
26 Part 1: Getting Started

Setting Access Rights (Project Security)


For more information on Expedition has three user levels: Expedition administrator, project admin-
security, see Access or istrator, and restricted user.
Security in Help. Use the
Search feature and type in
access or security for a list of Expedition administrators and project administrators can set access rights
related topics. to a project for Expedition users. Access rights determine which modules
and documents a user can view or edit. You can set a user’s access rights
for each Expedition module.

Expedition administrator Expedition administrators have full access


to all new and existing projects. They can
■ Change module-and process-level security for all projects and users.
■ Change the owner of any project and delete any project
■ Copy project access rights from any project and user to any project
and user

A user name and password with Expedition administrator-


level access rights is shipped with Expedition. When you start
Expedition, type EXPADMIN in the Login and Password fields
to log on as an Expedition administrator.

Project administrator A project administrator is the user who created


a particular project. Project administrators initially have full access to all
projects they create. They can

■ Change module-and process-level security within projects they create


and change their own access rights
■ Change ownership of projects they create and delete projects they
create
■ Copy project access rights from any project to projects they create

Project administrator rules apply only if the user who created


the project retains ownership. If ownership changes, the new
owner gains full access to the project, and the original owner
becomes a restricted user.
Planning and Adding an Expedition Project 27

Restricted user By default, restricted users have no access to projects


(including all modules and process-level security). An Expedition admin-
istrator or project administrator can change a user’s default access rights
using the Access dialog box (choose Define, Access) and the Expedition
Administration Application (from the Windows desktop, click Start, then
choose Programs, Primavera, Expedition Utilities, Administration).
Choose Administration, User IDs, and click the Security tab to change the
default settings.

Access rights set for Set a user’s access rights Choose Define, Access. In the Access
Project Information also dialog box, select the user and project for which you want to set access
control access to Project rights. Set the user’s rights by module. Choose Read access to enable a
Preferences. user to only view data in a module; choose Write access to enable the user
to read or change data in a module; and choose No Access to prevent the
user from opening the module. If a user has No Access rights to a
particular module, that module will not appear in the Project View.

Access rights apply to the Identifies the current


selected user and project. project administrator
Only Expedition and project
administrators can change
the user.

Mark to allow this user


to open this project.

Click to set the user’s


access rights to all
modules at once.

Mark these checkboxes to


enable a user to perform
various functions in
Expedition.

To restrict this user’s access only to documents that have a certain To or


From Contact, and to submittals in which that same contact is listed as a
Received, Sent, Returned, or Forwarded reviewer, mark the Restrict
Access by Contact checkbox, then select the contact.
28 Part 1: Getting Started

You cannot change Access rights for Expedition adminis-


trators. They always have full access to all projects.

Set access rights for a group of users across projects To save


time, the project administrator can copy the access rights for all users in
one project to another project. When no project is open, choose Tools,
Copy Access.

Select the project from which


to copy users’ access rights.

Click to copy the


access rights to the
new project. Select the project in which to
insert the users’ access rights.
Planning and Adding an Expedition Project 29

Setting Up the Company Directory


Expedition’s Company Directory enables you to store information about
everyone involved in your project. You can include names, phone
numbers, and addresses of subcontractors, managers, suppliers, your own
staff, and any other companies or individuals involved in the project.

Nearly all Expedition documents use the information included in the


Company Directory. Entering this information at the beginning of the
project ensures that your unique abbreviations are consistent, avoiding
confusion and mistakes. Even if you have only part of the company’s
information, enter at least the company abbreviation, name, office address,
and a key contact; you can add missing details later.

For more information on Add a company and contact Double-click Companies in the Project
adding companies and Information folder, then choose Edit, Add Item.
contacts, see Add a Company
and Contacts in Help.

Enter a unique, easy-to-remember To create a new specification section code


company abbreviation of up to and add it to the list available here, choose
eight characters. Define, Dictionaries, Spec Sections (when no
project is open).

Enter the To create a new role and add it to the list


company’s name. available here, choose Define, Dictionaries,
Roles (when no project is open).

Enter a Tax ID for the


company to simplify
billing.

Mark to indicate if the


company is Disad-
vantaged (DBE),
Minority (MBE), or
Woman-Owned
(WBE).

This is the default


address because it
corresponds to the
key contact’s
initials.

In the Contacts tab, enter information in


each field for each contact. In the Remarks
tab, enter any other important details.
30 Part 1: Getting Started

After you enter an abbreviation for the company and the company name,
select the company’s role. Roles are useful when sending items to a group
of contacts. For example, you can send a change document to every
contractor recorded in the Company Directory by specifying the CON role
code.

Expedition requires that In the Key Contact field, select the initials of the person to whom most
you enter the key contact’s documents will be addressed. Enter the key contact’s location, if there is
initials. more than one for the company or the key contact, to make corresponding
easier.

For information on creating Select a specification section code. Specification section codes are a part
your own roles and specifi- of a standard coding system developed by the Construction Specification
cation section codes, see the
Setting Up Dictionaries and Institute (CSI). You can select these codes from any Spec Section data
Preferences chapter, or Add a field, or you can create your own codes in the Spec Section dialog box
Specification Section or (when no project is open, choose Define, Dictionaries, Spec Sections).
Create Contact Roles in Help.

Add more contacts for the company If you want to add additional
contacts for the company, open the Contact Directory document window
from the Companies log and choose Edit, Add Item. You can add as many
contacts as needed for each company.

Define standard paper Add an address, paper size, and number of copies for drawing
sizes by choosing Define, distribution to a contact Click the Contacts tab on the Contact
Dictionaries, Paper Sizes Directory document window, then choose Edit, Add Item. Enter infor-
(when no project is open). mation for all applicable addresses, such as office, shipping, or billing;
phone numbers; and e-mail information. Select the paper size, and type the
number of copies you will be using to send drawings for design review or
distribution for this contact. This information is used in the Drawings and
Drawing Sets logs.

Add remarks to a contact Click the Remarks tab on the Contact


Directory document window and type any important details, such as direc-
tions or office hours.
Planning and Adding an Expedition Project 31

Expedition adds
the salutation
“Dear...” when you
enter the contact’s
title and last name.

When you select an


existing location,
Expedition supplies
the address.

Define standard paper sizes that will appear


here by choosing Define, Dictionaries,
Paper Sizes (when no project is open).

Expedition does not apply changes you make in this dialog


box to any documents where the original address already
appears (such as contracts). This practice protects the validity
of the original document information.
32 Part 1: Getting Started

Adding Companies and Contacts


“On the Fly”
When you add a document in Expedition, you may need to enter infor-
mation for a company not included in the Company Directory. Rather than
interrupt your current task, you can add company information “on the fly”
from any Expedition log or document.
When you enter an unknown company abbreviation in any related field,
Expedition displays the Company Not Found dialog box.

Type the company abbreviation, company name, contact initials, and


contact name, then click OK. The Contact Directory dialog box is
displayed so you can supply the details. When you click OK, Expedition
adds the company and contact information to the Company Directory.

To set up a new Expedition project more quickly, you can copy the
Company Directory from a similar project in the same database by
choosing Tools, Copy Contacts (when no project is open). You can also
copy companies and contacts from or to a project group. If Expedition
detects duplicate companies, you can overwrite the original company with
the new one or cancel the copy process.
Copy the Company Directory From the project to which you want to
copy companies and contacts, choose Tools, Copy Contacts.
Planning and Adding an Expedition Project 33

Select the project from


which to copy companies.

Select the companies to


copy to the project.

You can also copy companies from a project to the group.


When no project is open, choose Tools, Copy Contacts.
Select the project from which to copy companies into the
group.

Open the project to which you copied the companies, then open the
Company Directory to display the information just added.

Expedition copies all


contact information from
the source project,
including fax and
e-mail addresses.

Delete a contact or address Select the contact in the Contact


Directory Contacts tab, then click Delete. When prompted to confirm
whether you want to delete the item, click Yes.
34 Part 1: Getting Started

Contact Autofill Feature Saves Time


Expedition’s Autofill feature saves you company name, default initials, and corre-
time because it automatically enters user- sponding address to the document, as in the
defined values for various data fields. sample transmittal below. To enter a
contact not defined in the Company
When you specify a company abbreviation Directory for the company, edit the Initials
in any document, Expedition copies the field.

To address this transmittal to To enter Steve Johnson’s


Chris Atkinson at Design Group, address, type SJ, or select
select the company abbrevi- his initials.
ation, DESIGN, here.

Expedition automatically enters Chris Expedition enters the address


Atkinson’s name and address from associated with the initials recorded
the Company Directory, since he is in the Company Directory.
the default contact for the company.
Planning and Adding an Expedition Project 35

Saving Companies and Contacts in the


Project/Group List
Each project contains its own directory of project companies. Expedition
also maintains a directory of database companies that all projects in the
same database share.

For more information on how When you add a new project, Expedition uses the Project Company
to set contact preferences, see Directory by default. To use the same companies for all of your projects,
Setting Project Preferences in
the Setting Up Dictionaries switch to the Group (database) Company Directory. From a project,
and Preferences chapter. choose Define, Project Preferences, and click the Contacts tab. In the
Group or Project Contacts field, select Group (database).

If you change an existing company in a project, Expedition also updates


the Group Company Directory, even if the active directory is Project, as
long as you marked the Update Group When Project Contact Edited
checkbox in the Project Preferences dialog box.

You can save new companies in the Group Company Directory while
using the Project Company Directory. Mark the Add Contact to Group
After Adding to Project checkbox in the Project Preferences dialog box.
36 Part 1: Getting Started

Company Directory Reports and Forms


Expedition provides several standard Reports, then choose Forms or Reports.
reports and forms you can use to print Select a form or report, then click Print. The
company information. Choose Tools, following is a sample Contacts Report.
Planning and Adding an Expedition Project 37

Customizing the Project Center


For detailed information on The Project Center is a customizable window that enables you to quickly
using the Project Center, see view and access your information.
Workspace or Customize
Workspace dialog box or ■ You can use the Project Center as a starting point for all the tasks you
Project Center in Help (press
F1 when the Project Center is need to perform in Expedition.
active).
■ You can view information across all projects, or one project at a time.
For information on items,
type the item topic (such as ■ You can add items to the Project Center that allow you to view issues,
alerts or actions) in Help’s requests for information (RFIs), actions, alerts, and reports. Other
Index or Search tab. items allow you to analyze data, integrate with a Primavera schedule,
view your InBox, prepare documents, and synchronize with Mobile.
■ You can double-click a section of a graph to display the details.

Click Customize to change the appearance of the


Click Refresh to update the
currently selected Project Center window.
Project Center information.

You can include up to


12 items in the Project
Center.
38 Part 1: Getting Started

Customize the Project Center Click Customize to select which


items appear in the Project Center and where they are placed.

If you want to include your


own logo at the top of the
Project Center, type the
path and filename, or click
Browse to search for it.

Select the items to include


in the Project Center, then
drag them to the Layout
area. You can also select
an item and click Add.

For detailed information on Items can be included more than once in the Project Center. For example,
customizing your desktop, if you want issues to appear as a graph, a bar chart, and a pie chart, move
see Customize Workspace
dialog box in Help. three Issue items to the Layout area, then edit each item’s appearance by
clicking the Edit button above it in the Project Center.

Mobile and PrimeContract items can only be added once.


Planning and Adding an Expedition Project 39

Setting Up Distribution Lists


After you set up your Company Directory, you can create distribution lists
for the project participants involved in the transmittal, submittal, or
drawing processes. Expedition displays the defined distribution group
names in the distribution selection lists in these documents. You can use
the same lists in any project in the same database, add or delete names, and
combine them as necessary.

Setting up distribution lists saves time by enabling you to quickly select a


group of participants to whom you want to send a document instead of
selecting each one individually.

You can establish different distribution lists depending on the document


and person to whom you want it sent. For example, if you’re the general
contractor, you may want to set up a distribution list that contains your
subcontractors so you can send them the transmittals resulting from their
submittals. All the contacts in the list will receive a copy of the document.
At the beginning of a project, you may need to communicate with
different team players to determine who requires a copy. As contract work
progresses, you can refine the lists and copy them to other projects. If you
assign contacts to a group (select Group from the Project Preferences
Contacts tab), they apply to all projects in that group.

Add a distribution list Choose Define, Distribution Lists. Click Add,


then type a distribution list name and title in the Distribution List dialog
box.
40 Part 1: Getting Started

To modify a list, Establish a distribution list by


double-click its selecting company abbrevia-
icon. tions; Expedition arranges the
distribution list by company
name, then by contact initials.

Any changes you make to The All Companies area contains all companies in the current project if
the Company Directory are contact Project Preferences are set to Project; it contains all group
also reflected for the corre- companies if contact Project Preferences are set to Group. Companies
sponding company in assigned to the Group level apply to all projects in that group. In the All
distribution lists. Companies area, select each company and contact combination you want
to include in the list, then click Add to copy the selected items to the
Companies in List area.

To remove items from a distribution list, select each item in the


Companies in List area, then click Remove. Click Finish when you finish
defining the list. Expedition displays the Distribution Item dialog box
containing the selected contacts’ initials, names, e-mail addresses, fax, and
telephone information. Click Add to display the Distribution List dialog
box and add another company to the list or press the Delete key to remove
names from the list.

Edit a distribution list You can also edit an existing distribution list
name and/or title in the Distribution Item dialog box (from the Distri-
bution dialog box, double-click a distribution list. Expedition reflects any
changes in future uses of the list; the original version of the list (before
editing) remains unchanged where it is already used in Expedition.
Planning and Adding an Expedition Project 41

Click Close from the Distribution Item dialog box when you finish
modifying the current list. Click Close from the Distribution dialog box
when you finish defining distribution lists.

Copy a distribution list to another list In the Distribution dialog


box, click Copy to copy the names from one list to another list in the same
project or group. Expedition copies names that are new to the specified list
and ignores any duplicate names.

Create a new list from the existing list, or copy


the existing distribution list to another list.
42 Part 1: Getting Started

Assigning Default Contacts


To specify which contacts Expedition automatically displays in the To and
From fields of a particular document, open a project and choose Define,
Default Company Setup.

The Default Company Setup dialog box displays the default contact
assignments for the currently open project.

Customize contact assignments To customize this information,


select the field name to which you want to assign a default contact. (The
Item Type column contains the system acronyms for each type of
Expedition document; to view acronym descriptions, when no project is
open, choose Define, Document Acronyms and Titles.) Between the
quotation marks in the Default Value column, type the company abbrevi-
ation for the default contact you want to specify, then click Close.

You can edit or delete default contacts at any time. Changing


the default contact affects new documents only. Contact
names for existing documents remain unchanged.
Planning and Adding an Expedition Project 43

Entering Initial Contract Information


For details on setting up the If you plan to use Expedition to track costs in change documents or
Contract log, see the invoices, set up the Contracts log next. Entering this information enables
Managing Contracts and
Purchase Orders chapter. you to connect all subsequent change documents, requisitions, or invoices
with the appropriate contracts, and it simplifies creation of reports and
related correspondence. In the Contract Information folder, double-click
Contracts to open the Contracts log. Double-click the document icon in
the log for the contract you want to open.
44 Part 1: Getting Started

Setting Up Cost Codes and Modifying Cost


Worksheet Headings
For details about using cost If you plan to track project costs in Expedition, you need to set up cost
codes, see the Setting Up and codes to classify different types of work associated with the project. As
Using the Cost Worksheet
chapter. the project progresses, you can then compare budgeted, committed,
funding, and actual costs for each cost code. Developing one set of codes
across all projects at the start ensures that your account structure is
complete and consistent. To set up the Cost Worksheet more quickly, you
can copy the cost codes and titles from a similar project in the same
database. With no project open, choose Tools, Copy Cost Codes and
Titles.

There cannot be any existing cost codes in the receiving


project to be able to copy.

For details about customizing You can also modify Cost Worksheet column names (as well as other
column names, see Custom- module column names) to match terms you use in your business. For
izing Column Headings and
Field Labels in Help. example, you may use Revenue rather than Budget. Primavera recom-
mends that you make column name changes at the start of the project,
since these changes affect all projects within the same database or project
group.
Planning and Adding an Expedition Project 45

Creating Submittal Packages and Submittals


For details on creating You can easily track submittal review cycles with Expedition. No matter
submittals, see the Managing how many revisions a submittal goes through, you will always know who
Submittals chapter.
received it and when they received it; which submittals were approved and
which are pending; which are overdue and by what amount of time; and,
perhaps most important, who is currently responsible. Expedition also
provides distribution copies, transmittals, and dunning letters.

For more information on Group related submittals into packages to help organize them. For
submittal packages, see example, you can assemble a submittal package for all items pertaining to
Adding a Submittal Package
in the Managing Submittals a specific supplier, floor of a building, or area of work. Set up packages at
chapter. the beginning of the project so you already have an organized structure
when you are ready to enter individual items.
46 Part 1: Getting Started

Building Submittal Activities


You can build submittals for packages schedule is your final activity, or the
using activities from a linked Primavera activity that represents a milestone for the
project. All you need to know is when the submittal. From there, you can add activ-
submittal process should begin. If you ities that should precede, in succession, the
know the date when the construction final activity. Enter the lead time necessary
activity must start, Expedition can calculate for each activity to start. Expedition calcu-
the required start and finish dates for the lates each activity’s start and finish dates
submittal, ensuring you’ll meet this date. based on the lead times entered. If you are
tracking submittal-related activities in the
Choose Edit, Add Item, when the Submittal linked Primavera project, you can choose to
Package document window is open, then update lead time based on duration, as well
click the Schedule tab to establish the activ- as start and finish dates based on the early
ities that make up the submittal. You need or actual dates from the latest calculated
to determine which activity in the linked schedule.

First select the


construction activity for
the submittal...

...then supply the


activities that
precede it.

Supply the lead time necessary for the


next activity in the sequence to begin.

Each submittal may not require all of these steps or activities. If an activity is not
applicable for the submittal, leave the corresponding lead time blank.
Planning and Adding an Expedition Project 47

Linking with a Primavera Schedule


You can link projects scheduled in Primavera project management appli-
cations to Expedition projects. Once this link is established, you can use
activities in these projects to build and update Expedition project data.

P3 and SureTrak Primavera project data is linked to Expedition


through ODBC (Open Database Connectivity), which enables separate
applications to “talk” to each other. To set up Primavera data for ODBC,
you first need to create data dictionary files (.DDFs) in the Primavera
project management application for the project you want to access in
Expedition, then specify the path and project name in Expedition using the
Schedule tab in the Project Preferences dialog box (choose Define, Project
Preferences). You can create an ODBC connection between Expedition
and any Primavera project group or project.

Primavera Enterprise Install the Primavera Software Development


Kit after you install Primavera Enterprise as follows:

1 Locate and run the SETUP.EXE from the CD and accept the license
agreement.
2 Choose Primavera Enterprise Applications or Components, then click
Next.
3 Choose Other Components, then click Next.
4 Choose Primavera Software Development Kit, then click Next. Finish
the installation according to your specifications.
5 Connect the Expedition project to the Primavera project. Open the
Expedition project, then select the project to connect to by choosing
Define, Project Preferences. Click the Schedule tab. Select Primavera
Enterprise from the Schedule drop-down list, then select
PRIMAVERASDK_PE from the Database drop-down list. Login to
the Primavera Data Provider with your user name and password.
Select the Primavera project from the Project drop-down list.
Primavera activities will appear in Activity ID drop-down lists in
Expedition.

Even if you do not have access to the Primavera project


management application from your workstation, you can view
schedule data from within an Expedition project.

Note the following before linking Expedition to a Primavera project group


or project:
48 Part 1: Getting Started

■ You must update the data dictionary files for the Primavera project
each time you change values in the Activity Codes Dictionary.
■ You can link one Primavera project group or project per Expedition
project.
■ You must save your SureTrak projects as a P3 Concentric project.
Planning and Adding an Expedition Project 49

One set of .DDF files Link Expedition to a Primavera schedule First, create the data
contains data for multiple dictionary files for the project you want to access by opening the project in
projects. the Primavera project management application and choosing Tools,
Update Data Dictionary. Choose the Advanced option to update all data
fields and use the other defaults in the dialog box, then click OK. Two
files, FILE.DDF and FIELD.DDF, are created in the current project folder.
Exit the Primavera project management application, then open the
Expedition project to which you want to link. Choose Define, Project
Preferences, then click the Schedule tab.

Select the type of schedule to


which you are linking.

To link to a specific project that


belongs to a group, select the
project and group names.

Mark this checkbox to filter


underway activities in daily
reports by the RESP code.

For details about linking The sample DEMO project supplied with Expedition is linked to a sample
Expedition to a Primavera Primavera Project Planner (P3) project, so you can immediately see how
project in a network
environment, see Linking to schedule data can be used and integrated throughout an Expedition
Primavera Projects in the project. The dialog box above shows the default location and other
Exchanging Expedition Data summary information about the P3 DEMO project.
with a Primavera Schedule
chapter.
50 Part 1: Getting Started

In the Project Information folder in the Project View, double-click


Schedule to review a Bar chart of schedule activities from the linked
Primavera project. Expedition displays all activities in the project with
bars representing percent complete within the time frame; the bars
represent the latest schedule data.
Planning and Adding an Expedition Project 51

Creating/Updating Primavera Activities from Expedition


Activities
If you use Expedition and a Primavera project management application,
you can exchange project data between the two products in the way that
works best for your organization. This section suggests steps for setting up
projects to benefit from the interchange, and explains how to create and
update activities after you establish the exchange procedure.

Expedition schedule data are exported via reports located in the


SCHEDULE.PBL environment; you can also run the reports using
InfoMaker. Although you can modify exported reports in InfoMaker and
save them in .CSV (comma-separated-value) format (choose File, Save
Rows As), the resulting file format may not be imported successfully.

For a complete list of the Create activities The activity ID and description, early start, early
Primavera data that are finish, cost code and title, and company abbreviation (for the RESP
created or updated during the
export from Expedition, see activity code in the Primavera project) are added. For example, if you
Fields Expedition Exports to added new submittal activities in Expedition, export adds this identifying
Primavera Schedules in Part information to the Primavera schedule; you can then update those activ-
8, Appendices.
ities in both products as work progresses.

Update activities Update actual dates and costs for Primavera activ-
ities based on the associated Expedition document for which you have
recorded start or completed dates. Use Primavera Enterprise/P3/SureTrak
activities to update submittal activity dates. If you choose to update
submittals from the schedule, the dates are updated from the linked appli-
cation. If you choose to update submittals from the lead time, the dates are
calculated based on the duration of each schedule activity.

If you are not using schedule activities to update submittal activity dates,
you can manually enter the dates for each submittal activity in the Start
and Finish fields. Mark the checkboxes when each activity has started or
finished. When you select a Ref Activity in the Approval Period field, the
Approval Period Actual Finish date becomes the Required Finish date,
and the Submittal Preparation Actual Start date becomes the Required
Start date.

Management checklist Setting up a smooth linking process between


Expedition and Primavera projects requires some initial planning. The
owner, construction manager, or other person responsible for managing
contracts should work with the Primavera project controls coordinator to
build the schedule and standardize the procedures used to create and
update projects.
52 Part 1: Getting Started

You can export Expedition The Primavera project controls coordinator should perform the following
data to Primavera project steps before importing Expedition data:
management applications.
1 If you plan to export requisition data to update costs in the Primavera
project management application, specify two decimal places for
calculations in the application for compatibility with the Expedition
schedule of cost values.
2 When assigning cost codes to activities in the Primavera project
management application, do not assign resource names if you plan to
update costs for those activities. Also, make sure the cost codes are
the same as those being used in the Expedition database from which
you are exporting data.
Expedition exports one cost account code and corresponding distri-
bution amount per document, but it will not recognize the cost code
for activities with an assigned resource associated with their cost
code.
3 Modify Primavera Autocost settings in P3 if you want to use
Expedition data to update actual this period, actual to date, and
percent complete quantity and cost data in the Primavera project.
Choose Tools, Options, Autocost Rules. In P3, clear the checkboxes
as shown below to update activities when importing data from
Expedition. By default, activity percent complete is also updated and
changes the remaining duration per activity. If you do not want to link
remaining duration and percent complete, clear the Link Remaining
Duration and Schedule Percent Complete checkbox also.

Clear Actual to Date.

Clear these checkboxes.

Clear Link Budget and


EAC for Non-Progressed
Activities.
Planning and Adding an Expedition Project 53

4 If you plan to create new activities in the Primavera project


management application from Expedition, define the RESP activity
code in the Primavera Activity Codes Dictionary. The company
abbreviations in the Company Directory will be assigned as RESP
code values for the new activities during the export.
For details on linking a 5 Create an entry in the [Applications] section of the .INI file for the
Primavera project to an Primavera project management application to include the Expedition
Expedition project, follow the
instructions in Linking with a import application on the Tools menu in that application. The import
Primavera Schedule earlier in application’s executable file is in the Expedition program folder on
this chapter. For details on the Expedition CD-ROM, and is called EXPTOP3.EXE (for P3),
exporting Expedition data and
importing it to a Primavera located in the \Utils\P3Import folder. Insert the Expedition CD-ROM
project, see the Exchanging in the CD-ROM drive on your workstation to access this file for
Expedition Data with a inclusion on the Tools menu in the Primavera project management
Primavera Schedule chapter.
application.
For SureTrak, choose Tools, Basic Scripts, EXPLINK.SBL.
6 Notify the person responsible for Expedition contract control that
these steps have been completed.
7 Expedition management links the Primavera project to the Expedition
project and incorporates the schedule activities in the document, then
exports the data using the applicable export report.
Part 2
Working with an Expedition
Project
In this part Working with Log and Document
Windows
Customizing Log and Document
Windows
Setting Up Dictionaries and Preferences
Maintaining an Expedition Database
T his part explains how to set up log and document
windows, dictionaries, and other options in Expedition to
your preferences. It also describes how to change and save
Expedition databases.

Working with Log and Document Windows explains how


to use the log and document windows as well as common
features for those windows.

Customizing Log and Document Windows discusses how


to modify the Expedition workspace and settings to fit
your needs.

Setting Up Dictionaries and Preferences explains the


dictionary, project, user, and letters preferences you can
set in Expedition.

Maintaining an Expedition Database discusses how to


add users and projects to the database, and back up and
restore your Expedition databases.
57

Working with Log and Document


Windows
This chapter describes Expedition’s common
In this chapter features and explains how to use them. These
features include adding and deleting
Using Log and Document
Windows documents; using the spelling checker to proof
Adding, Editing, and Deleting work; filtering, sorting, and grouping
Documents documents; and attaching and viewing files.
Using the Spelling Checker
Filtering and Sorting
Grouping
Layouts
Attaching Files and URLs to
Documents
Viewing Expedition Attachments
in Other Applications
58 Part 2: Working with an Expedition Project

Using Log and Document Windows


Most Expedition modules consist of a log and a document window. The
log window, or log, lists the existing documents for that module. The
document window contains data fields related to each document; you
enter, edit, or view data in the document windows. Related data in most
document windows are grouped in tabs.

Red text in any log or document window indicates read-only,


noneditable text. A yellow background in document window
fields indicates that entries are required for those fields.

You can open several log and document windows at the same time. Use
the commands on the Window menu to minimize, maximize, tile, or
cascade open windows.
Use log windows The following example is a typical Expedition log in
which you can add a new document or view, edit, or delete an existing
one.
Select and drag a column heading to move the
column to another location. You can also right-
click a column heading to change its name.

Choose a layout. Layouts


combine filters, sorts, and
groups into one item that
you can apply to logs.

Drag a column
divider to
change the
column width.

Double-click a
document icon to
open its document
window.

Drag this bar to the right to


split the window so that
columns to the left remain
fixed while you scroll through
Scroll horizontally or vertically to
columns to the right of the bar.
see more information.
Double-click the yellow band
to add a new document.
Working with Log and Document Windows 59

You can restore the original settings by choosing View, Restore Default
Column Settings.

Identifying Table and Field Names


Right-click in any field in a log or document window to display its
document table and field name on the left side of the status bar. This infor-
mation is useful if you want to use table and field names in InfoMaker to
extract the appropriate data from your database to create or modify reports
or forms. The following is an example of a table and field name displayed
in the status bar from right-clicking in an Abbreviation field on a log or
document window:

To add a new document from a log, choose one of the following options:
choose Edit, Add Item; click the Generate a New Document icon on the
toolbar; or double-click the empty area below the last entry in the log. To
delete a document from a log, select the document you want to remove,
then press the Delete key, or choose Edit, Delete.

When you delete a document from a log, Expedition removes


its associated document window and any links to issues and
attachments.

Use document windows The following features are common to all


Expedition document windows. These windows are typically used to enter
detailed information. To reduce the amount of time spent entering and
editing data, you can quickly display pop-up lists, dialog boxes, or
calendars from several types of fields.
60 Part 2: Working with an Expedition Project

Click to display a list of Click an envelope Double-click a date


choices for a field. icon to display field to display a
address information. calendar.

These fields
contain general
information
common to all
tabs.

These fields
display detailed
information
specific to the
tab selected.

You can also set a preference to open the document window before the log
when you double-click a document type from the Project View. Choose
Define, User Preferences, click the General tab, then mark the Open Detail
from Selection Tree checkbox. To display the log for a displayed
document window, choose View, Log.

Expedition automatically displays the last document viewed, or the first


document in the log according to the current sort criteria if you have not
yet opened that document type before setting this preference. If there are
no documents in the log, the log opens.
Working with Log and Document Windows 61

Adding, Editing, and Deleting Documents


In Expedition, you can add and delete documents from most log and
document windows using a variety of techniques. Choose the method you
are most comfortable with or that is easiest for the function you are
performing. You can edit noncalculated information in document
windows, and you can edit some fields in logs.

Add a new Expedition document or document item Use any of


the following methods to add a new Expedition document:
■ Choose Edit, Add Item, while working in any log or document
window or with any document type (except Project Properties and
Schedule Data) selected in the Project View.
■ Click the Generate a New Document icon on the toolbar while
working in most log or document windows.
■ Press the Insert key from any log or document window.
■ Double-click below the last entry in any log.
You can also add a document by copying all or part of an existing one,
using any of these methods:
■ Choose Tools, Generate a Document. For example, from a transmittal
document, choose this command to create a copy of the transmittal;
or, from a submittal document, choose this command to create a copy
of the submittal.
■ Drag a selected item. For example, select a submittal document from
the Submittal log and drag it to the Submittal icon in the Project
View. The Generate Submittals Wizard starts.
■ Use Copy, Paste. For example, select a submittal document from the
Submittal log; choose Edit, Copy, then choose Edit, Paste. Expedition
adds a copy of the selected submittal to the Submittal log using the
Generate Submittals Wizard.
62 Part 2: Working with an Expedition Project

To save your changes, you Edit an Expedition document Open the document by double-
must choose File, Save, or clicking its document icon in the log, or choosing Edit, Open Item. Then,
click the Save icon. select a field or cell and edit the values.

You cannot select or edit data values shown in red in log or


document windows. These values are either read-only, calcu-
lated by Expedition, or must be edited in the document
window.

You can select, then right-click a cell containing a value or date you want
to copy to multiple documents; choose Copy. In the receiving document,
click the cell to which you want to copy the value/date, then choose Edit,
Paste.

Delete an Expedition document Use any of the following methods


to delete a selected document from a log:
■ Choose Edit, Delete.
■ Press the Delete key.

Some windows contain lists of items, such as the line items on a unit price
contract. You can delete these items using the methods described above.
Working with Log and Document Windows 63

Using the Spelling Checker


Expedition provides a spelling checker so you can avoid misspelling
words in documents.

The spelling checker looks for misspelled words using the main dictionary
provided and the customizable dictionaries you create. The main
dictionary is comprehensive, but it does not contain proper names or many
specialized words; you can add these words to your user dictionary so
Expedition recognizes them.

In addition to misspellings, the spelling checker looks for repeated words,


such as that that. The spelling checker does not check single-character
words (such as a) or text that does not contain letters (such as 75% or 23).
The spelling checker also does not allow you to change information in
noneditable (red) fields.

Use the spelling checker Open the document for which you want to
check the spelling (you can also select a column, word, or block of text in
the document to check selected text only). Choose Tools, Check Spelling,
then choose whether to check the current field, the entire document, or to
change the options.

Click to change various spelling-checker


features, including which spelling dictionaries
are currently available.

Click to display details


about each option.
64 Part 2: Working with an Expedition Project

The spelling checker comes Expedition includes a custom dictionary called


with its own comprehensive EXPCUST.VTC that contains construction terms. You can
online help, separate from add terms to this dictionary.
Expedition. For instructions
on creating and opening
custom dictionaries in the
spelling checker, see the For each word Expedition does not recognize, select one of the following
Spelling Checker Help. options:
■ To change the spelling, type a different spelling or select a suggestion
and then click Replace (click Replace All to replace all occurrences of
the misspelled word in the current document).
■ To replace the current Not Found word with the word in the Replace
With field, or to delete the word if the Replace With field contains no
word, click Prompt Replace.
■ To keep the spelling, click Ignore.
■ To keep the spelling and add the word to your user dictionary so that
Expedition recognizes the word the next time, click Add to Custom.

Protected (red) fields cannot be edited with the spelling


checker.
Working with Log and Document Windows 65

Filtering and Sorting


You can select and rearrange the displayed sequence of a list of documents
in a log using Expedition’s filter and/or sort features.

You can also filter, sort, and group a meeting minute’s


business items, a punch list’s items, and a notepad’s items.
You must have the focus (cursor) set on those items, or the
filter, sort, or group will apply to the log.

A filter shows some documents in a log while hiding others. For example,
you can apply a filter to the Contracts log so you only see contracts for
which ACMEGC is the From Contact. The following table defines the
valid operators you can use to define a filter, along with each operator’s
meaning.

Operator Description

= Is equal to

<> Not equal to

< Is less than

> Is greater than

<= Is less than or equal to

>= Is greater than or equal to

Between Is between a specified low value and high value

Not Between Is not between a specified low value and high value

Like Matches a pattern in a string

Not Like Does not match a pattern in a string

Is Null Date field does not contain a value

Is Not Null Date field contains a value

OR When one expression or another is true, the row is selected

AND When one expression and another expression is true, the row
is selected

NOT Inverse logic; when an expression is false, the row is selected

IN Matches more than one condition


66 Part 2: Working with an Expedition Project

Operator Description

NOT IN Does not match more than one condition

_ (Underscore) one character wildcard for use with like

% 0 to unlimited characters wildcard for use with like

A sort specification changes the order in which documents are displayed.


For example, you can sort the Contracts log so Expedition lists contracts
in order of accepted date, starting with the latest date at the top.

Apply an existing filter or sort specification to a log Expedition


includes several predefined filters and sort specifications. Open the log or
document you want to filter or sort, then choose Organize, Filter, or
Organize, Sort. Select the filter or sort order you want to use. Expedition
rearranges, or selects, documents in the list based on the selected filter or
sort.

Select the filter or sort order you


want to use, then click OK.

Expedition displays the


name of the currently
applied filter, sort, or group
specification here.
Working with Log and Document Windows 67

Add a standard (simple) filter If no predefined filter matches your


needs, you can create your own. Open the log or document you want to
filter, then choose Organize, Filter. Click New in the Filters dialog box
and specify information about the documents you want to filter in the
Standard Filter dialog box. The Standard Filter dialog box allows you to
create and edit simple filters. The following example shows only contracts
where the To Vendor (the field) is equal to (the condition) ACMEGC (the
value) or (logic) STDPAV. Click Advanced from the Standard Filter
dialog box to build more sophisticated filters.

Click to add a row to the


bottom of the list.

Type a name for


the new filter.
Select the field,
condition, and value.

Click to view the filter


syntax, which appears Click to insert a new row
in the Criteria section above the selected row.
of the Advanced Filter Click to check if the filter is valid.
window, or to create a
complex filter.

Add a complex filter If you require more powerful filters, you can
create advanced SQL statements by using the Advanced Filter dialog box;
click Advanced on the Standard Filter window.

Primavera recommends using this feature only if you are


familiar with SQL statements.
68 Part 2: Working with an Expedition Project

The following two examples list all contacts that have a contract value
greater than $100,000:

Filter syntax for the IN operator:


vendor_abbrev IN (Select from_vendor from cnmt WHERE lump_cost > 100000.00)
Filter syntax for the EXISTS operator:
EXISTS (Select * from cnmt WHERE cnmt.from_vendor = vnmt.vendor_abbrev AND
lump_cost > 100000.00)

Type a name for


the new filter.

Edit the SQL


statement directly in
this field.

Select fields, condi-


tions, and symbols,
from the lists.

Filtering Schedule Data


If Expedition is linked to a Primavera schedule and you want to filter
activities in the Schedule log (double-click Schedule in the Project Infor-
mation folder), remember that Primavera project data is stored in a
different format than Expedition data, and the syntax of activity selection
criteria based on dates differs slightly. Examine the syntax for the sample
filters in the Filter Expression dialog box before you create a new filter for
the Schedule log based on dates.
Working with Log and Document Windows 69

Add a new sort specification If no predefined sort specification


matches your needs, you can create your own. In the Project View, open
the log or document you want to sort, then choose Organize, Sort. Click
New in the Sort dialog box and specify information about the documents
you want to sort and the order in which you want to sort them. In the
following example, Expedition sorts the log entries by total cost, in
ascending order.

Type a name for the new


sort specification.

Double-click each column name You can sort by as many fields as


on which you want to base the sort you want. Clear the checkbox for
to add it to the Sort Order list. each field to sort records in
descending order.

Filtering and Sorting Tips


A filter or sort applies only to the log or document to which you add it. For
example, if you create a filter in a contracts document, that filter does not
apply to transmittals.
Whether you close the current log/document or exit Expedition, a filter or
sort remains in effect until you apply a different one.
If Expedition does not list certain documents, remove the filter, if any, and
re-examine the log or document.
70 Part 2: Working with an Expedition Project

Grouping
Grouping enables you to group and display log documents by criteria that
you specify. For example, you can group and display documents by ball-
in-court, activity ID, package number, or any other available column. You
can also apply different background and text colors to header rows to
differentiate sections, and you can create multiple groups.

You can also filter, sort, and group a meeting minute’s


business items, a punch list’s items, and a notepad’s items.
You must have the focus (cursor) set on those items, or the
filter, sort, or group will apply to the log.

Apply an existing group to a log Open the log or document to


which you want to apply a group, then choose Organize, Group. Select the
group you want to use. Expedition rearranges documents in the list based
on the group you select.

Select the group you want to use,


then click OK.
Working with Log and Document Windows 71

Add a new group If no predefined group matches your needs, you can
edit an existing one or create your own. Open the log or document you
want to group, then choose Organize, Group. Click New in the Group
dialog box (or Edit to edit a group), and select the field by which you want
to group documents, along with the colors for the group. You can create
multiple groups in a log, with the top group taking precedence and each
subsequent group taking precedence over any below it.

Type a name for Select the field, background and text colors,
the new group. sort order, and whether to total the group.

Click to add a row to Click to insert a new row


the bottom of the list. above the selected row.

Grouping Tips
A group applies only to the log or document to which you add it. For
example, if you create a group from the Contracts log, that group does not
apply to transmittals.
Whether you close the current log/document or exit Expedition, a group
remains in effect until you apply a different one.
If Expedition does not list certain documents, remove the group, if any,
and re-examine the log or document.
72 Part 2: Working with an Expedition Project

Layouts
You can combine filters, sorts, and groups into a layout and apply the
layout to a log window.

For example, if you use a certain combination of a sort, filter, and/or group
repeatedly, you could create a layout in the New Layout dialog box that
combines them and apply the layout to a log window.

A layout will appear in the same log window for all projects within a
database. If you create a layout called Layout1 for the Contracts log in
project DEMO, Layout1 will appear in the Contracts log in every project
in that database.

To create a layout, from a log window, choose Organize, Layout, New.

For complete information on using layouts, see Define a Layout in Help.


Working with Log and Document Windows 73

Attaching Files and URLs to Documents


You can attach files such as word processor documents, graphics, or
spreadsheets to any Expedition document. You can then start the appli-
cation in which the attached document was created directly from
Expedition to view or modify the attachment.

You can also attach URLs (Internet addresses) to an Expedition document.


You (or a user to whom you sent the document and attachment) can then
select the URL and click View to open the Web page in your Internet
browser.

When creating a new Expedition attachment options include the ability to launch a photograph
transmittal from an existing managing application such as LYNX, which enables you to view and
one, you can also copy the attach an unlimited number of photographs. Using photographs helps you
attachments from the accurately reconstruct project events. Launch LYNX by clicking the
existing transmittal to the Imaging button in the Attachments For dialog box (choose View, Attach-
new transmittal.
ments). A Connection dialog box is displayed; select the photograph you
want to attach to the document.

LYNX is not included with Expedition. You can download a


demo version and obtain purchasing information from the
LYNX World Wide Web site at http://www.trfsys.com, or
contact TRF Systems, Inc., at 800-873-0700, 954-345-9703
(fax), or sales@trfsys.com (e-mail).

Attach a file or URL to an Expedition document Select an


Expedition document from either a log or document window. Choose
View, Attachments.

For details on associating file The Attachments For dialog box includes View and Scan buttons that
types and applications and open the applications from which the attachment originated. For example,
viewing attachments in other
applications from Expedition, if you select a .BMP attachment and click View, the picture is displayed in
see the next section, Viewing the Windows Paint program. The Scan button is available if scanning
Attachments in Other Appli- software such as DeskScan or ImageView is loaded on your PC. You can
cations from Expedition.
associate the application you want to use with a file type as well as specify
the scanning software you use. When no project is open, choose Tools,
Application View Setup to configure the applications and scanning
software to use with attachments.
74 Part 2: Working with an Expedition Project

Click to attach a file.

Click to attach a URL.

Select the file


to attach.

Type the URL address.

Type a description for the attachment.

View the attachment Select the attachment in the Attachments For


dialog box, then click View to open it in the application you associated
with its file type in the Application View Setup dialog box. For example,
if you click View for a selected .BMP file, and you associated .BMP files
with PaintShop Pro in the Application View Setup dialog box, the
attachment opens in PaintShop Pro. However, if you did not associate
.BMP files with any application, the attachment opens in Microsoft Paint,
the native application.

When you attach a file to an Expedition document, other users


can still change it. To prevent losing the original document,
save a copy of it using a different name in the Expedition
Attach folder. For extra assurance, you can designate the file
as Read Only to prevent unauthorized changes.

To delete a file, select it, then click Detach or press Delete.

The following example shows a report with pictures attached.


Working with Log and Document Windows 75
76 Part 2: Working with an Expedition Project

Viewing Expedition Attachments in Other Applications


You can associate file types with applications so you can view and run
Expedition attachments; you can also specify the scanning software to
launch when you click the Scan button in the Attachments For dialog box.
To associate file types with applications, choose Tools, Application View
Setup when no projects are open.

Enter the file Click to


type and its update the
associated list with the
.EXE, .BAT, or application
.COM specified in
program, then the File
click OK. Extension
and
Executable
to View
fields.
Specify the path of the scanning
software to run when Scan is
clicked in the Attachments For
dialog box.

For more information on To view the files attached to a document, choose View, Attachments. The
photograph attachments, see View button in the Attachments For dialog box enables you to open a file
the preceding section.
with the application you associated with its file type.

For details, see Setting User You can also configure Expedition to include up to eight applications on
Preferences in the Setting Up the Tools menu. Choose Define, User Preferences, and click the Appli-
Dictionaries and Preferences
chapter and in Help. cation Setup tab to specify the applications.
77

Customizing Log and Document


Windows
This chapter explains how to customize
In this chapter Expedition to meet the special needs of your
company. You can modify titles in the Project
Customizing the Project View
View, as well as log column headings and field
Customizing Column Headings
and Field Labels labels; customize acronyms and titles on
Choosing Acronyms and Titles Expedition documents; create custom item
Creating User-Defined Item Types types; and add fields to any document using
Creating and Using Custom custom fields.
Fields
78 Part 2: Working with an Expedition Project

Customizing the Project View


To accommodate your work environment, you can change the names
Expedition uses to identify folders and documents, and the order of the
folders, in the Project View. For example, you can change the name of the
Contract Information folder to Accounts Payable and include only
Invoices, Purchase Orders, Trends, and Payment Requisitions. You can
then move the Cost Worksheet, Contracts, and the other modules to the
Communication, Logs, or Project Information folder.

To return the names and Project View changes are not project-specific; any name changes affect
orders to the settings the entire database and all projects in it. You can edit folder names and the
supplied with Expedition, document order within each folder, change the order of the entire Project
when no project is open View, and move documents between folders. You cannot add new items to
and nobody else is logged a folder or remove a folder or log from a project.
in, choose Define, Restore
Default Tree Names and
To change the Project View folder names and sort orders, choose Define,
Orders.
Tree Names and Orders when no project is open.

Since these changes apply to the entire database, no other


users can be working in the database when you edit the
Project View. Choose View, Current Users, to ensure that no
one else is using the database.

You can change the names


Double-click a folder to and orders of folders.
change document names,
locations, and order.

To move the document


to another folder in the
Project View, select
another folder in this
column.

To change the
document’s order,
type the new number
in this column.
Customizing Log and Document Windows 79

Customizing Column Headings and Field Labels


For more information, see You can customize the text for headings in logs and field labels in
Customizing Column document windows to match your company’s terminology. For example,
Headings and Field Labels in
Help. in the Cost Worksheet, you may want to change the column name from
Original Budget to Revenue. Right-click the heading or field label you
want to change, type the new heading in the Customize Field Label dialog
box, then click OK. Any change made to headings and labels affects all
projects in the current group, not just the project in which you make the
change. If more than one user changes the same heading, Expedition uses
the last change made.

Change the heading


label. Use the Enter and
Space keys to adjust
text placement.

Right-click the column heading to


change the column title.

Adjust the width of the


column as necessary
to accommodate
heading changes.

To return to the default column headings supplied with Expedition, with


no projects open, choose View, Restore Default Column Settings. The
Print Preview and printed versions of the logs reflect customized column
names. However, if you print a standard report or form from either
Expedition or InfoMaker, the default column headings are used.
80 Part 2: Working with an Expedition Project

Choosing Acronyms and Titles


You can change the names of logs, documents, fields, and field values to
match your company’s terminology. Choose Define, Document Acronyms
and Titles, when no project is open.

In the Document Acronyms and Titles dialog box, edit the document
acronyms, titles, and descriptions displayed in the Acronym column of the
dialog box. If you want to restore the default names later, refer to the
System Acronym and System Description columns.

Double-click any item


to view and edit the
document details.

Edit the default


report and form
libraries and print
files associated with
the document.

For example, to change the Company Directory log title, type a new title
(such as Vendor), which will then appear at the top of the log. Type a new
document title (such as Vendor Document), which will then appear at the
top of each contact document window. If you change the acronym, the
new acronym will appear in document type drop-down lists.
Customizing Log and Document Windows 81

Creating User-Defined Item Types


To add your own item types for reference in Expedition documents,
choose Define, User Defined Types, when no project is open. For
example, if you want to include a fax as part of a transmittal, define a type
called FAX, then reference it in the Item field in the Items tab of the trans-
mittal’s document window.
82 Part 2: Working with an Expedition Project

Creating and Using Custom Fields


A custom field is a field that you add to the Expedition database to contain
any information you want. You can create and use a custom field to track
certain information, perhaps at a client’s request, that isn’t part of a
standard Expedition window. For example, you may be managing a
project that consists of three phases. To print reports and sort information
by phase, you can create a custom field called PHASE, add it to the
Expedition document in which you need to track the phase, and then
assign a value to the custom field that distinguishes each phase, such as
First, Second, or Third.

By default, Expedition displays defined custom fields on log and


document windows. You can specify not to display custom fields by
choosing Define, User Preferences, clicking the General tab, and then, in
the Detail area, clearing the Display Custom Fields on Logs and Custom
Fields on Detail Screens checkboxes.

Add a custom field Close the current project and make sure no one
else is working in it or in its group (choose View, Current Users, to display
the Current Users in Expedition dialog box). You cannot add a custom
field to a project if the project is open.

Choose Define, Custom Fields, to open the Custom Fields dialog box.
Click Add, select the table to which you are adding the custom field, type
a name for the custom field, then describe the new custom field. In the
following example, CNMT, the contracts table, is selected.
Customizing Log and Document Windows 83

Click to add
this custom
field to every
database
table.

Select the table to Mark to create Enter the order in


which you are adding dictionary definitions which you want
this custom field, then for this custom field. the custom field to
enter the remaining The box in the left- appear in the logs.
information about the most column becomes
new field you are a document icon,
adding. which you can use to
open the Custom Field
Dictionary dialog box.

When you add a custom field, you add a new field to the
Expedition database. Custom fields are a group-level feature;
a custom field is available to every project in that group.
84 Part 2: Working with an Expedition Project

Create a dictionary of terms for a custom field You can create a


dictionary of terms for custom fields with a type of Character and Upper
Case. When you add dictionary definitions to custom fields, the entries
appear under the custom field columns in drop-down lists in the logs.
Users can then select these definitions to apply to the corresponding
document. To add dictionary terms, mark the dictionary checkbox in the
Custom Fields dialog box, then double-click the corresponding document
icon to open the Custom Field Dictionary dialog box.

Mark the Can Edit Dictionary from Project checkbox to allow users to
type definitions directly in the custom fields. Definitions you enter
directly are not added to the Custom Field Dictionary.

The Name, Length, Type, and Description fields


are the same as in the Custom Fields dialog box
and cannot be edited.

Type the name that appears Type a description for


in the custom field drop- the dictionary item.
down list.
Customizing Log and Document Windows 85

Use a custom field with an Expedition document Open a


document, then choose View, Custom Fields, to display the custom fields
available for the document. Type a value for the custom fields you want to
associate with the open document.

Open the document you


want to associate with a
custom field.

Assign values for the custom fields you have


associated with this document type.

For details about creating, Include custom fields in reports You can include custom fields in
modifying, and printing reports. For example, using the custom field above, you can create or
reports, see Part 6: Working
with Expedition Reports and modify a report so that it shows only the contracts associated with the First
Forms, or refer to Help. Phase of the project.
87

Setting Up Dictionaries and


Preferences
This chapter describes how to set configu-
In this chapter ration options that enable you to tailor
functions to fit your specific needs. You can
Defining Dictionaries
specify the names used on documents and the
Setting Project Preferences
codes used to identify work categories, roles,
Setting User Preferences
and status; set transmittal queue options;
Setting Letter Preferences
choose whether to use a group or project-
specific company directory; set requisition
preferences and retainage calculations; define
a schedule link; establish a change
management workflow; and assign default
contacts for specific documents.
88 Part 2: Working with an Expedition Project

Defining Dictionaries
You can edit or add to existing dictionaries in Expedition. When no
project is open, choose Define, Dictionaries, to choose from a list of
dictionaries that enable you to change or add the following:
■ Specification codes used to classify work
■ Contact roles
■ Status codes
■ Reason codes that identify the source of a particular change
■ Submittal types
■ Bid packages associated with drawings
■ Drawing disciplines used to categorize drawings
■ File numbers associated with drawings
■ Paper sizes used to identify the dimensions of drawings
■ Phase codes specific to drawing revisions

When a project is open, you can add or change drawing areas, punch list
elevations, and punch list rooms.

For a list of CSI section titles Add or edit the specification codes used to classify work
and numbers, see Master- Choose Define, Dictionaries, Spec Sections. The codes in the Specifi-
format/CSI Codes in Help.
cation Sections Dictionary classify construction work using the Master-
format coding system developed by the Construction Specification
Institute (CSI). A Specification Code field is available in most document
windows; these codes are used in reports and forms, and are available for
sorting and filtering data in Expedition. Edit any field, or create a new
specification section by clicking Add and typing a section value and
description.
Setting Up Dictionaries and Preferences 89

Change the names of group roles and define new roles Choose
Define, Dictionaries, Roles. You can change role acronyms and descrip-
tions to any values you prefer, but you must select a type from the list in
the Role Type Name field. Expedition uses types to categorize the role
names you create. These types include owner, supplier, general contractor,
and so on. When you generate multiple copies of any change document,
you can address copies of the document to all contacts assigned a specific
role in the Company Directory.

You can sort and


select report records
by contact role.

Edit or add to status codes Choose Define, Dictionaries, Status.


Use status codes in Expedition documents, such as submittals and change
documents, to identify their status in various stages of the project.
90 Part 2: Working with an Expedition Project

Expedition displays the status acronym values in the Status field in various
Expedition windows. You can change these codes and descriptions to
match your company standards, and you can add new codes to the list. For
each code you add, select a type from the drop-down list in the Status
Type Name field, then select a color to represent the status. Expedition
uses these standard types to categorize the code names you create.

You can delete codes from this list, but you must keep at least
one New, Approved, Closed, and Rejected type.

You can only edit the description and color for the New status.

You can edit this You must select from the values and
information. colors available in the drop-down list.

Edit or add reason codes for change management Choose


Define, Dictionaries, Change Document Reason Codes. During a project,
different participants and factors inevitably introduce changes that affect
project contracts. In change management, these codes enable you to
identify the reason for a change.
Setting Up Dictionaries and Preferences 91

Codes defined here appear in


all projects in the database.

Edit or add types for submittals Choose Define, Dictionaries,


Submittal Types. To organize submittals, you can define different types.
The submittal types you define are available in the Type drop-down list
for your selection in the Submittals log, as well as in the Submittal
document window.
92 Part 2: Working with an Expedition Project

Define the bid packages for drawings Choose Define, Dictio-


naries, Bid Packages. Once the design cycle is finished for architectural
drawings on a project, drawings are sent to different contractors to bid on
work. You can keep track of drawings and their revisions by defining a bid
package for each contractor, then logging the drawings by bid package in
the Drawings log. You can modify this list if you send additional
contractors drawings for bid. You can also filter drawings by bid package.

Enter up to 15 characters for


the bid package abbreviation.

For more information about Define disciplines for drawings Choose Define, Dictionaries, Disci-
the Drawings and Drawing plines. You can categorize drawings in the Drawings and Drawing Sets
Sets logs and how disciplines
are used, see the Tracking logs by discipline, such as ELECT, MECH, ARCH, and CIVIL. When
Drawings chapter. you define disciplines, keep in mind how your company tracks drawings
throughout a project. These categories can be used to sort, filter, and
report drawing information.

Use disciplines to
classify drawings.
Setting Up Dictionaries and Preferences 93

Define drawing file numbers Choose Define, Dictionaries, File


Numbers. If you set up a filing system specifically for drawings, you can
add your file numbers to this dictionary, then select the appropriate
number when you log drawings.

Enter up to 23
characters for the file
number description.

Define paper sizes for drawings Choose, Define, Dictionaries,


Paper Sizes. Specify a size code and corresponding measurements for the
individual paper sizes you use for drawings.

Type an order code for the


paper size. Order codes
determine the order in
which sizes appear in the
Paper Size list fields.
94 Part 2: Working with an Expedition Project

Define phase codes for drawing revisions Choose Define, Dictio-


naries, Phases. When you create a drawing set that includes several
drawings, you specify whether it is in the review or distribution cycle.
Drawings are sent out for different purposes during different phases of the
review or distribution cycle. For example, Issued for Bid (IFB) or Issued
for Construction (IFC) identify the purpose of a drawing sent to project
participants. In the Design cycle, drawings in the Issued for Design (IFD)
phase require revision cycles similar to submittal review cycles.
Expedition includes predefined codes for drawing phases, but you can add
additional codes to meet your requirements for the design and review
cycles.

You can enter up to


eight characters for the
Phase code.

For the following dictionaries—areas, elevations, and rooms—


you must be in a project; they are project-specific. The
previous dictionaries were group-specific.
Setting Up Dictionaries and Preferences 95

Assign the areas associated with drawings From within a


project, choose Define, Dictionaries, Drawing Areas. Drawings typically
correspond to specific areas of construction work, such as the reception
area in an office building. Areas are useful for a general association of
what a particular drawing or set of drawings is referencing in construction
or design work. These areas help to further categorize drawings so you can
more easily determine outstanding requirements in revisions.

Codes defined here appear


in this project only.

Define elevations for punch lists From within a project, choose


Define, Dictionaries, Punch List Elevations. Use the Punch List Eleva-
tions dialog box to define elevations that can be applied to individual
punch list items in the Elevation field of the Punch List document
window. Once you define an elevation, it is specific to that project.
96 Part 2: Working with an Expedition Project

Define rooms for punch lists From within a project, choose Define,
Dictionaries, Punch List Rooms. Use the Punch List Rooms dialog box to
define rooms that can be applied to individual punch list items in the
Room field of the Punch List document window. Once you define a room,
it is specific to that project.
Setting Up Dictionaries and Preferences 97

Setting Project Preferences


To specify preferences about contacts, transmittals, contracts/purchase
orders, schedules, requisitions, change management, currency, and
markup, you must have a project open. Choose Define, Project Prefer-
ences. These settings form the basis for how these areas work as you use
them throughout Expedition. You can only set Project Preferences for the
current project; Expedition displays its name and title at the top of the
Project Preferences dialog box.

The examples shown in this section show the default settings


for a new project.

Contact preferences You can indicate whether you want to use


contacts from the current project or from the group database—to do so,
specify Group or Project. Specify whether you want to add new contacts
to the group database when you add them to the project directory, and
indicate whether you want Expedition to automatically update group
contacts when you edit project contacts.

If you select Project, mark to


have Expedition add new
contacts to the group
database when you add them
to the project.

Mark to update group contacts automatically


whenever you update project contacts.
98 Part 2: Working with an Expedition Project

For details on using the Communication preferences Communication preferences determine


Transmittal Creation Queue whether and how Expedition places transmittals in the Transmittal Creation
for distribution lists, see
Compiling a Submittal Distri- Queue. If more than one transmittal exists for any contact in the Transmittal
bution List in the Managing Creation Queue, Expedition gives you the option of combining the infor-
Submittals chapter. mation from all of them into one transmittal. You can also update the queue
for every contact on your submittal or drawing sets distribution list.

Mark to update the Transmittal


Creation Queue every time
you update a submittal.

If more than one transmittal


exists per contact, mark to
combine them.

Mark to generate a transmittal


for each contact on a submittal
distribution list.

Mark to automatically print


transmittals when you add
them to the Transmittal log,
then click Create from the
Transmittal Creation Queue.

Expedition prompts you to display the Transmittal Creation Queue after you
close the Submittal log so you can print (or send) transmittals immediately
after adding them to the Transmittal log. You are also prompted to display
the queue if you update sent dates or distribution information for drawings.
You can set up a distribution list to send transmittals to specific contacts by
choosing Define, Distribution Lists.

Dunning letters are added You can also specify whether to automatically add a dunning letter to the
to the Correspondence Correspondence Sent log: mark the Add Dunning Letters to Sent Log
Sent log after they are checkbox. Clear this checkbox if you’d rather add letters manually, or if you
printed by choosing Tools, don’t want to track dunning letters sent in the Correspondence Sent logs.
Reports, Dunning Letters,
from a document.

For details on linking to a Schedule preferences Schedule preferences enable you to specify the
Primavera schedule, see Primavera project you want to link to the Expedition project so you can
Linking with a Primavera
Schedule in the Planning and access schedule data in most document windows. Expedition can extract
Adding an Expedition Project early and actual start and finish dates from the Primavera project and use
chapter, or refer to Help. them to update Expedition dates. You can also simply reference the related
activity in the specific document window.
Setting Up Dictionaries and Preferences 99

For details on setting up the


Schedule tab, see Project
Preferences Schedule tab in
Help.

Type the full path


of the project.

To link to a specific project


that belongs to a group,
type the project ID and
group names.

Mark to filter underway


activities in daily reports by
the RESP code.

Double-click Schedule in
the Project Information
folder to view a Bar chart of
the linked schedule.
100 Part 2: Working with an Expedition Project

For detailed information on Currency preferences The Currency tab enables you to set the format
using multicurrency formats, used in all currency fields throughout your project. For example, if a
see Project Preferences
Currency tab and Reporting project is based in Germany, select German as the currency format for the
Currency dialog box in Help. project. The currency setting applies only to the current project.

Select the currency


to use in the project.

Select the conversion


direction.

Select the conversion rate.

Choose the amount in


which to display the
currency.

To set the currency symbol used in Expedition documents,


choose Define, User Preferences, then click the General tab.
Select Use System Setting to use the Windows default, or
select Use Project Setting to use the project currency set in
Project Preferences.

To set the currency used in reports, choose Define, Reporting


Currency when no project is selected. See Reporting
Currency dialog box in Help for more information.
Setting Up Dictionaries and Preferences 101

Contract, purchase order, change, and invoice preferences


Contract, purchase order, change, and invoice options establish whether
Expedition assigns unique contract and/or purchase order (PO) numbers to
each contract in a project, or if the To and From company abbreviations
are used as the basis for the contract and/or PO number. For example, if
unique numbers are used, every contract/PO is assigned a different
number. If the To and From abbreviations are used, the number
assignment uses the abbreviation plus an incremental number.

Mark to have Expedition


assign unique contract/PO
numbers to each new
contract. Clear to use the
To and From contacts to
determine the next
available number.

Mark to automatically set


the Amount column of the
invoice using the contract/
PO balance and to
distribute the amount of the
invoice to the Cost
Worksheet using cost codes
from the associated
contract/PO.

Mark to force users to Mark to force users to distribute


distribute change orders, all cost documents using
contracts, proposals, defined cost codes. This
POs, and/or trends. prevents users from using the
Not Costed cost code.
102 Part 2: Working with an Expedition Project

Requisition preferences You can set requisition preferences (along


with Retainage defaults) from the Req Options tab in the Contract or
Purchase Order document window from which the requisition originates.
If the originating contract/purchase order has not been created, use the
Requisitions tab in the Project Preferences dialog box to set requisition
options.

Mark to have Expedition use the tax percentage for


each line item from the requisition’s Schedule of
Values tab, Tax Rate column (Column J) to calculate
the Tax to Date on the Requisition Summary tab.

Specify the first line item


number and the increment
number to use when the
schedule of values is
created.

These items determine how Expedition calculates retainage for all new
requisitions. Use the Summary % fields to enable editing of the Total
Retainage field in the requisition’s Summary tab.

You can also specify that values can exceed the budget (scheduled value)
by marking the Allow Over Budget checkbox. Mark this checkbox if you
want to collect delivery records for the requisition schedule of values,
since delivery values often cause the sum of the This Period column
(Column E) and the Previous Applications column (Column D) to exceed
the value in the Scheduled Value column (Column C).
Setting Up Dictionaries and Preferences 103

To have Expedition retain costs for materials stored in the Materials


Presently Stored Not in D or E column (Column F) in the schedule of
values when generating a new application, mark the Retain Materials
Stored checkbox. When you generate a new application, clear this
checkbox if you want to move cost data for materials stored to the
Previous Applications column (Column D) in the schedule of values.

For calculating retainage, if you prefer to enter a percentage for completed


work and stored materials in the Summary tab, mark the Use Summary %
of Work and Use Summary % of Stored Materials checkboxes. If you’d
rather use retainage amounts or percentages for each line item in the
Retainage column (Column I) in the Schedule of Values tab, mark the Use
Line Item Retainage Total checkbox.

To have Expedition use the same percentage to calculate retainage for


most line items, type the percentage in the Set New Line Item % To field.
Expedition automatically enters this percentage in the Retain % column
(Column I) in the Schedule of Values tab. For example, if you enter 10
percent, Expedition enters 10 percent in Column I for every line item. You
can then edit the items that use a different percentage.

You can also specify a maximum contract percent complete value in the
Until % Complete field. You must use this option in conjunction with Use
Summary % of Work for Expedition to use the calculation. For example,
to stop calculating retainage on or after the contract is 50 percent
complete, enter 50 in the Until % Complete field and mark the Use
Summary % of Work checkbox. Note that you will not be able to edit the
Total Retainage field in the Summary tab of the Requisition document
window if you apply this “ceiling” calculation.

If you mark the Prompt for Get When Opening Latest Requisition
checkbox, each time you generate a new requisition, Expedition prompts
you to “get” approved change orders, materials for delivery, and/or total
percent of work completed for the period to date (%G/C column) in the
schedule of values. Expedition uses the percent complete values for the
selected activities linked to the Primavera schedule.
104 Part 2: Working with an Expedition Project

Change management preferences The Change Management tab


enables you to define the relationship, if any, of committed values to
revenue values, and to set up the Change Management process for your
work process.

You can select any change


or trend documents for
these fields.

Mark to create transmittals


when you use Add Estimates
in the Change Management
Commitments tab.

Mark to create correspon-


dence sent documents when
you use Add Estimates in the
Change Management
Commitments tab.

For more information about Each Estimated, Quoted, Negotiated, and Final Budgeted value and each
change management, see the Estimated, Quoted, Negotiated, and Final Committed value creates a
Using Change Management
chapter, or refer to Help. document that Expedition posts to a user-defined column of the Cost
Worksheet. Use this tab to supply the document type you want Expedition
to create and the corresponding cost category column on the Cost
Worksheet where you want to distribute change amounts.
Setting Up Dictionaries and Preferences 105

For detailed information on Markup preferences (standard) The Markup tab allows you to set
markup, see Applying the markup percentage or amount to apply to change documents. You can
Markup in the Using
Individual Requests and create as many markup categories and values as you need. Advanced
Changes chapter. In Help, see markup provides the same fields as Standard markup, along with a Source
Project Preferences Markup Cost Code field.
tab, or type markup using the
Search or Index features for a
list of topics.

Enter either the markup percentage you ...or enter the markup amount you want
want to apply to change documents.... to apply to change documents.

Type a markup
description.

Type or select the cost


code to which you want to
apply the markup values.

Click to add a new


markup row.

Type the order in which you want Click to use


each markup category applied to Advanced markup.
change documents.

Click Add Subtotal to add a subtotal row to the change document.


Expedition subtotals the markup values above this row in the change
document and places them in this row.
106 Part 2: Working with an Expedition Project

Markup preferences (advanced) Advanced markup allows you to


apply markup using as many categories as you need, and enables you to
enter a percentage or a flat amount for each category. You can also choose
Source Cost Codes, which allow you to break costs into individual compo-
nents. Instead of basing markup on one lump sum (such as overall cost),
you can divide the cost into labor, materials, and bond, and you can apply
markup categories to each of those.

Select the source


cost codes on which
the markup
categories will be
based. The markup
values will then be
applied to the target
cost codes.

Click to use
Standard markup.

When applying markup, Expedition calculates the amount to mark up in


the Markup Calculations For dialog box (accessed from change
management or a change document) as follows:
■ If a source cost code is used, Expedition uses the applied cost for that
row as the amount to apply markup against.
■ If there is no source code, Expedition will mark up the previous
Subtotal amount.
■ If there is no previous Subtotal row, Expedition will mark up the
Document Start row’s Total Cost column.

You can use wildcards in the Source Cost Code field. Use a question mark
(?) to replace one letter or an asterisk (*) to replace multiple letters. For
example, if you created cost codes A1B and A2B, and you enter A?B,
both cost codes will be used. Similarly, if you use A*, all cost codes that
begin with A will be selected.
Setting Up Dictionaries and Preferences 107

For detailed information on PrimeContract preferences The PrimeContract tab allows you to
using Expedition with Prime- link the current project with PrimeContract so that you can send
Contract, see Project Prefer-
ences PrimeContract tab in documents back and forth between Expedition and PrimeContract. Enter
the online help, or type the PrimeContract project number and project name, and indicate who the
primecontract using the payment requisition certifier for new contracts is (Engineer of Record or
Search or Index features in
Help. the From Vendor).

Click to go to the Prime-


Contract Web site.

Mark this checkbox to


link this project with
PrimeContract.
108 Part 2: Working with an Expedition Project

Setting User Preferences


You can set personal preferences for how you want Expedition to perform
certain functions. Choose Define, User Preferences, to specify the settings
described in this section.

Preferences selected here are user-specific per Expedition server;


Expedition saves the changes for your user ID and will use them for any
workstation on which you log into and use Expedition.

Mark to
save
changes to
Mark to display the Trans- log layouts,
mittal Creation Queue such as
dialog box when you close column
the Drawing or Submittal resizing.
logs, or the project.

Select the language and


currency symbol you want
to use in Expedition
windows.

For more information on General preferences First, select the language you want to use for
multicurrency formats, see Expedition, then, select the currency symbol to use in value fields.
Project Preferences Currency
tab and Reporting Currency
dialog box in Help. Mark the Workspace checkbox if you want the Project Center to be
displayed automatically when you start Expedition. Clear this checkbox to
open Expedition without displaying the Project Center.

To include custom fields on log and document windows, mark the Display
Custom Fields on Log/Detail Screens checkboxes to include columns for
the custom fields defined and associated with specific documents. If you
previously included custom fields on logs and then later clear the Custom
Fields on Log checkbox, Expedition does not remove existing custom
fields from the logs; choose View, Restore Default Column Settings, to
remove them.
Setting Up Dictionaries and Preferences 109

To open a document window when you select a document type from the
Project View, mark the Open Detail from Selection Tree checkbox.
Expedition will then open the document window for a specific document
type rather than its log. When you double-click the document in the
Project View, the document window that corresponds to the first
document in the log opens automatically. In subsequent sessions,
Expedition displays the last document displayed the last time you accessed
the document type. You can show the document’s log by choosing View,
Log, or by pressing F4.

To automatically refresh a log with all available records (to include


records you added or deleted during a session), mark the Refresh Logs
After Add/Delete checkbox. When this checkbox is cleared, you must
choose View, Refresh, to see the changes.

Select the language you want to appear on Expedition windows. Keep in


mind that any text you enter will appear in that language only. Expedition
will not translate it.

To specify whether to display all documents or selected documents when


you open a log, mark the Retrieve as Needed checkbox. Expedition will
retrieve only documents necessary for display purposes when you open a
log. Clear this checkbox to display all documents when you open a log.

If you link Expedition to a Primavera schedule and work with the project
in a multiuser environment, project data are locked exclusively during
functions such as scheduling and dictionary modification in the Primavera
application. To control access to linked project data, mark the Connect to
Schedule as Needed checkbox. This instructs Expedition to open and close
Btrieve connections as necessary when you access the schedule from
Expedition. To keep the Btrieve connections open, clear this checkbox.

You can specify locations of reports, forms, and databases if their


locations differ from the defaults provided during Expedition setup. In the
Reports Folder and Forms Folder fields, type or select the path to the
appropriate locations. When you run a report or form from Expedition by
choosing Tools, Reports, Reports (or Forms, or Dunning Letters),
Expedition references the location you specify here. Dunning letters are
usually included in the Reports folder in the appropriate report library or
.PBL file.
110 Part 2: Working with an Expedition Project

Application setup preferences You can add menu commands to


open up to eight applications from the Expedition Tools menu. You can
launch files with an .EXE, .COM, or .BAT extension. To start the appli-
cation from Expedition, open Expedition and choose the application name
from the Tools menu. Expedition lists the applications by number, and
each number also functions as a hot key to start the application.

Type a menu command for


the application, such as
Acrobat Reader.

Type its associated


program location (for
example,
C:\Winword\WORD.EXE), or
click Browse to locate the
application.
Setting Up Dictionaries and Preferences 111

Mail preferences You can configure Expedition to use your e-mail


system. In the Mail tab, select the mail program you use. If you select
None, mail is disabled.

Expedition closes your mail system if you change the mail


setup settings during your current Expedition session.

Mark to automatically log


your mail and place any
messages you create in a
queue to send them all at the
same time.

Choose whether you want


to retrieve mail manually
when you open the InBox or
have Expedition look for
new mail at an interval you
specify.

These are the default


folders where sent and
received messages are
stored; you can change
these to your own
preferences, for
example, to a network
location to provide
access to multiple users.
112 Part 2: Working with an Expedition Project

Layout preferences If you use filters, sorts, and groups, you can
combine them into a layout. Use this tab to assign up to two buttons to
each log window that you can use as a shortcut to instantly apply a layout
to the log.

For detailed information on For example, if you have six layouts created for the Transmittals log, but
using layouts, see User you use two of them more than the others, you can create two buttons for
Preferences Layout tab in the
online help, or type layout those layouts that will appear at the top of the Transmittals log window.
using the Search or Index Clicking the buttons will instantly apply the layout parameters to the log.
features in Help.

Assign the layouts


to the left and right
buttons from the
Select the log to drop-down lists.
assign the layout
buttons to.
Setting Up Dictionaries and Preferences 113

Setting Letter Preferences


For more information on You can customize letters you send to project participants by creating
letters and creating letter letter templates using either the Standard Editor (RTF) or Microsoft Word.
templates in Microsoft Word,
type letter in Help’s Index or If you use the Standard Editor, you can create a standard salutation and
Search tab. closing, specify margins, and select a letterhead logo to set up a prefor-
matted template, making it easier to create letters. Choose Define, Letter
Templates to set up the format and structure of your letters.

Standard Editor The following window opens if you chose Standard


Editor from the Project Preferences Communication tab.

Type the filename of the company logo you Select standard data from your database
want to use in your letters. for automatic entry in letters you compose.

Set up a letter template that


includes the structure, infor-
mation, font, and color.

For details about recording You can use the text, logo, margin information, and corresponding
letters, see Recording Letters template as the basis for the letters you compose, or you can change the
in the Recording and
Tracking Communications elements using the standard word-processing tools available in the Letters
chapter. document window, such as bold, underline, italics, paragraph movement,
font, point size, and color.

Use the Project Prefer- Expedition saves letters created in the Standard Editor in rich text format
ences Communication tab (.RTF). RTF support enables compatibility with all Microsoft applications
to choose between and most Macintosh applications, so you can open the letter in any word-
creating letters in Microsoft processing program without changing the appearance of the text or
Word or the Standard formatting.
Editor.
Microsoft Word The following window opens if you chose Microsoft
Word 97 or Greater from the Project Preferences Communication tab.
114 Part 2: Working with an Expedition Project

Click to create a
copy of the selected
template, which you
can use as the basis
for a new template.

If you click New, Microsoft Word opens a blank the template which you
can configure from scratch. If you click Edit, Microsoft Word opens the
selected template, which you can modify.
115

Maintaining an Expedition Database


This chapter explains how to work with an
In this chapter Expedition database. It provides information
on adding serial numbers and users, along with
Adding Serial Numbers and Users
steps for adding Expedition databases, which
Adding Expedition Databases
can contain data common to several projects.
Backing Up and Restoring a
Single Project
Expedition provides three ways to back up and
Backing Up and Restoring a
Stand-Alone Database restore data: you can back up and restore a
Backing Up a Server Database single project, a stand-alone database, or a
Backing Up Multiple Databases at network database.
a Scheduled Time
116 Part 2: Working with an Expedition Project

Adding Serial Numbers and Users


Use Expedition’s Administration utility to register all Expedition serial
numbers and add a user name and password for each Expedition user. You
can run this utility from the network server or from a workstation, as long
as the utility is connected to the Expedition Database Server. To determine
whether the Administration utility is connected, examine the status bar. If
it indicates that you are “connected to local,” you are not connected to the
Expedition Database Server. Choose File, Change Server, and type the
Expedition Database Server name in the Server dialog box.

For detailed information, see Start the Expedition Administration Application From the
Expedition Administration Windows desktop, click Start, then choose Programs, Primavera,
Application in Help.
Expedition Utilities, Administration, or double-click the Administration
icon in the Primavera program group (Windows NT). Type your admin
user ID and password in the Administration Login dialog box; the default
ID and password are both EXPADMIN.

Register serial numbers Insert the serial number disk in the disk
drive, then choose Administration, Serial Numbers, Add. This command
copies the serial numbers from the disk to Expedition’s Administration
database.

The number of users who can run Expedition concurrently is the same as
the number of serial numbers purchased. For example, a three-user
network version provides three persons with simultaneous access to
Expedition. Each time a user starts the program, Expedition reserves one
serial number. Expedition locks serial numbers on a first-come, first-
served basis. Once all the serial numbers are reserved, additional users are
denied access until another user exits Expedition.
Maintaining an Expedition Database 117

For detailed information on Add an Expedition user Choose Administration, User IDs. Click Add
adding users and security, see in the User List dialog box to add a new row. Enter basic information
User List dialog box, Access
dialog box, and Security in about the user in the General tab, user privileges in the Security tab, and
Help. user Licenses in the Licensing tab.

The default group for new


installations is EXPWIN, which
contains Expedition sample
projects; you can change this
default to your own group.

Select whether the user is


an administrator (all permis-
sions) or a restricted user. If
you select administrator, all
permissions are automati-
cally granted.

Mark the checkboxes


corresponding to the
privileges you want to
assign if the user has
restricted access.
118 Part 2: Working with an Expedition Project

If you purchased licenses,


you can assign them to
users until all available
licenses have been used.
Mark the checkbox to
assign a license to the
selected user.
Maintaining an Expedition Database 119

Adding Expedition Databases


An Expedition database is a file that contains one or more Expedition
projects. Expedition includes two project databases: EXPWIN.DB and
EXPEMPTY.DB. The default database installed with Expedition is
EXPWIN.DB. It contains the sample Expedition projects for this version,
but you can add projects to it. EXPEMPTY.DB is a template from which
you can create new databases. SAMPLE.DB contains sample Expedition
For details on the sample projects.
Expedition projects, see the
An Introduction to Expedition
chapter. A database is sometimes referred to as a “Group” in
Expedition, as in the Change Group dialog box.

Projects in a database share the following information:


■ Companies and contacts. Details about all of the contacts involved in
your projects. For details about adding contact information when you
use database contacts, see Setting Up the Company Directory in the
Planning and Adding an Expedition Project chapter.
■ Custom fields. Fields you can add to Expedition’s database for
tracking information that is unique to your company and projects. For
details about adding and using custom fields, see Creating and Using
Custom Fields in the Customizing Log and Document Windows
chapter.
■ Cost code definitions. Descriptions of your cost code structure, for
reporting purposes, if you are using the Cost Worksheet. For details
about cost code definitions, see the Setting Up and Using the Cost
Worksheet chapter.
■ Mail mapping and user name setup. For use with Expedition’s InBox
feature, these instructions specify addresses for sending Expedition
documents via e-mail or fax. For details about using the InBox, see
the Sending Expedition Documents to Other Users chapter.
■ Specification sections, roles, status, acronyms and titles, distribution
lists, reason codes, bid packages, disciplines, file numbers, paper
sizes, phases, alerts, reporting currency, Project View names, and
user-defined types. For details about adding and using these items, see
the Setting Up Dictionaries and Preferences chapter.

Since much of this information is probably the same for your company
across all databases, Primavera recommends that you copy the
EXPEMPTY.DB file.
120 Part 2: Working with an Expedition Project

If you do not create a template database when you first use


Expedition, you can later copy a database that you have
created, rename it, and delete all the projects in it, leaving the
database information listed above. You can then add new
projects to new databases without reentering the company-
standard data.

Add a new database for a stand-alone version of Expedition


From the Windows desktop, click Start, then choose Programs, Primavera,
Expedition Utilities, Create New Local Group. Type a name for the group,
choose the template to use as its basis, then click Create.

Add a new group for a Windows 95/98/2000 or Windows NT


Expedition Database Server version of Expedition Make sure all
users have logged off from Expedition (choose View, Current Users, to
identify current Expedition users) and InfoMaker. From the Expedition
Database Server, choose File, Exit to shut down the server. From
Windows Explorer, navigate to the EXPWIN/DATABASE folder and
copy the EXPEMPTY.DB file (or TEMPLATE.DB if you created one)
into it. Assign the new database a unique name, such as SCHOOL.DB.
Follow these steps:

1 Locate the EXPSTART.LST file in your server folder (during instal-


lation, this folder is given the same name as the server name entered).
2 Edit the EXPSTART.LST file so that it includes the names of any
databases you want to make available from the client workstations
that will connect to this server. Add each database entry just below
the EXPWIN entries.
3 Restart the server by clicking Start, Programs, Primavera, Start
<server name> Server.
4 From each client workstation, choose File, Change Server, and enter
the new server name, then click OK.
5 If no serial numbers were installed on the client workstation, insert
the license diskette, launch the Expedition Administration Appli-
cation, and add the serial numbers. See Adding Serial Numbers and
Users in this chapter for more information. Repeat step 4.
Maintaining an Expedition Database 121

Add a new group for a Novell Netware server version of


Expedition Make sure everyone has logged off from Expedition
(choose View, Current Users, to identify current Expedition users). From
the Expedition Database Server on the Netware workstation, choose File,
Exit.

From a workstation, map a drive to the volume and folder in which the
Expedition Database Server is installed. Change to the database folder
under the Expedition folder on the server and copy the EXPEMPTY.DB
file (or TEMPLATE.DB if you created one). Assign the new database a
unique name, such as SCHOOL.DB.

Follow the steps on the previous page for editing the EXPSTART.LST
file, then restart the Expedition server on the Novell NetWare machine.
122 Part 2: Working with an Expedition Project

Backing Up and Restoring a Single Project


This procedure backs up and restores a single project in a database. Before
you set up and enter project data, you should decide how often to back up
the project. Base the backup frequency on how often you use Expedition.
For example, if you enter critical data each day, you should back up the
project daily.

The Expedition Database Server (or stand-alone client) must


be running during this procedure. You must be logged on to
Expedition and connected to the group in which the project
exists.

You must have Can Back up a single project Close any open projects in Expedition and
Backup Projects checked verify that no other users are using any projects in the database that
in the Expedition Adminis- contains the project you want to back up. Choose File, Single Project
tration User List Security Backup.
tab to back up a project.

Select the project to back up.

Select the folder in which to


back up the project.

You can back up project Click Backup to back up the project. Expedition notifies you when the
data to blank disks. backup is complete. The backup file will have a .PRX extension.

Restore a single project Close any open projects in Expedition and


verify that no other users are using any projects in the database that
contains the project you want to restore. Choose File, Single Project
Restore.
Maintaining an Expedition Database 123

The custom fields in the Select the project you want to restore and the location in which you want
project you are restoring to restore the project. Click Restore to restore the project. Expedition
must match the fields in notifies you when the process is complete.
the database to which you
are restoring.

Click to locate the


project to restore.
124 Part 2: Working with an Expedition Project

Backing Up and Restoring a Stand-Alone Database


Expedition provides a utility for backing up and restoring a stand-alone
database and its reports and forms.

When you back up or restore a network database using the


method in this section, Primavera does not recommend
shutting down the server in which your database resides
before performing the backup or restore process.

You can back up a Back up an Expedition database from the Utilities group Close
database to blank, Expedition. No users can be connected to the database while the backup is
formatted disks. being performed. From the Windows desktop, click Start, then choose
Programs, Primavera, Expedition Utilities, Backup Restore. Click
Backup in the Expedition Backup/Restore Program dialog box.

Select the drive and


folder in which the
database to back up is
located.

Select the databases to


back up and click Add.

Select the drive on which to back up


the database. Click OK when ready.

Expedition creates a backup file with a .PRX extension. Project infor-


mation is backed up as EXPBACK.PRX. Forms are backed up as
EXPFORM. PRX, and reports are backed up as EXPREPT. PRX.
Maintaining an Expedition Database 125

Restore an Expedition database from the Utilities group Close


Expedition. From the Windows desktop, click Start, then choose
Programs, Primavera, Expedition Utilities, Backup Restore. Click
Restore in the Expedition Backup/Restore Program dialog box.

Select the drive and


Choose which folder in which the
option to restore. backup database is
located.

Select the drive and folder in


which to restore the database.
Click OK when ready.
126 Part 2: Working with an Expedition Project

Backing Up a Server Database


For details on a separate This section describes how to back up an Expedition server database and
program (SCHEDBUP.EXE) its associated logs in a network environment using DBBACKUP.
that runs as a scheduled NT
service for creating online DBBACKUP.EXE is a program that is installed with Adaptive Services
backups of multiple Anywhere 7. It is located in the \PROGRAM FILES\SYBASE\SQL
databases, refer to the ANYWHERE 7\WIN32 folder. ASA7 must be successfully installed for
Backing Up Multiple
Databases at a Scheduled DBBACKUP.EXE to work properly.
Time section in this chapter.
Expedition’s database server keeps database files open when the server is
running, which prevents network backup utilities from copying the files.
However, DBBACKUP copies the database files to another location
where your scheduled network backup can access them to perform a
successful backup. This option enables you to keep the Expedition
database server running at all times. You must run the online backup
utility manually for each database, but you can set this up as a regularly
scheduled event using SCHEDBUP.
Create a network database backup Creating a backup of your
Expedition databases involves the following steps:
1 Run the online backup utility, DBBACKUP, from a client
workstation to create a set of online backup files of your Expedition
databases that your scheduled network backup can access.
2 Run your scheduled network backup.

A database consists of two files, a database file and its


associated transaction log file. The database file has a .DB
extension, such as EXPWIN.DB; the transaction log file has a
.LOG extension, such as EXPWIN.LOG. To create a reliable
backup, include both of these files in your scheduled network
backup.

To run the online backup utility from the client workstation, click Start,
then choose Run and type the following command in the Run dialog box:

dbbackup -y -c “uid=exp;pwd=sql;dsn=expsrvr.expwin” f:\backups


Maintaining an Expedition Database 127

Replace expsrvr.expwin with the ODBC DSN of your Expedition server


database. The DSN is created during the server installation and appears in
the client workstation’s ODBC Administrator User DSN tab. Expwin is
the name of the database you want to back up. Replace f:\backups with the
name of the destination folder for the backup files; this should be a folder
on a different drive, not the one that contains your Expedition database
files.

The -y option replaces any older files in the destination folder with the
same name without a confirmation. The -c option signals that the database
connection parameters are being supplied.

If you use online backups, Primavera recommends that you


perform them when all users are logged out of Expedition.
Although you can perform online backups while users are
logged on to Expedition, such backups require more time.

DBBACKUP copies the group’s database and transaction log files to the
destination folder and confirms that the files were backed up successfully.
If DBBACKUP displays the message “Database backup completed,” the
process was successful and you can use your network backup procedures
to back up the copies of the database and log files.

The first set of numbers


represents the database
file; the second set repre-
sents the transaction log
file. A page is 4096 bytes.

If the confirmation message flashes too quickly to view, you can write the
output messages from DBBACKUP to a file. Use the backup utility option
-o in the command, and specify the output file, as shown in the next
example:
128 Part 2: Working with an Expedition Project

If DBBACKUP displays any error messages, contact Expedition


Customer Support for assistance.

For a complete list of option switches for DBBACKUP, refer to the


Adaptive Server Anywhere 7.0 documentation.

You must run DBBACKUP for each Expedition database


(group) you need to back up.
Maintaining an Expedition Database 129

Backing Up Multiple Databases at a Scheduled Time


The Expedition SCHEDBUP (Schedule Backup) utility enables you to
back up multiple databases at a specified recurring time over a network.
SCHEDBUP accepts multiple database connection parameters and runs
DBBACKUP.EXE for each database. You can create a simple one-line
batch file to run the commands in SCHEDBUP.

ASA7 must be successfully installed for DBBACKUP.EXE


(and therefore, SCHEDBUP) to work properly.

There are three steps for using SCHEDBUP:

1 Copy the executable from the installation CD.


2 Indicate which databases to back up and the network drive where
backups will be stored.
3 Using the client workstation's Task Scheduler or the AT command at
the MS-DOS level, set a time for SCHEDBUP to run.
To begin using the utility, copy SCHEDBUP.EXE from the Expedition
CD. It is located in the EXPWIN\UTILS\SCHEDULE_BACKUP folder.
Copy this file to the \EXPWIN\UTILS folder on the client workstation.

Select Start, Run. Enter the SCHEDBUP command with the /ADMIN
option, to launch the utility. (There is a space between SCHEDBUP and /
ADMIN):

Click OK, and the Schedule Program Parameters dialog box appears. Edit
the entries so they appear as follows:
130 Part 2: Working with an Expedition Project

To save changes, and close


the window, click OK.

To save changes and keep


the window open, click
Apply.

To add a line, click the Add


button.

To delete a line, place the


cursor on the line to be
removed, and click Delete.

■ DBBACKUP is the ASA7 executable being used to back up the


database file. The -c switch indicates that the database connection
parameters are to follow.
■ EXPSRVR is the name of the Expedition server where the database
resides.
■ EXPWIN is the name of the database to back up. A DSN for the
database connection (in this example, EXPSRVR.EXPWIN) must
exist in the PC's ODBC Administrator for the connection to be
successful.
■ The -y switch is an automatic confirmation to overwrite any file of the
same name that already exists in the destination folder. Otherwise, the
utility will prompt for whether the file should be overwritten. If
SCHEDBUP is going to be launched regularly from the Task
Scheduler, it is recommended that you use the -y switch.
■ The -o is an output logging switch that writes the command output to
a file. In this example, the file is C:\TEMP\SCHEDBUPTEST.TXT.
This is not required, but is helpful; it writes the results of the database
backup commands which are run via this utility to a file. You can also
use all other switches for command line operations on Sybase
databases (consult your Sybase documentation for more information
on this).
To test for a successful database connection, enter the database connection
string and click Test.

On a successful backup, the output file (specified in this example as


SCHEDBUPTEST.TXT) will look like this:
Maintaining an Expedition Database 131

Both the database file (*.DB) and its accompanying log file (*.log) will be
copied to the destination file specified. Once copied, your normal network
backups can pick up these files. Therefore, it is important to schedule this
job to run prior to the scheduled time of the regular network backups at
your site.

Once your database connections have been tested, you are ready to
configure SCHEDBUP to run via the Task Scheduler. To do this, follow
these steps:

1 Make sure that the Task Scheduler on the NT client is running.


2 Create a batch file that runs the SCHEDBUP command. The batch
file should contain the following syntax (edit to indicate where you
have copied SCHEDBUP.EXE on the NT client):
D:\EXPWIN\SCHEDUP.EXE
3 Save the batch file with a *.BAT file extension (for example:
BCKUP.BAT).
4 Run the Task Scheduler using either of the following methods to
execute SCHEDUP.EXE at a specified, recurring time:
• Navigate to the \WINNT\TASKS folder, click on Add Scheduled
Task, and follow the wizard, or
• Open an MS-DOS Command window and use the following AT
Command to run the batch file you created:
AT <hh:mm> /interactive /every:M,T,W,Th,F "D:\EXPWIN\bckup.bat"
Part 3
Communicating Project
Information
In this part Sending Expedition Documents to Other
Users
Preparing Transmittals
Recording and Tracking
Communications
Recording Meeting Minutes
C ompleting a project successfully requires the
cooperation of all the participants. This interaction
requires the clear and continual exchange of information
and the ability to track communications to avoid costly
misunderstandings.

This part describes Expedition’s extensive logging and


tracking system for every type of project
communication. Sending Expedition Documents to
Other Users explains how to manage the InBox, which
enables you to send and receive Expedition information
from other users via e-mail. Preparing Transmittals
discusses how to prepare transmittal letters.

In Recording and Tracking Communications, you will


learn how to use the Correspondence logs, Letters,
Phone log, Notepads, and Notices log in Expedition to
store information about all your other correspondence.
The last chapter in this part, Recording Meeting
Minutes, provides instructions for recording the
proceedings of every meeting.
135

Sending Expedition Documents to


Other Users
Expedition can transfer documents electroni-
In this chapter cally between local and remote users to speed
and simplify exchanges between project
Send Mail and InBox Overview
participants.
Setting Up the InBox
Setting Up Your E-Mail System Local users—those using the same copy of
Configuring Expedition to Use Expedition—can “drop” a document into
Your E-Mail System
another user’s inbox for review. Remote
Entering E-Mail Addresses for
Contacts users—those working offsite and using a
Sending an Expedition Document separate copy of Expedition—can send
via E-Mail Expedition documents to other users via e-
Receiving an Expedition mail.
Document via E-Mail
This chapter describes how to configure
Expedition for transferring documents
electronically and how to send and receive
documents.
136 Part 3: Communicating Project Information

Send Mail and InBox Overview


Expedition’s Send Mail and InBox features are a convenient method for
transferring Expedition documents electronically between users.

Send Mail enables you to transfer documents to both local and remote
Expedition users. Mail recipients look in their InBox to retrieve the
documents other users send them.

Send documents to local users Assume that you just finished


entering a contract, and you want someone else to review it. Send the
contract to that user’s InBox; when the addressee opens the InBox, it
contains an entry for the document you sent. When the addressee double-
clicks the InBox document, Expedition opens the document you created,
rather than a copy of it.

Open the document window for the item you want to send, then choose
File, Send, Send to InBox, and specify the recipient.

Select the recipient from a list of


Expedition users.

You can assign a


priority level to the
document. The information typed
here appears in the
Comment column in
the InBox log.

Send documents to remote users Suppose you are working in a


trailer at the job site and you need to send daily reports to the home office
each afternoon. Prepare your report, then use Send Mail to select the
document recipient. When the addressee opens his/her InBox, it contains
the daily report. The recipient can then save your daily report to the appro-
priate project’s Daily Report log.
Sending Expedition Documents to Other Users 137

Using the Mail Queue


If you know you’ll be sending documents to various participants during an
Expedition session, you can send mail to a Mail Queue and then send all
documents together at a later time. To use the queue, mark the Add to Mail
Queue checkbox on the User Preferences Mail tab when you set up your
mail system.

The queue contains only documents to be sent by you and applies to any
project you are working in while using Expedition. You may decide to
mail all documents listed in the queue at once later on, mail only selected
documents listed in the queue, and/or remove all or selected entries from
the queue.

To send mail from the queue, open a project, choose Tools, Mail Queue,
then click Send from the Mail Queue dialog box.

If entries remain in the Mail Queue at the end of your Expedition session,
you are prompted to view the queue. Choose Tools, Mail Queue.
138 Part 3: Communicating Project Information

Setting Up the InBox


Follow these basic steps to prepare Expedition to exchange documents
with local and remote users.

For information about adding Exchange documents with local users Add users with the
users, see the Maintaining an Expedition Administration Application.
Expedition Database chapter,
or refer to Help.
Exchange Expedition documents with remote users Set up your
E-mail program, such as Lotus cc:Mail or Microsoft Exchange, then
configure Expedition to use your e-mail system. Type an e-mail address
for each contact with whom you plan to exchange documents. Match
remote senders to one of your local contacts and projects. Match incoming
mail to one of your local users.
For details on setting up these The remainder of this chapter describes how to install your e-mail system,
e-mail programs, see the next configure Expedition to use e-mail or a modem connection, and send and
section. Then refer to Config-
uring Expedition to Use Your receive documents through Expedition’s InBox.
E-Mail System and Entering
E-Mail Addresses for
Contacts later in this chapter.
Sending Expedition Documents to Other Users 139

Setting Up Your E-Mail System


The Messaging Applications Programming Interface (MAPI) is a set of
common commands that enable Expedition to communicate with mail
systems and other MAPI-compliant programs. Windows 95/98/2000 and
NT include a set of Application Programming Interface (API) and Object
Linking and Embedding (OLE) components that enable programs to
interact with many different messaging systems using a single interface.
This allows a messaging client such as Microsoft Exchange (also called
Windows Messaging) to interact with various message service providers
such as Microsoft Mail and Lotus Notes mail by using MAPI
programming interfaces.

Microsoft Exchange (or any other MAPI mail system) acts as a central
access point for all messages sent and received via a network or modem.
In Expedition terms, Microsoft Exchange is the interface between
Expedition’s MAPI capabilities and Microsoft Mail.

This section describes how to set up the Microsoft Exchange mail system.

Install Microsoft Exchange on Windows From the Windows


desktop, click Start, then choose Settings, Control Panel. Double-click the
Add/Remove Programs icon, then click the Windows Setup tab.
140 Part 3: Communicating Project Information

1 Mark the Microsoft Exchange checkbox, then click Details and mark
one or both checkboxes:
Microsoft Exchange, which installs MAPI capabilities.
Microsoft Mail Services, which enables access to, and creation of,
Microsoft Mail post offices. Select this option only if you will be
sending mail via Microsoft Mail.
2 Click OK, then click OK again from the Add/Remove Programs
Properties dialog box.
The Control Panel now includes an icon for each checkbox you
marked.

Click to configure Microsoft


Exchange settings.

Click to administer the post office.

Install Microsoft Exchange on Windows NT From the Windows


NT desktop, click Start, then choose Settings, Control Panel. Double-click
the Add/Remove Programs icon, then click the Windows NT Setup tab.
Sending Expedition Documents to Other Users 141

1 Mark the Windows Messaging checkbox, then click Details and mark
the checkboxes for the components you want:
Internet Mail, which allows you to access internet mail.
Microsoft Mail, which enables access to, and creation of, Microsoft
Mail post offices. Select this option only if you will be sending mail
via Microsoft Mail.
Windows Messaging, which installs MAPI capabilities.
2 Click OK, then click OK again from the Add/Remove Programs
Properties dialog box.
The Control Panel now includes an icon for each checkbox you
marked.

Click to configure Microsoft


Exchange settings.

Click to administer the post office.

Set up a user in the personal address book in Microsoft


Exchange/Windows Messaging Set up your most commonly used e-
mail addresses in the Personal Address Book in Microsoft Exchange or
Windows Messaging (NT). Open Microsoft Exchange or Windows
Messaging, choose Tools, Address Book, then select Personal Address
Book. Choose File, New Entry. Select Microsoft Mail Address as the type
of entry and click OK.
142 Part 3: Communicating Project Information

In the New Microsoft Mail Address Properties dialog box, enter the
individual’s personal and address information, then click OK.

The name you enter is also used for that person’s e-mail
address in Expedition.
Sending Expedition Documents to Other Users 143

Configuring Expedition to Use Your E-Mail System


Before you can exchange Expedition documents with remote users, you
must configure Expedition to use Lotus cc:Mail, Lotus Notes mail,
Microsoft Exchange, or Windows Messaging.

For more information, see Configure Expedition to use your e-mail system Choose Define,
Setting User Preferences in User Preferences, then click the Mail tab.
the Setting Up Dictionaries
and Preferences chapter.

Mark to have Expedition automatically log your mail and


place any messages you are sending in the Mail Queue.

Choose to indicate whether


you want to retrieve mail
manually when you open
the InBox or have
Expedition look for new mail
at an interval you specify.

These are the default folders in which messages sent


and received are stored.
144 Part 3: Communicating Project Information

E-Mail Configuration Strategies


One strategy for configuring the InBox for This setup, illustrated below, makes every
a multiuser network environment is to Expedition user a “Postmaster” with the
enable every Expedition workstation to ability to receive and route mail.
send and receive Expedition mail directly.
Expedition
Workstations

Mail User 1
Server Expedition
Database
Server

To: User 1
user1@acme.com
EXP meet #14 User 2
To: User 2
user2@acme.com
EXP meet #14
To: User 3 OR
user3@acme.com
EXP meet #14

User 3
Modem

Alternatively, as shown below, you can This user becomes the “Postmaster” and is
configure only one Expedition user’s responsible for routing all incoming mail to
workstation to send and receive mail. the other Expedition users.

Expedition
Mail Workstations
Server Expedition
Database
Expedition
Server
Workstation User 2

To: User 1
user1@acme.com User 1
EXP meet #14
To: User 2
user2@acme.com
EXP meet #14 OR
User 3
To: User 3
user3@acme.com
EXP meet #14

Modem
Sending Expedition Documents to Other Users 145

Entering E-Mail Addresses for Contacts


You must enter an e-mail address for each contact with whom you plan to
exchange Expedition documents. Make sure you enter each e-mail address
name in Expedition exactly as it appears in the Address folder of your mail
system.

Enter an e-mail address for a contact Double-click Companies in


the Project Information folder. Select a company and choose Edit, Open
Item. Click the Contacts tab, then select the person who will receive
documents from you and choose Edit, Open Item. Enter the person’s e-
mail address and select EXP via eMail as the mail method.

Type the recipient’s e-mail Select EXP via eMail for recip-
address, if the user is not a local ients who are not connected to
Expedition user. your local network.
146 Part 3: Communicating Project Information

Sending an Expedition Document via E-Mail


After you configure Expedition to use your e-mail system and enter
e-mail addresses for your contacts, you can send an Expedition document.

Send an Expedition document via e-mail Open the document


window for the item you want to send. Choose File, Send, Send Mail,
select the document recipient in the Address Book list, then click Add. To
remove a name from the To list, select it and click Delete. Mark the
Include Attachments checkbox to include any attachments to the
documents you are sending.

The Company Directory


for these participants
includes an e-mail
address. Click Add to
add the selected name
to the To list.

Type any notes you


want the recipient
to see regarding
the document and
any attachments.

Make sure that any attach- Expedition places all contacts with e-mail addresses in the Address Book
ments you send have a section; you must define an e-mail address in the Company Directory for
unique name. If Expedition every person you want to include in this list.
encounters two or more
attachments with the same
name, only one will be
mailed.
Sending Expedition Documents to Other Users 147

After you click Send, the status bar at the bottom of the Expedition
window indicates that Expedition is logging into your mail system (using
the login name and password you entered in the Mail Setup dialog box)
and sending the document; or that Expedition is placing the e-mail in the
Mail Queue (if you marked the Add to Mail Queue checkbox in the User
Preferences Mail tab when you set up your mail system in Expedition).
The Mail Queue displays any remarks entered in the Send dialog box,
along with the number of attachments you are sending (if you marked the
Include Attachments checkbox).

You can access the Mail Queue for an open project by choosing Tools,
Mail Queue.
148 Part 3: Communicating Project Information

Receiving an Expedition Document via E-Mail


When a participant sends an Expedition document to you via e-mail, it
appears in your e-mail InBox like any other e-mail correspondence. When
you open your InBox, Expedition logs into e-mail and retrieves the
document.

After Expedition places Receive an Expedition document sent via e-mail In the Project
the document in the InBox, Center InBox item, click the type of item you want to view (High, Normal,
open it as you would any Low, or all items). Expedition logs into the e-mail account you configured
other Expedition for use with Expedition and adds the document to your InBox.
document.

The first time you receive a document from a person, or if a


person has changed the project name since sending you the
last document, Expedition runs the Postmaster wizard. This
wizard prompts you to identify the project in which you want to
save the mail, and the contact name and initials to associate
with the sender. The wizard also prompts you to identify the
local user who should receive the document.

Mark for documents you want


to forward, mark as read or
unread, or delete.

Bold text indicates that the


document has not been read.
Sending Expedition Documents to Other Users 149

A yellow envelope indicates that the sender chose File, Send, Send Mail,
to send e-mail to the recipient’s InBox (use this option if you are sending
mail remotely); it also signifies that the document has not yet been saved
in the Expedition database—it still resides on your hard drive as a .PSR
file. Once you save the document, the envelope is replaced by a document
icon.

A document icon indicates a saved e-mail message or that the sender sent
the message by choosing File, Send, Send to InBox (for a local Expedition
user). It also indicates that the document currently resides in the
recipient’s database.

After you route an incoming document to a user, only that user


can see the document in his/her InBox.

When you close an unsaved e-mail message, Expedition prompts you to


save it to the database. Click Yes to save the document and make it part
of your project. If the document already exists, Expedition prompts you to
overwrite the existing data. Click Yes or No.

How Expedition Finds Mail in Your InBox


Mail for Expedition appears in your e-mail system’s inbox with a subject
similar to the following:

Every mail document subject for Expedition starts with [EXP_MAIL].


The remainder of the subject includes the type of document attached and,
where appropriate, the document’s number. Expedition checks the e-mail
system for new messages according to the number of minutes you specify
(choose Define, User Preferences, click Mail, then enter a number of
minutes in the Retrieve Mail section). You can also check other e-mail
settings in the Mail tab of the User Preferences dialog box.

Do not use your e-mail program to open mail addressed to


Expedition; you may corrupt the Expedition data. Open
Expedition e-mail from Expedition only.
150 Part 3: Communicating Project Information

Routing Incoming Documents


The Postmaster Wizard enables you to For similar reasons, Expedition includes the
quickly match your local project, contact, Postmaster To wizard. For example, Steve
and user information to that of the remote Johnson may have sent a document to
sender. For example, remote user Steve Lawrence White, who no longer works on
Johnson may refer to himself as ACMEGC this project.
SJ on his system, but you refer to him as A-
1MANAG LW. The Expedition Postmaster To wizard
enables you to specify another user to
The first time you receive e-mail from receive all e-mail addressed to Lawrence
Steve, Expedition runs the Postmaster From White.
wizard, in which you specify the project Name of the person
you want Steve’s e-mail delivered to and the document was
the contact name and initials that will refer sent to
to him.
Steve’s user,
contact, and project
information from his
copy of Expedition

Local user you want


to receive the
document

Expedition stores the information you enter


through the Postmaster wizards in the Mail
Mapping log (for the Postmaster From
Project, contact name, wizard) and the Mail Username log (for the
and contact initials you
Mail Username wizard). You can edit the
associate Steve with in
your copy of Expedition
information in these logs directly by closing
your project and choosing Define, Mail
Mapping Setup, or Define, Mail
Usernames.
151

Preparing Transmittals
Transmittals are memos or cover letters that
In this chapter accompany submittals, drawings, and material
samples sent during a project.
Preparing a New Transmittal
Using Distribution Lists in Trans- This chapter describes how you can automati-
mittals
cally generate transmittals from most
Copying a Transmittal
Expedition document types, including
Generating Transmittals from
Other Documents submittals, various change documents,
Delivering Transmittals drawings, contracts and purchase orders (POs),
and requisitions. Expedition uses names and
addresses from predefined distribution lists
you set up in the Company Directory so you
can prepare transmittals quickly. You can also
attach files to generated transmittals, such as
drawings, that were attached to the original
document.

Expedition also enables you to quickly


indicate the reason you are sending the trans-
mittal and the status of the attached items.
152 Part 3: Communicating Project Information

Preparing a New Transmittal


Use the Transmittals document window to record information about the
items that will accompany a transmittal.

Prepare a transmittal Double-click Transmittals in the Communi-


cation folder. Choose Edit, Add Item. Expedition supplies the current date
and the next available sequential number, along with your company’s
abbreviation and default contact initials. You can edit these values. Enter
the remaining information about your transmittal as shown below.

Double-click below the


bottom row and enter
the items included with
the transmittal.

Mark to indicate
the actions the
recipient should
take.

Type a brief description


of the contents, and
mark the transmittal
mode checkboxes.
Preparing Transmittals 153

To address the
transmittal, use
the default To
and From contact
addresses, or
change them.

Delete a transmittal Open the transmittal log and select a transmittal.


Click Delete. When prompted to confirm whether you want to delete that
item, click Yes. When you delete a transmittal from the Transmittals log,
Expedition removes its attachments and any links to issues.

Using Other Expedition Features with


Transmittals
For more information on You can define custom fields to create additional fields for transmittals
these features, see Part 2, using Expedition’s Custom Fields feature. You can also link transmittals
Working with an Expedition
Project. to issues; use Find, Filter, Sort, and Group to locate and organize specific
transmittals; and create transmittals from the Transmittal Creation Queue.
154 Part 3: Communicating Project Information

Using Distribution Lists in Transmittals


Use distribution lists to distribute a transmittal to the appropriate people.
Double-click in the blank area in the Distributions tab in the Transmittal
document window to start the Distribution Wizard. Then follow the steps
in the wizard to add contacts from an existing distribution list or directly
from the Company Directory.

You can delete


individual rows directly
from the Distributions
tab. Use the wizard to
add data to the tab.

If you double-click to add a


new distribution list of
names, you can define the
new distribution group’s
contacts directly from the
transmittal.

Distribution lists do not replace the Copies To function in transmittals.


When printing transmittals, you can generate reports using the distribution
list or the existing Copies To data, as shown on the next page.
Preparing Transmittals 155
156 Part 3: Communicating Project Information

Copying a Transmittal
You can quickly create a new transmittal from an existing transmittal, if
both transmittals will contain similar information. For example, you may
want to send information from an existing transmittal to a different
contact, but only the recipient’s address is different. Instead of typing the
information again, you can generate a copy of the existing transmittal and
then modify it.

You can also generate a Generate a transmittal copy In the Transmittals document window
copy from the Transmittal or log, select the transmittal you want to copy, then choose Tools,
log by choosing Edit, Copy, Generate a Document. Choose whether to copy the same issues and
then Edit, Paste; or by attachments to the new transmittal. Expedition creates a new transmittal,
dragging the transmittal identical to the original except for the number and date. Expedition
you want to copy to Trans-
assigns the new transmittal the next available number and the current date.
mittals in the Project View.

Original transmittal Original transmittal


number and date

New transmittal
number and
current date

Newly generated transmittal


Preparing Transmittals 157

Generating Transmittals from Other Documents


For instructions on generating You can also generate a transmittal from various change documents,
a transmittal from a submittal, contracts and POs, daily reports, meeting minutes, and requisitions. Any
see Producing Transmittals
from Submittals in the attachments to the original document (except attachments from contracts/
Managing Submittals chapter. POs) can also be attached to the generated transmittal. Issues associated
with the source document are transferred to the generated transmittal.

You can also drag the Generate a transmittal from another document In the log, select
selected document to the document from which you want to generate a transmittal, then choose
Transmittals in the Tools, Generate a Transmittal. For documents that do not have a To and
Communication folder in From contact, Expedition displays the Generate Transmittal Wizard dialog
the Project View to box for you to supply the To and From company and contact information.
generate the transmittal.

You cannot generate


transmittals for change
management, invoices, the
InBox, correspondence
sent/received, or the Cost
Worksheet.

For documents that have a To and From contact, Expedition automatically


generates the transmittal and places it in the Transmittals log for the
document type.
158 Part 3: Communicating Project Information

Mark or clear according to


the type of originating
document used and its
purpose.
Preparing Transmittals 159

Delivering Transmittals
When you generate transmittals from submittals, drawings, or revisions,
they are placed automatically in the Transmittal Creation Queue. From the
queue, you can print the transmittal; you can also print, send, fax, or e-
mail it to one or more participants directly from its document window. If
you send a transmittal via e-mail, you can mark the Include Attachments
checkbox to include any attachments if they are detected by your mail
program.

Display the Transmittal Creation Queue and specify a delivery


method From a project, choose Tools, Transmittal Creation Queue.
Select the entries for which you want to create a transmittal and click
Create, or click Create All to have Expedition create transmittals for all
items in the list. In either case, Expedition adds the transmittal(s) to the
Transmittals log.

Mark to print the selected


transmittals immediately
after clicking Create.
160 Part 3: Communicating Project Information

Print, fax, or e-mail a transmittal directly from its document


window Double-click the transmittal that you want to print, fax,
or e-mail from the Transmittals log. From the transmittal’s document
window, choose File, Print, to print a copy of the transmittal for mailing
or to produce a fax (if you are set up for output to fax as one of your
printer choices); or choose File, Send, Send Mail, to e-mail the transmittal
to the designated participants, as shown below.

Mark to send any


attachments with
the transmittal via
e-mail.
Preparing Transmittals 161

Transmittal Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print infor- correspondence type. The following is a
mation about transmittals. sample Transmittals Report.
163

Recording and Tracking


Communications
This chapter describes how you can use
In this chapter Expedition’s communication logs to track
items sent and received during a project,
Sending Documents to a
Correspondence Log document telephone calls, and save notes.
Adding Correspondence
Documents Manually Record incoming and outgoing documents in
Recording Letters the Correspondence logs. Use an internal
Using Requests for Information word-processor or Microsoft Word to create
Sending Notices letters in the Letters log in various fonts and
Sending Non-Compliance Notices formats.
Writing Notes with Notepads
Gather and send information using requests for
Documenting Telephone Calls
information (RFIs), notices, and noncom-
pliance notices.

Keep track of important details such as


insurance information, work lists, and
reminders using the Notepads log. Use the
Phone Records log to document noteworthy
telephone conversations, such as calls that
clarify work included in bid estimates.
164 Part 3: Communicating Project Information

Sending Documents to a Correspondence Log


Expedition’s Correspondence Received and Correspondence Sent logs
enable you to track all items you receive and send during a project. Use
the Correspondence Received log to record incoming documents,
especially those that require follow-up. Use the Correspondence Sent log
to record outgoing documents and prepare form letters. These logs consol-
idate incoming and outgoing documents and provide a historical reference
when you need supporting information, such as in a contract dispute.

You can use Expedition’s Send command to record information about an


open document in a Correspondence log, or you can manually enter the
information directly in the Correspondence log. The following steps apply
to both the Received and Sent logs.

You can also press F8 Send a document Open the document you want to record in the Corre-
from a document window spondence log and choose File, Send, Send to Sent Log (or Send to Rec’d
to send the document to Log). You can also select the document in its log and then drag it to Corre-
the Correspondence spondence Received or Correspondence Sent in the Communication folder
Received log, or press in the Project View.
Shift+F8 to send the
document to the Corre-
spondence Sent log.

Expedition numbers the item sequentially and enters the


initials of the person currently logged into Expedition.

The ball-in-court and


corresponding
initials, and the
number associated
with the source
document, are
supplied here, as
well as in the Corre-
spondence log.

Expedition automatically logs e-mail messages sent and Expedition indicates whether this item was
records the corresponding addresses here for reference. entered manually or sent from a document.
Recording and Tracking Communications 165

Expedition enters all the information about the document in the Corre-
spondence log for you.

Any dunning letters you print are automatically recorded in the Corre-
spondence Sent log. A separate record, or row in the log, is created for
each contact included on the letter. If you don’t want to automatically
record dunning letters, turn off this default preference by clearing the Add
Dunning Letters to Sent Log checkbox in the Communication tab of the
Project Preferences dialog box.

If you can select an item in a document window, you can log it


as a correspondence document. For example, you can record
a single meeting minutes business item in the Correspon-
dence Sent log.

View correspondence document items You can view the details of


a Sent item by using Expedition’s GoTo feature. For example, to view an
actual invoice, in the Correspondence log select a record with INV in the
Type field and choose Tools, GoTo Document.
166 Part 3: Communicating Project Information

Adding Correspondence Documents Manually


You can manually add documents (such as a letter written using a word-
processing program) that are not included in other Expedition documents
to the Correspondence logs.

Add a correspondence document manually Double-click Corr.


Sent (or Corr. Received) in the Communication folder in the Project View,
then choose Edit, Add Item. Expedition enters the current date and time,
and your company abbreviation in the From (To) field. Enter the
remaining information for the record, including information about the
source document.

For more information on how Using Other Features with Correspondence


to use these features, see Part
2, Working with an Attach word-processor documents, drawings, or other text and picture
Expedition Project. files to Correspondence log entries by choosing View, Attachments. You
can also use Find, Filter, Sort, and Group to locate and organize corre-
spondence records; assign custom fields to records to help categorize the
items for reporting; or link the records to issues to track problems or
conditions.
Recording and Tracking Communications 167

Correspondence Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print correspondence type. The following is a
correspondence records. sample Correspondence Report.
168 Part 3: Communicating Project Information

Recording Letters
During a project, participants often exchange important information
through letters that you may want to record. For example, letters that
outline contractual obligations or clarify a delay can later function as
supporting evidence in a claim. Use the Letters log to record information
about any letters you write, whether or not they’ve been sent.

Expedition can save letters in rich text format (RTF) directly from the
Letter document window, or you can create letters in Microsoft Word.
RTF support enables compatibility with all Microsoft applications and
most Macintosh applications, so you can open the letter in any word-
processing program without changing the appearance of the text or
formatting. You can also open a letter constructed in another application
in a new Letter document window.

Set letter preferences In the Create Letters With field in the Project
Preferences Communication tab (choose Define, Project Preferences, then
click Communication), select whether to create letters with Microsoft
Word 97 or Greater, or the Standard Editor.

The rest of this section is based on creating letters with the


Standard Editor. To add a letter using Microsoft Word, type
letter in Help’s Search or Index tab, then select the corre-
sponding topic for the type of letter you want to create.

Add a letter using the Standard Editor Double-click Letters in the


Communication folder in the Project View, then choose Edit, Add Item.
Expedition enters the current date, time, log number, and due date (two
weeks from the current date). If you record correspondence received or
sent for the letter, the information entered in the Reference field becomes
the correspondence record’s description.
Recording and Tracking Communications 169

Select the company and the


initials of the participants who
sent and received the letter.

Type a subject, any contacts


to whom you are sending a
copy of the letter, and
enclosure information, if appli-
cable.

Type the date when a


response was received.

If you do not want to use the formatted letter template, clear


the Use Template checkbox.

For details on defining letter Click OK to open the new Letter document window. The preformatted
preferences, see Setting Letter letter template displays in the letter portion of the window (if you set up a
Preferences in the Setting Up
Dictionaries and Preferences template using Define, Letter Template). You can use this format as the
chapter. basis for the letter you compose, or change elements of it using the word-
processing tools available in the document window.

To see how the printed If you did not set up your own template for letters, the default template
version of your letter will displays in the letter portion of the window. The field information in the
look, click the Print template contains the data corresponding to your entries in the Add Letter
Preview button. dialog box for the current letter.

For details on creating letter Create a letter template To create your own letter template, open a
templates, see Create Letters project and choose Define, Letter Templates. The dialog box that opens
Templates in Help.
depends on the setting you chose in the Project Preferences Communi-
cation tab (Standard Editor or Microsoft Word 97 or Greater).
170 Part 3: Communicating Project Information

Click to insert any field data (at the


cursor location in the letter) not
Click to adjust margins. already supplied.
Print Preview button

You can select a


nonproportional True
Type font, such as Arial.

Type the text of the letter


using the standard word-
processing tools supplied.

Generate a new letter from an existing letter If you need to send a


letter similar or identical to an existing one, you can choose Tools,
Generate a Document, from the existing letter rather than using Copy and
Paste commands. Complete the entries in the Generate New Letters
Wizard, click Next, then select the recipients from an existing distribution
list or specific contacts from the Company Directory. Click Finish.
Recording and Tracking Communications 171

Expedition generates a separate letter for each recipient you select in the
wizard. Expedition assigns each generated letter the next available
number, in consecutive order, in the Letters log.

Save a letter as a separate file Click the Save button in the Letter
document window. Select the drive and folder to which to save the file,
and type a name. Select whether to save it as an .RTF file or as ASCII text.

For more information on how Using Other Features with Letters


to use these features, see Part
2, Working with an Choose View, Attachments, to attach a document, drawing, or letter
Expedition Project. written using another word-processing program to its corresponding entry
in the Letters log. Associate the word-processing program or other appli-
cation with its attachment file type by choosing Tools, Application View
Setup (when no projects are open); you can then launch the application
directly from the Attachments dialog box. You can also use Find, Filter,
Sort, and Group to locate and organize letters.
172 Part 3: Communicating Project Information

Letters Reports and Forms


Expedition provides a report showing all window. Choose Tools, Reports, then
letter records created to date and a form choose the correspondence type. The
letter duplicating the contents of the following is a sample Letters Report.
selected letter from the log or document
Recording and Tracking Communications 173

Using Requests for Information


Use requests for information (RFIs) to enter request and answer
documents. These requests and the answers they solicit provide additional
information or clarify some aspect of the project, such as procedures,
equipment, and materials.

Add a request for information Double-click Request for Information


in the Communication folder in the Project View, then choose Edit, Add
Item. Enter basic information about the new RFI (the type, who it is to and
from, its title, number, date, and the cost).

If the request is covered under a contract or purchase order, select the type,
then select the number. Refer to the next page for more information.

When you initiate change management from an RFI that has a


question and answer, Expedition copies the question and
answer to the Remarks tab in the Change Management
document window.

Using Other Features with RFIs


Choose View, Attachments, to attach a document, drawing, or a letter
written using another word-processing program to its corresponding entry
in the Requests log. Associate the word-processing program or other
application with its attachment file type by choosing Tools, Application
View Setup (with no projects open); you can then launch the application
directly from the Attachments dialog box. You can also use Find, Filter,
Sort, and Group to locate and organize RFIs.
174 Part 3: Communicating Project Information

Click to create a new


change management
document based on
the current document.

Type the
question.

Type your
signature
and the Type the
approval answer.
date.

Select a
reason code.

If the RFI was


generated
from change
management,
the number
appears here.

Use the Status and Schedule fields to These fields contain reference
record schedule information, important information if the RFI was
dates, and other status information. generated from another document.
Recording and Tracking Communications 175

Sending Notices
Use notices to inform project participants of the latest project develop-
ments.

Change in conditions (CIC), bulletins (BUL), and change


sketches (SK) are all notices.

Add a notice Double-click Notices in the Communication folder in the


Project View, then choose Edit, Add Item. Enter basic information about
the new notice (its type, title, who it is to and from, its number, title, if it is
related to a change issue, and the cost).

Click to
create a new
change
managemen
t document
based on the
current
document.
Type a
detailed
description
.

Select a
reason
code.

If the notice
was generated
from change
management,
the number
appears here.

Use the Status and Schedule These fields contain Type a signature and
fields to record schedule infor- reference information if the the approval date.
mation, important dates, and notice was generated from
other status information. another document.
176 Part 3: Communicating Project Information

Using Other Features with Notices


Choose View, Attachments, to attach a document, drawing, or a letter
written using another word-processing program to its corresponding entry
in the Notices log. Associate the word-processing program or other appli-
cation with its attachment file type by choosing Tools, Application View
Setup (with no projects open); you can then launch the application directly
from the Attachments dialog box. You can also use Find, Sort, Filter, and
Group to locate and organize notices.
Recording and Tracking Communications 177

Sending Non-Compliance Notices


Use non-compliance notices to inform project participants of deviations
from the contract specifications. For example, the owner might send a
non-compliance notice to the general contractor (GC) because of a
contract safety and health requirement violation. The GC will then
generate a non-compliance notice to the appropriate subcontractor. In
most cases, the recipient will need to respond with brief details of
corrective actions required/taken.

Add a non-compliance notice Double-click Non-Compliance


Notices in the Communication folder in the Project View, then choose
Edit, Add Item. Enter basic information about the new notice (its type,
title, who it is to and from, its number, title, if it is related to a change
issue, and the cost). Refer to the next page for more information.

Using Other Features with Non-Compliance


Notices
Choose View, Attachments, to attach a document, drawing, or a letter
written using another word-processing program to its corresponding entry
in the Non-Compliance Notices log. Associate the word-processing
program or other application with its attachment file type by choosing
Tools, Application View Setup (with no projects open); you can then
launch the application directly from the Attachments dialog box. You can
also use Find, Sort, Filter, and Group to locate and organize non-
compliance notices.
178 Part 3: Communicating Project Information

Click to
create a new
change
managemen
t document
based on the
current
document.
Type a
detailed
description.

Type signatures
and the approval
dates.

Type a detailed
description of the
action taken, then
sign and date it.

Use the Status and


Schedule fields to
record schedule infor-
mation, important
dates, and other These fields contain
status information. reference infor-
mation if the notice
was generated from
another document.
Recording and Tracking Communications 179

Writing Notes with Notepads


Expedition’s notepads make it easy to track important details, such as
comments, work lists, and reminders. Create a different notepad for each
category of information you need.

Writing notes is a two-step process: first add a notepad that refers to a


specific subject, then add as many items as you want to that notepad.

Add a notepad Double-click Notepads in the Communication folder in


the Project View, then choose Edit, Add Item. Type a name for the
notepad and a brief description of its subject matter.

If an Express
user comments
on a notepad
item,
Expedition
sends the
coordinator e-
mail.

Double-click to
open and edit a
notepad item, or
double-click in the
blank area to add
a new item.

Type the initials of Type the date by


the person respon- which action is
sible for acting on required. Double-
the note. Select a click to select a
company abbrevi- date from the
ation and a priority. pop-up calendar.

Expedition considers a note closed if this field is completed. If this field


is blank, the note is still open, even if the status is CLO (closed).
180 Part 3: Communicating Project Information

Add a note to a notepad Double-click a notepad’s document icon in


the Notepads log, then choose Edit, Add Item. Expedition enters the
current date and assigns the note the next available number. Enter infor-
mation about the note in the Notepad Item dialog box, or return to the
document window and enter additional information about the newly added
note there.

Delete notepad information You can delete a note from a notepad, or


delete an entire notepad from the log. Select the document, then choose
Edit, Delete. Click Yes when prompted to confirm the deletion.
Expedition also deletes any links to issues.

Using Other Features with Notepads


You can track problems or conditions by linking notes to issues. You
can also assign custom fields to notes to help you categorize them for
reporting. Use Find, Filter, Sort, and Group to locate and organize your
notes.
Recording and Tracking Communications 181

Notepad Reports, Forms, and Dunning


Letters
Expedition provides several standard Choose Tools, Reports, then choose the
reports, forms, and dunning letters you can correspondence type. The following is a
use to print notepad records. sample dunning letter based on past due
items recorded in notepads.
182 Part 3: Communicating Project Information

Documenting Telephone Calls


Project participants often communicate important project information via
telephone conversations, such as follow-up calls that clarify work included
in bid estimates. Expedition provides a Telephone Records log for you to
document the date, content, and names of persons involved in each call.

Documenting a telephone call Double-click Telephone Records in


the Communication folder in the Project View, then choose Edit, Add
Item. Expedition enters the current date and time, the next available
consecutive number, and your initials; you can edit any of these entries.
Type a brief description of the subject of the call, the participating parties,
and a description of the call.

For more information on Using Other Features with Telephone


using these features, see Part
2, Working with an Records
Expedition Project.
You can use Find, Filter, Sort, and Group to locate and organize phone
records. You can also link phone records to issues so you can cross-
reference them with other Expedition documents.
Recording and Tracking Communications 183

Telephone Record Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print correspondence type. The following is a
telephone records. sample Phone Records Report.
185

Recording Meeting Minutes


Every project includes a number of meetings
In this chapter to discuss progress and delays and to clarify
specifications or designs. This chapter shows
Adding a Meeting
you how to use Expedition to record the details
Producing an Agenda from the
Minutes of the Last Meeting of every meeting—the attendees, discussion
items, decisions, and persons responsible for
action items.

Once you record meeting minutes, you can


easily locate any detail about a meeting and
create an agenda for the next meeting by
generating unresolved items forward.
186 Part 3: Communicating Project Information

Adding a Meeting
Use a Meeting Minutes document window to record all pertinent infor-
mation about a meeting, such as attendees and business items.

Add a meeting Double-click Meeting Minutes in the Communication


folder in the Project View, then choose Edit, Add Item. Expedition enters
the current date and the next available consecutive number. Type the
subject, time, and location of the meeting in their respective fields. When
you close the Meeting Minutes document window, Expedition marks the
Latest Meeting checkbox in the log indicating that this is the most recent
meeting.

Identifies the person respon-


You can change this date. sible for action items

If an Express Select
user this
comments meeting’s
on a meeting priority
minute item, level.
Expedition
sends the
coordinator
e-mail.

Mark if the contact


attended the meeting.

You can edit the Inits (initials) field to


enter a contact other than the primary
contact for that company.
Recording Meeting Minutes 187

Add a business item Click the Business Items tab on the Meeting
Minutes document window, then choose Edit, Add Item. Expedition adds
the new item to the bottom of the list and assigns it the next available
number. Type a description of the item, then select a status in the Status
field. Select a company abbreviation from the Ball In Court field to
indicate who is responsible for that item. Complete the remaining fields as
appropriate.

For details on listing primary Add an attendee Click the Attendees tab on the Meeting Minutes
contacts, see Setting Up the document window, then choose Edit, Add Item. Select the contact in the
Company Directory in the
Planning and Adding an Company column. Expedition automatically fills in the initials and
Expedition Project chapter. company name of the default contact listed in the Company Directory.
You can also add initials “on the fly” if you need to include an attendee
not currently included for the company in the Company Directory.

For more information about Using Other Expedition Features with Meet-
using these features, see Part
2: Working with an ing Minutes
Expedition Project.
Use the issues feature while in the Meeting Minutes document to link
business items to previously identified issues. You can also use the Find,
Filter, Sort, and Group commands to locate and organize specific
meetings, create custom fields, and follow up on action items with
dunning letters.
188 Part 3: Communicating Project Information

Producing an Agenda from the Minutes of the Last


Meeting
To quickly generate a new During a project, meetings are often held at regular intervals; the same
document from an existing people attend and the agenda contains the open items from the previous
document, choose Tools, meeting. In Expedition, you can create a new meeting minutes entry by
Generate a Document. copying the pertinent information from the minutes of the last meeting.

Copy meeting minutes information Display the meeting document


containing the information you want to copy by double-clicking its
document icon in the Meeting Minutes log. Choose Tools, Generate a
Document, to start the Generate Meeting Minutes Wizard.

Change the original


values to the values for
the next meeting.
Expedition enters the
current date as the
default.

Choose whether to link


the new meeting
document to the same
issues as the original
document.

You can print this new document and use it as an instant agenda. After the
meeting, update the record with any new information.
Recording Meeting Minutes 189

Original meeting business items

Expedition does not


copy business items
with an Approved or
Closed status.

Expedition carries
forward all New, Open
and Old business items
and changes their status
to Old. Business items
with an Approved or
Closed status are not
copied.

Expedition enters all


attendee information in
the Attendees tab. You
can edit this list.

Copied meeting business items

Expedition marks the newly generated meeting as the latest meeting.


190 Part 3: Communicating Project Information

Meeting Minutes Reports and Forms


When you finish entering the minutes reports, forms, and dunning letters that you
for a meeting in Expedition, you can print can use to print meeting minutes. Choose
copies and distribute them to the attendees Tools, Reports, then choose the correspon-
to remind them of their responsibilities. dence type. The following is a sample
Expedition provides several standard Meeting Minutes Report.
Part 4
Working with Contracts,
Project Costs, and
Changes
In this part Setting Up and Using the Cost
Worksheet
Managing Contracts and Purchase
Orders
Using Trends
Preparing Requisitions for Payment
Recording Invoices
Using Change Management
Using Individual Requests and Changes
Creating and Tracking Issues
T his part contains information about using Expedition
to help you manage your contracts, purchase orders
(POs), requisitions, invoices, changes, and other cost-
related documents.

Read the chapters in this part to learn how to set up and


use the Cost Worksheet to track budgeted and committed
costs; create lump sum and unit price contracts and POs;
use trends to track possible cost increases; and record
billing information in requisitions and invoices.

You will also learn how to manage complex changes


using the change management process and simple
changes with Expedition’s change documents, and you
will use issues to cross-reference and link documents
throughout Expedition so you can retrieve them quickly.
193

Setting Up and Using the Cost


Worksheet
Keeping track of a budget—the amount you
In this chapter committed to use, the amount actually spent,
and the amount the original budget has
How Expedition Tracks Costs
increased (through changes, for example)—is
Items the Cost Worksheet Tracks
important to the success of any project.
Adding Cost Codes
Adding Cost Code Definitions Expedition’s Cost Worksheet provides a
Copying Cost Codes and Titles central location where you can collect and
Distributing Costs to the Cost track budget information and quickly check
Worksheet
the financial status of your project. You can
Distributing Costs Using Change
Management adapt standard cost codes or create your own
Getting the Information You Need to help track and report different types of
from the Cost Worksheet costs.

This chapter explains how to set up the Cost


Worksheet, how to distribute costs from
different Expedition documents, and how to
interpret information in the Cost Worksheet.
194 Part 4: Working with Contracts, Project Costs, and Changes

How Expedition Tracks Costs


Expedition’s Cost Worksheet tracks costs distributed from contracts,
purchase orders (POs), invoices, requisitions, proposals, trends, and
changes. Use the Cost Worksheet to closely track budgeted costs,
committed costs, actual expenditures, and budget revisions caused by
changes. You can also track costs associated with the documents you
defined for your change management work process and see how pending
cost changes affect the Cost Worksheet as they occur.

Using the Cost Worksheet is optional: you can use the cost
documents listed above independently. However, if you
collect cost information in the Cost Worksheet, use it with all of
your cost-related documents.

Contract COST WORKSHEET

Committed Actuals Changes Bottom Line


TOTAL
$1,000,000 $1,000,000 $50,000 $250,000 $1,200,000

Invoice Change

TOTAL TOTAL
$50,000 $250,000

The rest of this chapter shows you how to set up the Cost Worksheet,
update it, and review the financial information that’s important to you.
Setting Up and Using the Cost Worksheet 195

Items the Cost Worksheet Tracks


The Cost Worksheet tracks five categories of cost information:
■ Budget includes the original budgeted amount, approved revisions to
the budget, revised budget amount, pending budget revisions,
estimated budget revisions, manual adjustments to the budget, and the
projected budget.
■ Commitment includes the original commitment amount, approved
revisions to committed costs, the revised commitment, pending
revisions to committed costs, estimated revisions to committed costs,
the adjusted commitment, and the projected commitment.
■ Actuals include money you have paid and money you have received.
■ Variance is the difference between your budgeted and committed
costs, calculated by Expedition. Variance includes original variance,
approved variance, pending variance, projected variance, budget
percent, and commitment percent.
■ Funding contains the same basic subcategories as Budget and
Committed (original, approved revisions, revised amount, pending
revisions, estimated revisions, manual adjustments, projected amount,
and the percentage the funding represents of the total amount
budgeted for the contract).

You can use the Order Code field to vary the sort order of your Cost
Worksheet from the cost code order.

The chart on the following page shows the five main categories of the Cost
Worksheet and their subcategories. The bullets indicate where Expedition
places money in the Cost Worksheet when you distribute an amount from
a contract, PO, invoice, requisition, trend, change order, or proposed
change order.
196 Part 4: Working with Contracts, Project Costs, and Changes

In the Contracts & POs row of the chart, note that Expedition can
distribute the amount to the Original Budget, Original Commitment, or
Original Funding section of the Cost Worksheet. When you distribute the
contract or PO amount, select the Budget, Commitment, or Funding
category and Expedition automatically selects the Original subcategory.

Cost Category Distribution


Budget Commitment Actuals Variance Funding

Projected Commitment
Revised Commitment
Original Commitment
Estimated Revisions

Estimated Revisions

Estimated Revisions
Approved Revisions

Approved Revisions

Approved Revisions
Approved Variance

Projected Variance
Pending Revisions

Pending Revisions

Pending Revisions

Projected Funding
Actuals Expended

Pending Variance
Actuals Received
Projected Budget

Original Variance

Revised Funding
Original Funding
Revised Budget
Original Budget

Actuals Issued
Type of
Adjustments

Adjustments

Adjustments
Expedition
Document
Contracts & POs x x x
Proposals x x x
Change Orders x x x x x x
Trends x x x x x x x x x x x x x x x x x x
Invoices * † ‡

Requisitions * † ‡

Calculated by x x x x x x x x x x
Expedition
I
C
D

A+B+C-F-G-H

R
N+O+P+Q+R
F

A-F

(A+B+C+D+E)-(F+G+H+I+J)
G
F+G

A+B-F-G

O
N+O

Q
J
F+G+H+I+J
A
B
A+B

E
A+B+C+D+E

P
L

Calculation**

*
If Contract/PO is distributed to Committed
†If Contract/PO amount is distributed to Budgeted
‡If Contract/PO amount is distributed to Funding
**
The letters in this section represent each column to show how costs are calculated on the Cost Worksheet.
Setting Up and Using the Cost Worksheet 197

Adding Cost Codes


Use cost codes to break down costs in the Cost Worksheet. Cost codes are
similar to categories in a checkbook. For example, if your mortgage
payment is $1,000 a month, $400 may apply to principal and $600 to
interest. When you record the $1,000 payment in your check register, you
may distribute it to principal and interest categories for income-tax
reporting purposes.

Similarly, you may have a lump sum contract for $50,000, of which
$25,000 is for rough carpentry and $25,000 is for finish carpentry. To
track each carpentry cost separately in the Cost Worksheet, create two
codes, Rough and Finish, and distribute $25,000 to each.

You can add cost codes as a group before you start distributing costs from
documents, or you can add them “on the fly,” when you distribute costs
from documents or as the need arises.

Whichever approach you choose, consider building meaning into the cost
codes. For example, some companies base their cost codes on standard
CSI codes, such as this one:

CSI division for CSI subdivision for Company-specific code for


Carpentry Rough Carpentry direct costs

With this type of cost code, you can add a cost code definition (described
in the next section) that enables you to report on direct costs (D)
associated with CSI division 06, for example. The more meaning you
build into your cost codes, the easier it is to analyze project cost details.

The length of Expedition cost codes cannot exceed 20


characters; they can consist of any combination of letters,
numbers, and special characters. You cannot add a cost code
named Not Costed.

Add a cost code Double-click Cost Worksheet in the Contract Infor-


mation folder in the Project View. Choose Edit, Add Item, then type up to
20 characters for the cost code and title directly in the Cost Worksheet.

Once a cost code is saved, you must have administrator privi-


leges to edit it.
198 Part 4: Working with Contracts, Project Costs, and Changes

Cost Codes—Exchanging Data with


Primavera Schedules
For details on exporting If you plan to status costs for Primavera activities using the schedule
Expedition data and export reports for exporting data from Expedition, and the
importing it to a Primavera
schedule, see the Exchanging EXPTOP3.EXE or the EXPLINK.SBL script for importing data to the
Expedition Data with a Primavera schedule, make sure the Primavera schedule cost codes are the
Primavera Schedule chapter. same as those being used in the Expedition database from which you are
exporting data. To ensure proper exchange of information between
Expedition and your Primavera schedule, make sure your cost codes/cost
accounts do not exceed 10 characters. Also, when assigning cost codes to
activities in Primavera schedules, do not assign resource names.
Expedition exports one cost account code and corresponding distribution
amount per document, but it will not recognize the cost code for activities
with an assigned resource associated with their cost code.
Setting Up and Using the Cost Worksheet 199

Adding Cost Code Definitions


Cost code definitions enable you to use Expedition to sort and display cost
information flexibly in custom reports. For example, if the cost code 06
100 D represents direct costs (D) related to rough carpentry (CSI division
06 100), you need to define this meaning.

You can use up to 20 Add a cost code definition Close all projects, then choose Define,
characters for each cost Cost Code Definitions. Define your cost codes by entering a name repre-
code definition. senting a portion of the code, the position where that portion begins in the
cost code, the width of that portion of the code, and a description of what
that portion of the cost code represents. In the following example, the first
section of the cost code definition (DIVI) represents the CSI division,
takes up two characters of the code (followed by a space for a total width
of 3), and is succeeded by the three-character CSI subdivision portion
(followed by a space for a total width of 4), and then the one-letter cost
category (with an extra space).

The cost codes for this project consist of a CSI division, a CSI subdivision,
and a cost category (to track direct, indirect, and vendor costs, for example).

Double-click a document
icon to enter values for each
component of the cost code.

Click to create
a new entry.

When you add a cost code, you can refer to the definitions created here to
properly format the complete cost code.
200 Part 4: Working with Contracts, Project Costs, and Changes

Breaking down cost codes enables you to use the definitions to customize
cost reports by filtering, sorting, and grouping on any part(s) of your
definition. For example, the single-character CATG cost code in the
preceding example creates a report containing all cost codes that are not
Overhead, sorted by cost code and grouped within their categories, with
the title for the category from the cost code definitions printed above each
section.
Setting Up and Using the Cost Worksheet 201

Copying Cost Codes and Titles


Copying the cost codes and titles from one project to another in the same
database makes it easy to create closely related or similar projects. You
need only specify the From and To projects to transfer the data.

You cannot copy cost codes to a project that has existing cost
codes.

For information about Copy cost codes and titles Close any open projects. Choose Tools,
importing cost codes from Copy Cost Codes and Titles, and select the To and From project names.
other applications, see
Exchanging Expedition Data Click Copy to copy the cost codes and titles.
with Other Applications.

Open the project to which you copied the cost codes and title, then open
the Cost Worksheet to view the copied information. Cost codes and titles
are copied to the project without any of the distributions.
202 Part 4: Working with Contracts, Project Costs, and Changes

Distributing Costs to the Cost Worksheet


To break down the value of a contract, PO, invoice, requisition, trend,
proposal, or change, distribute the associated costs to one or more cost
codes in the Cost Worksheet. This section uses a contract as an example of
how to distribute costs; follow the same procedure to distribute costs for
any other documents. Information about distributing costs is also included
in other chapters of this manual where applicable.

Distribute contract costs Open the document window for the


contract for which you want to distribute costs, then choose View, Cost
Distributions. In the Cost Distributions For dialog box, distribute the value
of the contract to one or more cost codes. Click Add (for each distribution)
to distribute the value to the Budget, Commitment, or Funding section of
the Cost Worksheet.

Since most documents from which you can distribute costs


relate to a specific contract, distribute contract costs first.

The following figure illustrates the basic process for distributing costs to
the Cost Worksheet.
Setting Up and Using the Cost Worksheet 203

1 Open the document win-


dow for a contract, PO,
invoice, requisition, pro-
posal, change order, or
trend.

2 Choose View, Cost Dis-


tributions, to display this
dialog box.

3 Click to add a new cost


code category to which
to distribute costs.

4 Type the amount to dis-


tribute to each cost code.
(Expedition supplies the
dollar sign.)

5 Click after entering your


final cost code to distrib-
ute the total remaining to
that cost code.

6 Close the Cost Distribu-


tions For dialog box to
automatically distribute
the costs to the Cost
Worksheet.

If you enter a cost code in the Cost Distributions For dialog box that
doesn’t exist, Expedition displays a dialog box in which you can enter a
title for the cost code.

If you mark the checkboxes under the Entire Amount Must Be


Distributed column in the Contracts/POs, Changes, Invoices
tab in Project Preferences, you must post the entire balance to
existing cost codes.
204 Part 4: Working with Contracts, Project Costs, and Changes

For more information about Manually Adjusting the Cost Worksheet


trends, see the Using Trends
chapter. Use trends—a manager’s expectation of future costs—in conjunction with
the Cost Worksheet to track possible cost increases. To add or transfer
money within the Cost Worksheet without modifying the original contract
or PO, or adding a change order, manually add a Trend document, then
distribute its cost to the Cost Worksheet.
Setting Up and Using the Cost Worksheet 205

Distributing Costs Using Change Management


Change management is a work process that automatically creates the
documents necessary to track a change from the initial request through
approval. Change management links the documents for reporting
purposes, and updates the Cost Worksheet at each step in the work process
according to your specifications. You supply the document type you want
Expedition to create and the corresponding column on the Cost Worksheet
where you want to distribute change amounts using the Change
Management tab in Project Preferences. Each Budgeted and Committed
value creates a document that Expedition posts to the Cost Worksheet
areas you specify.

Specify document types


and cost categories to
accommodate your work
process for managing
changes as they occur.

For details about change When you add value(s) for one of the phases—Estimated, Quoted,
management, see the Using Negotiated, and Final—in a Change Management document, Expedition
Change Management chapter.
generates the designated documents based on information you provide.
Double-click Change Management in the Contract Information folder in
the Project View to access this document type.
206 Part 4: Working with Contracts, Project Costs, and Changes

Expedition
automatically
assigns cost
codes from
the corre-
sponding
contract/PO
for the cost
distribution.

If more than one cost code exists for the originating contract/PO,
Expedition treats the document value as a lump sum value and places it in
a cost code called Not Costed. You can then distribute the value among
the appropriate cost codes.

If the contract has only one cost code, the entire document
amount is distributed to that cost code.

The next time you enter a value in a phase to continue your change
management work process, the cost codes created in the holding table are
based on the prior document in the work process’ costing scheme. You
can, however, add cost codes to subsequent documents as necessary in the
work process.

For details on creating a You can also create a Change Management document without an existing
contract using change contract/PO if you prefer. Expedition automatically creates a contract for
management, see the Using
Change Management chapter. you in this case, similar to requisitions for payment that have no origi-
nating contract.
Setting Up and Using the Cost Worksheet 207

Getting the Information You Need from the Cost


Worksheet
After you set up the Cost Worksheet and distribute costs to it, start using it
to monitor your project’s financial condition. You can see as much or as
little detail as you need.

For a quick glance at the current status Review the totals at the
bottom of the Cost Worksheet.

The bottom row of the Cost


Worksheet provides you with
a quick summary of your
project costs.
208 Part 4: Working with Contracts, Project Costs, and Changes

For a detailed look at the costs associated with a specific cost


code Double-click the Cost Code document icon.
Click the appropriate tab
to see detailed cost
information for the corre-
sponding area of the
Cost Worksheet.

For more information on Using Other Expedition Features with the


using these features, see the
An Introduction to Expedition Cost Worksheet
and Working with Log and
Document Windows chapters. Attach word-processor documents, drawings, or other text or picture files
to Cost Worksheet log entries by choosing View, Attachments. You may
want to attach an electronic version of a CAD drawing or sketch even if
you have a printed version.
You can also link costs to issues to track problems or conditions
Expedition automatically links any documents generated from the cost to
the same issues.
You can also use Find, Filter, Sort, and Group to locate and organize costs
or assign custom fields to the records to help categorize them for
reporting. If you use grouping, you can total the values in each primary
group in the Cost Worksheet.
Setting Up and Using the Cost Worksheet 209

Cost Worksheet Reports


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print cost correspondence type. The following is a
information. sample Cost Report.
211

Managing Contracts and Purchase


Orders
Expedition helps you organize and manage
In this chapter contracts and purchase orders (POs) with lump
sum and/or unit prices. Once you set up a
Adding a Contract or Purchase
Order contract or PO in Expedition, you can generate
Generating Submittals from a related submittals, materials delivery records,
Contract or Purchase Order and requisitions; track changes; and monitor
Generating Materials Delivery costs.
Records from a Contract or
Purchase Order
Since the information contained in contracts
Generating Requisitions from a
Contract or Purchase Order and POs is usually identical or very similar,
Distributing Budgeted and you process them the same way in Expedition.
Committed Costs to the Cost For simplicity, this chapter primarily refers to
Worksheet
contracts.
Reviewing Contract Status
212 Part 4: Working with Contracts, Project Costs, and Changes

Adding a Contract or Purchase Order


A contract is a written agreement in which one party agrees to perform
specialized work for another party for a certain price. Contract work can
involve labor only or labor and materials; examples include excavation,
plumbing, and landscaping. A contract usually includes a description of
the work to be performed, a list of special terms and conditions that apply
to the contract, the start and finish dates, and the negotiated price.

Purchase orders (POs) document the purchase of materials or services.


The information in a PO includes a description of the items ordered,
payment terms, the negotiated price, and the required delivery date.

Use contracts and purchase orders in Expedition to define the initial terms
and amounts associated with a project and the project participants. Later,
you can track other Expedition documents, such as change orders, against
these contracts and POs.

For details on how to add a Add a contract or purchase order Double-click Contracts or
contract through the change Purchase Orders in the Contract Information folder in the Project View,
management process, see the
Using Change Management then choose Edit, Add Item. Expedition assigns the new contract or
chapter. purchase order the next available number. Expedition also enters the
current date and your company as the From contact; you can edit any of
these values.
Managing Contracts and Purchase Orders 213

Enter general infor-


mation.

Type a lump sum


value to create a
lump sum contract
or PO...

...or enter line


items to create
a unit price
contract or PO.
(You can enter
both in the
same
document, as in
this example.)

Type a description
of the contract
work.
214 Part 4: Working with Contracts, Project Costs, and Changes

Enter details about


individuals involved in
the contract.

Set requisition
preferences and
retainage calcu-
lation options that
apply to any requi-
sition generated
from this contract.

Set markup preferences.


Managing Contracts and Purchase Orders 215

Use the Markup for Changes tab to create default markup categories for
changes. No calculations are performed here. If you link change orders or
proposals to this contract, the values entered in this tab will apply to them.

If you entered markup values in the Project Preferences Markup tab


(choose Define, Project Preferences, then click Markup), Expedition
automatically completes the corresponding fields in this tab. You can edit
this information. The edited values will override the values in the Project
Preferences Markup tab. The fields that appear in this tab depend on
whether you chose Standard or Advanced Markup in the Project Prefer-
ences Markup tab.

Using Hammock Activities for Contracts


When associating/updating lump sum contract dates with Primavera
schedule dates, use Primavera hammock activities for global or master-
level analysis. Individual activities are better suited for line item contracts.
Since hammocks comprise a group of activities and corresponding
resources that are monitored collectively, they can easily fit into the
related contract requirements for lump sum payment.

You can use early or


actual start and finish
dates of an associated
activity from a linked
Primavera schedule.

Select the contract’s The message center displays the


status and priority. status of the contract in PrimeContract.
216 Part 4: Working with Contracts, Project Costs, and Changes

For more information, see If you plan to track and compare costs, you should distribute contract costs
Distributing Budgeted and to the Cost Worksheet by choosing View, Cost Distributions, after you
Committed Costs to the Cost
Worksheet later in this add the contract or PO. You should also perform this step before you
chapter. generate a requisition from a lump sum contract or PO, so you have the
option of creating the schedule of value line items based on the corre-
sponding cost codes to which the sum was distributed.

If you delete a contract or PO from the log by pressing Delete,


Expedition also deletes the related invoice, all Cost
Worksheet references to the invoice, all Cost Worksheet refer-
ences to the contract or PO, and any issue links. Materials
delivery records and change and request documents related
to the contract or PO remain intact.

You cannot delete a contract/PO that has approved change


orders against it.
Managing Contracts and Purchase Orders 217

Generating Submittals from a Contract or Purchase


Order
If your contracts and POs contain unit price line items, Expedition can
automatically generate a submittal for those items.

The date recorded for the Generate a submittal from a contract or purchase order From
generated document is the the Contract or Purchase Order document window, insert the unit price
current date, which is line items and enter the submittal package and/or submittal number in the
editable. Unit Price tab; save the document. Choose Tools, Generate a Document,
then choose Generate Submittal Wizard and follow the directions to
generate the submittal.

Enter a package number


or submittal number for
the line items for which
you want to generate a
submittal. Expedition
generates a submittal in
that package in the
Submittal Packages and
Submittals logs.

You don’t have to


specify a package
number; Expedition
will create it if you
mark this checkbox.

For more information about When you leave the Pkg. No. and Submittal No. fields blank and choose
submittals, see the Managing Tools, Generate a Document, Expedition uses the specification section as
Submittals chapter.
part of the submittal numbers. For example, if your contract uses Spec
Section 03000, Expedition numbers the package 03000 and the first
submittal 03000-001, the second one 03000-002, and so on.
218 Part 4: Working with Contracts, Project Costs, and Changes

Generating Materials Delivery Records from a Contract


or Purchase Order
If you use unit price contracts and POs, Expedition can automatically
generate a materials delivery record so you can record materials delivered
to the site.

Expedition will automatically link the material code with the correct line
item in the Requisition Schedule of Values tab if you generate both the
Material and the Requisition from the Contract. Order of generation is not
important.

Generate a materials delivery record from a contract or


purchase order From the Contract or Purchase Order document
window, insert the unit price line items, and include a material code in the
Unit Price tab for the line items for which you want to generate the record.
Save the document and choose Tools, Generate a Document. Choose
Generate Materials Delivery Wizard and follow the directions to generate
the materials delivery record.

Enter material codes


for the line items.

Expedition adds the materials


delivery records to the
Materials Delivery log.
Managing Contracts and Purchase Orders 219

About Materials Delivery Codes


For more information about Expedition uses material codes to create a materials delivery record for a
tracking material deliveries, line item when you choose Tools, Generate a Document. Leave the
see the Tracking Materials
Deliveries chapter. material code for a line item blank if you don’t want to generate a
materials delivery record for it. If you enter a material code that doesn’t
exist, Expedition creates a code and generates the materials delivery
record using the new code.
220 Part 4: Working with Contracts, Project Costs, and Changes

Generating Requisitions from a Contract or Purchase


Order
Expedition can use lump sum and/or unit price line items from the costed
contract/PO to automatically create a requisition and its schedule of
values.

If a lump sum amount exists, and the contract is costed, Expedition


prompts you to either:

■ Take the cost distributions for the sum to create line items on the
schedule of values in the Requisitions document window, or
■ Create a single line item for the total amount, which is identified as
Lump Sum in the Schedule of Values tab in the Requisitions
document window. Lump tax and freight will have their own line
items unless cost codes are used.

If the contract has unit line items and cost distributions, Expedition
prompts you to either:

■ Take the cost distributions for the sum to create line items on the
schedule of values that are identified in the Requisitions document
window by the corresponding cost codes to which the sum was
distributed for the contract/PO, or
■ Generate a unit price Payment Requisition based on the Contract's/
PO's unit price line items.
If a lump sum amount exists and the document is not costed, Expedition
creates a single line item for the total amount, which is identified as Lump
Sum in the Schedule of Values tab in the Requisitions document window.
Lump tax and freight will have their own line items unless cost codes are
used.

For details on these settings, Set lump sum/line item preferences and retainage calculations
see the Setting Up Dictio- for new requisitions Click the Req Options tab from a Contract or
naries and Preferences
chapter. Purchase Order document window to set up default information for
retainage per existing contract/PO; use the Summary tab in a Requisitions
document window to specify retainage calculations per individual requi-
sition. If the contract/PO has not yet been created, choose Define, Project
Preferences, and click the Requisitions tab to set the default preferences
for all new contracts/POs.
Managing Contracts and Purchase Orders 221

Expedition uses these numbers to create


each line item number in the requisition
schedule of values.

After you generate the first Generate the first requisition for a project payment Open a
requisition from the Contract or Purchase Order document window; choose Tools, Generate a
contract/PO, create Document, then choose Generate Requisition Wizard. You can also select
periodic payment applica- the contract/PO that you want to use to generate the requisition from the
tions from the originating Contract/Purchase Order log, then drag it to Payment Requisitions in the
requisition by choosing
Contract Information folder in the Project View. Follow the wizard to
Tools, Generate a
Document, from the appli-
create the requisition.
cable requisition in the
Requisitions log.
222 Part 4: Working with Contracts, Project Costs, and Changes

This is both a lump sum


and unit price contract,
so a Lump Sum line was
created in the requisition
schedule of values in
addition to the unit price
line items.

For more information about Add line items from a contract/purchase order to an existing
preparing requisitions, see the requisition From the contract/PO, choose Tools, Generate a Document;
Preparing Requisitions for
Payment chapter. choose Generate Requisition Wizard, then choose Copy into an Existing
Requisition. This option permits the addition of items by the general
contractor to an uncertified requisition as the items accumulate from
subcontractors. Existing line items on the requisition are not affected.
Managing Contracts and Purchase Orders 223

Distributing Budgeted and Committed Costs to the Cost


Worksheet
Use Expedition’s Cost Worksheet to keep detailed records of the money
associated with your project, including amounts budgeted, committed, and
spent or received; and amounts you received or expect to receive as the
result of changes.

For more information about You can distribute contract or PO costs to the Budgeted, Commitment, or
cost codes and distributing Funding section of the Cost Worksheet. Use the Budgeted section for the
cost, see the Setting Up and
Using the Cost Worksheet total amount available to spend on the project; use the Commitment
chapter. section for amounts you have agreed to pay someone else. Use the
Funding section to cost out a contract funded by more than one source.

Distributing contract or PO costs is optional. You do not have


to use the Cost Worksheet to use a contract or PO. If you use
Expedition’s Cost Worksheet, Primavera recommends that
you set up cost codes when you first add a project.

To distribute costs, from the Contracts log or document window, choose


View, Cost Distributions. When you finish distributing costs, close the
Cost Distribution dialog box to distribute the amount to the Cost
Worksheet.
224 Part 4: Working with Contracts, Project Costs, and Changes

Select the cost code


to which you are
distributing the
contract or PO.

Type the amount you are distributing. If you don’t distribute the entire contract
or PO amount, Expedition applies the remainder to a cost code called Not
Costed (if you marked the Entire Amount Must Be Distributed checkbox but
cleared the Must Have a Cost Category checkbox in the Project Preferences
Contracts/POs, Changes, Invoices tab).
Managing Contracts and Purchase Orders 225

Reviewing Contract Status


Use the Contract Summary dialog box (from the Contracts log or
document window, choose View, Contract Summary) to review all
pending and approved cost changes associated with a contract, and to see
the sum of invoices to date and the remaining balance.

For details on creating change Expedition lists costs associated with each document in either the
documents, see the Using Approved Changes or Pending Changes column, depending on the
Individual Requests and
Changes chapter. document’s status. Costs associated with documents that have an
Approval status code are displayed in the Approved Changes column;
costs and documents with other status codes are shown in the Pending
Changes column. Expedition does not display documents with status
codes of Closed or Rejected in the Contract Summary dialog box.
226 Part 4: Working with Contracts, Project Costs, and Changes

Contract/Purchase Order Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print correspondence type. The following is a
contract and PO information. sample Contract Report.
227

Using Trends
With Expedition, you can record an antici-
In this chapter pated cost that is not documented in another
area. For example, you can record a prelim-
Why Use Trends?
inary agreement amount before you create a
Adding a Trend
contract.
Generating a Trend
Manually Adjusting the Cost This chapter describes how to use the Trends
Worksheet
feature to record anticipated costs or items,
adjustments, revisions, estimates, or actuals
“on the fly” as they occur during the contract
life cycle. You can also distribute these costs
to an estimate, revision, or any other appli-
cable area of the Cost Worksheet to track
possible cost increases or decreases.
228 Part 4: Working with Contracts, Project Costs, and Changes

Why Use Trends?


Changes are inevitable in any phase of a project—from the outset, as
design deliberations and associated budget amounts are negotiated,
through final payment approval as work is completed. Most participants in
the process—owner and subcontractor alike—will be presented with
expected revisions. Expedition provides trends as a place to record expec-
tations of future costs or other items that will most likely affect budgeted
costs in the near future. You can place these values in trends, then incor-
porate them in the project as they occur; you can also use trends to
perform “what-if” analysis on a backup of the project so you can see how
they affect costs.

Keep in mind that trends usually are not definite changes (although they
can be), such as those you record in Expedition’s change documents; they
typically represent probable future costs. For example, if the pipe you will
be ordering for delivery at a construction site costs $10 per foot at the time
your bid is submitted, but the same pipe is expected to increase to $12 per
foot when your bid will be accepted, you can expect the pipe will be $12
per foot when you place the order. Trends can be used to represent adjust-
ments, revisions, estimates, or actuals—they can be as flexible as you
require.

Once you record a trend, you can add it to the Cost Worksheet by distrib-
uting its cost to a cost code and assigning the amount to a column used for
revisions or adjustments to the original budget, or for any other cost area.
You can then track these possible cost changes and fine-tune your budget.

For details about the change If you use change management to record and track changing costs as they
management process, see the occur, and associate these changes with specific documents, you will
Using Change Management
chapter. probably use trends for the Estimated document type for either or both the
Budgeted and Committed sides.
Using Trends 229

Adding a Trend
Use trends to add and track anticipated costs that may change the project
scope as they occur.

Add a trend Double-click Trends in the Contract Information folder in


the Project View, then choose Edit, Add Item. Expedition assigns the new
trend the next available number. Expedition also enters the current date,
your company abbreviation and contact initials in the Initiated By field,
and your user name in the Entered By field; you can change this infor-
mation. If you include Trend as a document type in your Change
Management work process, Expedition also supplies the corresponding
change management item number. Add the other identifying information,
such as a title for the trend, the net value amount, and the current status.

In this case,
the contact
who initiated
the change is
also the BIC.
This may
always be the
case if you
simply need to
record and
maintain
trends in-
house.

You can reference a


corresponding
schedule activity with
the trend.
You can cost the trend amount to this cost category on the Cost Worksheet
using the Cost Distributions dialog box (choose View, Cost Distributions).

You can also generate a trend from a trend by choosing Tools, Generate A
Document to start the Generate New Trend Wizard.

For more information on Using Other Features with Trends


these features, see Part 2,
Working with an Expedition Attach word-processor documents, drawings, or text or picture files to
Project. trends by choosing View, Attachments. Use Find, Filter, and Sort to locate
and organize trends. You can also link trends to issues so you can cross-
reference them later.
230 Part 4: Working with Contracts, Project Costs, and Changes

Generating a Trend
If you want to create a trend that is similar to one that already exists, use
the Generate New Trend Wizard to create a trend with copied information.

Generate a trend From the Logs folder, double-click Trends to open


the Trends log window. Select the trend you want to copy. Choose Tools,
Generate A Document to start the Generate New Trend Wizard.

Expedition supplies a number for the


trend, but you can edit it.

Mark the checkboxes if you want to distribute the new trend to the same
cost codes as the original, link the new trend to the same issues as the
original, or close out the original trend. Click Finish to generate the new
trend.
Using Trends 231

Manually Adjusting the Cost Worksheet


Use trends in conjunction with the Cost Worksheet to track possible cost
increases (or decreases). To add or transfer money within the Cost
Worksheet without modifying the original contract or PO, or without
adding a change order, add a Trend document, then distribute its cost to
the Cost Worksheet.

Adjust the Cost Worksheet manually Double-click Trends in the


Contract Information folder in the Project View, then choose Edit, Add
Item. Enter the information about the trend, then distribute the new
document costs to the Cost Worksheet.

Choose View, Cost Distri-


butions, to display the
Cost Distributions For
dialog box, where you
can distribute costs to the
Cost Worksheet.

Click to remove any rows


with a value of zero.

Specify the Cost Worksheet


column where you want
Expedition to distribute the
trend amounts.
232 Part 4: Working with Contracts, Project Costs, and Changes

Trends Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print a list correspondence type. The following is a
of trends and details about a selected trend, sample Trends Report.
including cost distributions.
233

Preparing Requisitions for Payment


Contracts usually require partial payments at
In this chapter regular intervals, based on the amount of work
accomplished and materials installed. If you
Process Overview
use requisitions for payment, you probably use
Setting Up Requisitions
them in association with your contracts or
Recording Progress
POs. Contracts are used in the examples in this
Certifying a Requisition
chapter.
Distributing Actual Costs to the
Cost Worksheet
The contract price is subdivided into a list of
Sending a Requisition
component prices or work items, so that
progress can be measured more precisely. This
list, called a schedule of values, accompanies
each requisition for payment. At the end of
each period, a requisition is submitted that
shows the value of work performed and
materials installed since the last payment.

This chapter explains the process of submitting


requests for payment, or requisitions.
234 Part 4: Working with Contracts, Project Costs, and Changes

Process Overview
Requisitions, or formal requests for payment, are usually issued by general
contractors (GCs) to the owner on a monthly basis as portions of work on
a project are completed. Subcontractors or vendors submit requisitions to
the GC for their portions of the work. Once the initial requisition with line
items is established at intervals determined by the pay cycle established
between the contract parties, an application for payment based on the
original requisition is updated, certified, and sent. This requisition update/
issuing cycle continues until the work is completed and the GC/subcon-
tractor has been paid in full in accordance with the contract agreement.
The following diagram illustrates a typical cycle.

Initial Setup Every Payment Period


Create payment application
Establish access rights. based on work accomplished
since previous requisition.

Set preferences. Negotiate.

Create contract. Obtain approvals and certify.

Add initial payment application. Send to owner/CM.

Materials for delivery and approved change orders applicable to each


period are collected and added to the corresponding requisition. In
addition, the contracting parties usually withhold a percentage of each
payment, called retainage, until all the work is completed or until they are
satisfied that work is progressing as planned. This retainage is applied to
the current amount due, on a line item or percent complete basis.

Requisitions are based on a contract or purchase order established in


Expedition for the project and parallel industry standard AIA G702/G703
certification for payment forms. Expedition can use lump sum and/or unit
price line items from the contract/PO to automatically create the requi-
sition schedule of values. You negotiate the line item or lump sum costs
until a payment agreement is reached and the requisition is approved and
certified.
Preparing Requisitions for Payment 235

Setting Up Requisitions
You can create requisitions for all project contracts. Depending on your
role, you may issue payment requests or receive payment requests. For
example, if you are a GC, you receive requisitions from subcontractors
and you issue requisitions to the owner. You can distribute requisition
amounts to the Cost Worksheet’s Actuals Issued, Actuals Received, or
Actuals Expended column(s), then compare the actual costs to the
budgeted or committed costs for various work items.

For details on steps 1 and 2, Follow these steps to set up the first requisition for each contract/PO:
see the Planning and Adding
an Expedition Project and 1 Set access rights to requisitions and for certifying them.
Setting Up Dictionaries and
Preferences chapters. 2 Set lump sum/line item preferences and retainage calculations on the
Req Options tab in the document window.
3 Create the requisition and schedule of values.
4 Negotiate the payment amount.
5 Approve and certify the requisition.
6 Start the cycle beginning with step 3 for the next payment period,
based on work completed since the previous requisition was issued.

If you use both requisi- Assuming requisition access rights have been set and preference defaults
tions and invoices, you are being used in generating requisitions (steps 1 and 2), this section
typically generate requisi- discusses step 3 in the process—Creating a requisition.
tions from contracts and
invoices from POs.
236 Part 4: Working with Contracts, Project Costs, and Changes

Sample Requisition Summary Page

Create the first requisition for a project payment Open a


Contract or Purchase Order document window; choose Tools, Generate a
Document, then choose Generate Requisition Wizard. You can also select
the contract/PO from the Contract/Purchase Order log that you want to use
to generate the requisition, then drag it to Payment Requisitions in the
Contract Information folder in the Project View.

Follow the wizard instructions to generate the requisition. Expedition


sequentially numbers applications that refer to the same contract/PO,
starting with 00001 (you can change this number). Expedition also copies
the total amount from the specified contract/PO to the Original Contract
Sum field on the requisition.
Preparing Requisitions for Payment 237

You can also add a new requisition by choosing Edit, Add Item, while in
the Payment Requisitions log or Requisition document window.

You can change the default Period To date


to issue a payment application for a
different timeframe; double-click the field to
use the calendar.

The party to whom the contract or PO


was issued
The party who originated the contract or PO
Choose to add to an existing, uncertified
requisition as items accumulate from
subcontractors.
Choose to create the requisition based on a
lump sum amount, or on cost distributions.

Each application for


payment covers the time
period between Period To
dates for the last appli-
cation and the current
application.

Create a schedule of values or add line items to an uncertified


requisition Click the Schedule of Values tab to view the items trans-
ferred from the contract/PO; this tab consists of columns A through K,
which are similar to the columns on the AIA form.
Expedition uses the Starting line item number and the increment number
specified in the Req Options tab in the Contract/Purchase Order document
window for the existing contract/purchase order (or in the Requisitions tab
for Project Preferences for a new contract/PO) to create each line item
number.
238 Part 4: Working with Contracts, Project Costs, and Changes

If a unit tax amount per line item or a lump tax per lump sum exists for the
originating contract/PO, the entire amount is totaled and placed on a
separate line called Tax.

Add line items from a contract/PO to an existing requisition


From the contract/PO, choose Tools, Generate a Document, then choose
Copy into an Existing Requisition. This option permits the addition of
items by the GC to an uncertified requisition as they accumulate from
subcontractors. For example, until a building foundation is completed,
requisitions are submitted for cement and other supplies required by the
various subcontractors responsible for this phase of construction. Existing
line items on the requisition are not affected.

Add a line item in lump sum, unit price, headers, subtotal, or


blank line item format Choose Edit, Add Item, while working in the
Schedule of Values tab for an uncertified requisition. You can create five
types of line items: unit price, lump sum, subtotal, header, or blank line.
Select unit price for material line items and lump sum for the line items
involving labor.

The other three line item types, headers, subtotals, and blank lines,
organize the information in the Schedule of Values tab. Headers organize
line items by work package or cost category. Subtotals total a group of
items. Blank lines separate lines for better organization.

If you renumber a line item Expedition lists line items numerically. To group the line items by a
by selecting the number general category and then calculate subtotals for each group, enter appro-
and typing a new one, priate item numbers for the header and subtotal. In the following example,
choose View, Refresh. the heading PIPE is changed to number 3 and the SUBTOTAL is changed
to number 17. All the line items between 5 and 17 are categorized as pipes.
To arrange the data in the order you want, select an item number and
change it, then choose View, Refresh to view the changes.
Preparing Requisitions for Payment 239

Choose the type of


item you want to add
to the schedule of
values.

This header and


subtotal
categorize and
total pipes used
for the job.

Change item
numbers to
reorder rows.

You can hide/show unit price


detail per line item by choosing
View, Show Requisition Unit
Detail, or by pressing F12.

Headers are not required to calculate subtotals. If you enter items and
subtotals only, Expedition summarizes all line items between subtotals.

You can also use the blank line item type to separate and group items in
the schedule of values. Expedition uses the next sequential item number,
but all other columns are blank for this item type. Blank lines do not affect
subtotals.
240 Part 4: Working with Contracts, Project Costs, and Changes

When you finish creating line items and entering the scheduled values, the
grand total for the Scheduled Value column (column C) should equal the
original contract sum on the Summary tab. Expedition notifies you if these
numbers do not match when you attempt to close the Requisition
document window, and it displays the amount needed to balance the two
numbers. Adjust the schedule of values for existing line items, or create
new line items and schedule values to balance the totals.

All applicable parties approve the requisition The requisition is


certified by the last approver and returned to the appropriate contact via
any of the following: e-mail, a remote access program, regular mail, or
fax.

Costs are distributed Costs are calculated, including retainage, and


line items or lump sum costs are distributed to the Cost Worksheet in the
Actuals Issued (owner’s committed costs), Actuals Received (the general
contractor’s budgeted costs), and Actuals Expended (the funded costs)
columns.

Create periodic payment requisitions based on the previous


requisition for the contract/PO Use the filter to separate requisitions
received from those sent (choose Organize, Filter) from the Payment
Requisitions log, then open the previous month’s certified requisition for
the contract/PO and choose Tools, Generate a Document. Expedition
prompts you to “get” approved change orders and materials for delivery
for the current requisition if you marked the Prompt for Get When
Opening Latest Requisition checkbox in the Req Options tab in the
Contract/Purchase Order document window. Follow the steps in the
Generate Requisition Wizard to create the current requisition.

For details on certifying a Update the current requisition Change the value for each line item
requisition, see Certifying a in the This Period or Percent Complete columns based on work completed
Requisition later in this
chapter. this period, then certify the requisition. If you associated Primavera
schedule activities with requisition line items or with the contract/PO,
mark the Schedule checkbox in the Add Change Orders and/or Material
Deliveries Wizard during the Get Changes, Materials and Schedule
process to update the total percentage of work completed for the period to
date (%G/C column) in the schedule of values using the activities’ percent
complete.
Preparing Requisitions for Payment 241

Creating Contracts/POs from Requisitions


In Expedition, requisitions must be linked to a contract/PO. Ideally, you
should create your contract/PO and establish its requisition options, then
generate the first requisition for payment from the associated contract/PO.
If you do not use Expedition’s contracts/PO module, you can generate a
contract/PO when you create a new requisition.
To generate a blank contract/PO for a requisition, open the Payment
Requisitions log, and choose Edit, Add Item.
In the Contract/PO section of the New Requisition Wizard, select the
contract/purchase order type, then type a new contract/PO number. Type
the new To company abbreviation (for example a subcontractor) and the
From company abbreviation (for example, the GC). In the Requisition
section of the New Requisition Wizard, select the To company abbrevi-
ation (for example, the GC receiving the request for payment), and type
the From company abbreviation (for example, the subcontractor
submitting the requisition for payment). Expedition uses the current date
for the Period To and 00001 as the application number. Click Next.
Expedition prompts you to create the new contract/PO. Click Yes. Choose
Create a New Requisition to create a blank requisition for payment, then
click Finish.
Expedition creates the contract/PO in the Contracts/PO log with the
description “Expedition generated document: 3/11/00 automatically.”
From the Requisition document window, you can choose Tools, Go To
Document, to open the new contract/PO and complete information about
it.
242 Part 4: Working with Contracts, Project Costs, and Changes

Recording Progress
Follow these general steps to complete monthly requisitions:
1 Generate the current requisition from the previous month’s requi-
sition.
2 “Get” materials delivered during the current period and approved
change orders that increase or decrease the contract sum. Expedition
prompts you to get this information when you generate requisitions (if
you marked the Prompt for Get When Opening Latest Requisition
checkbox in the Req Options tab in the Contract/Purchase Order
document window), or you can choose Tools, Get Changes, Materials
and Schedule, and follow the Add Change Orders and/or Material
Deliveries Wizard instructions.
3 Enter values for the following items:
■ Work completed this period
■ Stored materials
■ Retainage amount
■ Sales tax

Throughout the project, only one requisition for payment should be active
(uncertified) for each contract. If you try to add a new requisition before
certifying the previous application, Expedition reminds you about the
previous uncertified requisition but will accept a new one.

When "getting" a change order into a requisition, Expedition copies the


cost distributions to the new line item in the requisition. Expedition will
set the value of each cost distribution in the requisition to zero.

Use the Not Certified or Is the Latest=Y filter to easily locate the requi-
sition you want in the log. Choose Organize, Filter, to select either of these
standard filters, or create your own to include other selection parameters.

Update a requisition With the previous month’s certified requisition


selected, choose Tools, Generate a Document. You can enter the
scheduled value for the new requisition. You can also cost the scheduled
value to the same cost codes without having to distribute costs again.
Preparing Requisitions for Payment 243

Expedition shows the associated approved


change order costs in the Summary tab and
automatically records them in the Approved
Changes and Schedule of Values tabs for the
new requisition.
Update the total percentage of work
completed for all periods to date in the
schedule of values (%G/C column) using the
current schedule activities’ percent complete.

If a delivery is linked to a lump sum item, Expedition copies the total


value of the delivery to the This Period column (column E). If the delivery
is linked to a unit price item, Expedition calculates the column E value by
multiplying the quantity delivered by the unit price entered in the
Schedule of Values tab.
244 Part 4: Working with Contracts, Project Costs, and Changes

Expedition recalculates
this field to equal the sum
of all approved change
orders and the original
contract sum.

Make sure you have Expedition “get” change orders for the requisition
using the Generate New Application for Payment Wizard (or the Add
Change Orders and/or Material Deliveries Wizard from Tools, Get
Changes, Materials and Schedule); otherwise, the grand total for the
Scheduled Value column (column C) may not match the Contract Sum to
Date column. The requisition cannot be certified until these amounts are
equal.

Record progress In the Schedule of Values tab, type the value of


completed work for the current period in the This Period column (column
E). If you don’t know the actual amount, enter the percentage of work
completed in column %G/C. The percentage represents work completed
and stored materials for all periods to date, not just the current period.

If you associated Primavera schedule activities with requisition line items


or with the contract/PO, mark the Schedule checkbox in the Add Change
Orders and/or Material Deliveries Wizard during the Get Changes,
Materials and Schedule process to update the total percentage of work
completed for the period to date (%G/C column) in the schedule of values
using the activities’ percent complete.
Preparing Requisitions for Payment 245

Columns E and %G/C are linked. When


you update one column, Expedition
calculates the value for the other.

You can update the work completed percentages


with the Primavera schedule activity percent
complete values associated with each line item.

If you enter a value in the This Period column (column E), Expedition
calculates the progress percentage by dividing the value in the Total
Completed and Stored to Date column (column G) by the value in the
Scheduled Value column (column C).

If you enter a percentage in column G, Expedition calculates the value in


column E by multiplying the percentage by the column C value, then
subtracting from this value the sum of all Previous Applications column
(column D):
Column E = (column G% x column C) – column D
Columns E and %G/C are linked. If a new percentage is added, the
formula above is used and column E is updated.

Update stored materials In column F on the Schedule of Values tab


(materials presently stored not in D or E), enter the value of stored
materials for the project. When you change the value in column F,
Expedition recalculates both the cost and percentage values in column G.
246 Part 4: Working with Contracts, Project Costs, and Changes

Calculate retainage Retainage is the amount withheld from each


progress payment. First, select a default method for recording retainage
using the Req Options tab in the Contract/Purchase Order document
window for an existing contract/PO, or use the Requisitions tab in the
Project Preferences dialog box for new contracts/POs. Then specify calcu-
lations per requisition in the Summary tab in the Requisition document
window.

You can enter retainage values one of three ways for requisitions in the
Summary and Schedule of Values tabs, as illustrated in the following
examples.

Enter the total


retainage amount...

...or enter summary


percentages for
completed work and
stored materials and
have Expedition
calculate the total
retainage...

...or enter
retainage for
each line item if
retainage
percentages
vary among line
items.
Preparing Requisitions for Payment 247

If you record retainage by entering summary percentages in the Summary


tab, Expedition calculates the retainage for completed work and stored
materials. If you record retainage in the Total Retainage field on the
Summary tab, be sure the value you enter includes completed work and
stored materials for all periods to date. If you record retainage by editing
each line item in the Schedule of Values tab, enter the total retainage for
stored materials and completed work or enter a percentage in the Retain %
column (column I).

The two column I values are linked. If you enter a currency value,
Expedition calculates the percentage. If you enter a percentage,
Expedition calculates the value by multiplying the percentage by the
column G value (total completed work and stored materials).

Expedition adds the values in column I and displays the total in the
Completed and Stored to Date field in the Summary tab. Expedition does
not calculate a separate retainage value for stored materials.

Calculate tax amounts If you marked the Use Line Item % to


Calculate Tax checkbox in the Req Options tab in the Contract/Purchase
Order document window for the existing contract/PO (or the Requisitions
tab in Project Preferences for a new contract/PO), you can enter the tax
percentage for each line item in the Tax Rate column (column J) in the
Schedule of Values tab. Expedition calculates the tax amount by multi-
plying the percentage by the value in column G (sum of completed work
and stored materials for all periods to date). Expedition displays the sum
of all tax amounts in the Tax to Date field in the Summary tab.

Using Other Expedition Features with Requi-


sitions
For more information on how Expedition prompts you to link to issues when generating a new appli-
to use these features, see the cation for payment from an existing requisition or contract/PO that is
Creating and Tracking Issues
chapter and Part 2, Working already linked to an issue. If you choose to link to the same issue(s), the
with an Expedition Project. requisition is then included when you organize and cross-reference project
documents by issues. You can also use custom fields to provide additional
information about each line item on the schedule of values. Custom fields
represent categories of information, such as project phase or responsible
manager, or provide additional date, cost, or quantity information about an
item. You can also use Find, Filter, Sort, and Group to locate and organize
your requisitions.
248 Part 4: Working with Contracts, Project Costs, and Changes

Certifying a Requisition
You should review the values in the Summary and Schedule of Values
tabs before certifying a requisition. A requisition cannot be certified if the
grand total for scheduled values does not equal the contract sum to date.

These values must


match to certify the
requisition.

Enter approval names and dates Expedition enters the contract’s


To and From contact names in the Contractor and Certified fields in the
Certification tab; you can change these names.
Preparing Requisitions for Payment 249

Type text used for the


contractor’s application
for payment and the
architect’s certificate for
payment.

The contractor submits


the requisition.

The second contact certifies the requisition.

You can also attach files containing text, drawings, reports, or other data.
Choose View, Attachments. In the Attachments For dialog box, click File
and select the file you want to attach to the requisition. Click OK to attach
the file to the requisition.

Certify payment for the current period Certify the requisition to


close it out for the current period. Each approver enters the applicable
approval date by his/her name in the Certification tab (or one approver can
enter names and dates to save time); the last approver also marks the
Certified checkbox at the top of the Requisition document window, then
confirms the certification when prompted.

In general, you should not edit a certified requisition because this


document has already been approved. Also, the values in a certified requi-
sition form the basis of payment for the next period. When you add a new
application for payment, Expedition rolls forward summary and detailed
cost information from the previous requisition. If you change values in a
previously certified requisition, you may have to manually update each
subsequent requisition.
250 Part 4: Working with Contracts, Project Costs, and Changes

Transferring Information to
New Requisitions
When you create the next requisition, Expedition copies all information
from the previous requisition to the new one. Expedition makes the
following changes in the Schedule of Values and Summary tabs of the
new requisition:
■ Expedition assigns the new requisition the next sequential number.
You can change this number.
■ In the Payment Requisitions log or Requisition document window, in
the Period To field, Expedition enters the date that is one month later
than the previous requisition’s Period To date. It assumes progress
payments are made monthly. You can enter a different date.
■ Expedition copies all line items and values from the previous requi-
sition to the new requisition’s Schedule of Values tab. All This Period
(column E) values are set to zero.
■ Expedition adds all This Period and Materials Stored values from the
previous requisitions to the sum of all Previous Applications column
(column D), if you cleared the Retain Materials Stored checkbox in
the Req Options tab in the Contract/Purchase Order document
window for the contract/PO from which the requisition is being
generated (or from the Requisitions tab in Project Preferences for a
new contract/PO).
To instruct Expedition to retain costs for materials stored in the
Materials Presently Stored Not in D or E column (column F) in the
schedule of values when generating a new application, mark the
Retain Materials Stored checkbox in the Req Options tab in the
Contract/Purchase Order document window for the contract/PO from
which the requisition is being generated (or from the Requisitions tab
in Project Preferences for a new contract/PO).
■ The Previous Amount Certified value in the Summary tab now
includes the amount certified in the previous application. The Amount
Certified field equals zero.
Preparing Requisitions for Payment 251

Distributing Actual Costs to the Cost Worksheet


Use the Cost Distributions dialog box to distribute the amounts recorded
for work completed this period (column E in the Schedule of Values tab),
to the Actual section of the Cost Worksheet. To open the Cost Distribu-
tions dialog box, select a line item in the Requisition document window’s
Schedule of Values tab, then choose View, Cost Distributions. If you
distributed costs from the originating contract or PO, Expedition automat-
ically supplies the corresponding costs codes, titles, and amounts in the
Cost Distributions dialog box for the requisition unit item or lump sum.

Distribute the
value of work
completed this
period to one or
more cost codes.

Distribute amounts to the same cost codes used to distribute the original
contract sum. Refer to the Cost Distributions dialog box to see which cost
codes were used. If you attempt to close the Cost Distributions dialog box
without distributing the entire amount, Expedition distributes the
remaining amount to a cost code called Not Costed, if you marked the
preference to force distributions to balance but cleared the preference to
force documents to be distributed to valid costs codes in the Project
Preferences Contracts/POs, Changes, Invoices tab.

Expedition automatically distributes revenue (to the contractor, as a result


of being paid), or costs (to the owner/contract manager, as a result of
paying the contractor the requisition amount) in the Cost Distributions
dialog box.
252 Part 4: Working with Contracts, Project Costs, and Changes

For instructions on how to set If the contract shown at the top of the Requisition document window was
up cost codes, see the Setting distributed to the Original Budget column, Expedition automatically
Up and Using the Cost
Worksheet chapter. distributes the requisition amounts to the Actuals Issued column (to
represent the owner’s costs) in the Cost Worksheet. If the contract amount
was distributed to the Original Commitment column, Expedition automat-
ically distributes the requisition amounts to the Actuals Received column
(to represent the contractor’s paid amount). If funding is being used, this
amount is distributed to the Actuals Expended column on the Cost
Worksheet.

The Cost Worksheet tracks


the actual costs recorded in
requisitions and invoices.
Preparing Requisitions for Payment 253

Sending a Requisition
After an application for payment is submitted, the contracting parties
negotiate and eventually agree on an amount. The requisition is then
certified, and you (the contractor) can submit it to the owner for payment.
The medium you use to relay the requisition depends on your physical
location and interaction with the database server on which the project
resides.

For details on how to prepare You can use e-mail to send correspondence to the owner/construction
Expedition to exchange manager; if you are offsite, you can use software such as Citrix WinFrame
documents with local and
remote users, see Setting Up for Networks to dial into the Expedition Database Server. In either case,
the InBox in the Sending the sender and receiver are linked to the project database via a local area
Expedition Documents to network (LAN) or a wide area network (WAN), so updates are trans-
Other Users chapter.
parent.

Send a requisition to local users using e-mail Send the certified


requisition to the construction manager’s InBox; from the requisition you
want to send, choose File, Send, Send to InBox, then select the requisition
recipient and click OK. When the addressee opens his/her InBox, it
contains an entry for the requisition you sent. When the addressee double-
clicks the InBox document, Expedition opens it.

Send a requisition to remote users using e-mail Suppose you are


working in a trailer at the job site and you need to send a certified requi-
sition. From the requisition, choose File, Send, Send Mail, select the
document recipient from those listed, click Add, then click Send. When
the addressee opens his/her InBox, it contains the requisition. The
recipient can then save your requisition to the appropriate project’s
Payment Requisitions log.

Relay a requisition from remote sites using dial-in access Use


your remote access software and modem to dial into the project database.
Steps will differ according to the software you are using.
254 Part 4: Working with Contracts, Project Costs, and Changes

Requisition Reports and Forms


Expedition provides several standard at the beginning of this chapter. Choose
reports and forms you can use to print Tools, Reports, then choose the correspon-
requisition information. A standard AIA dence type. The following is a sample
form is provided in both preprinted and report showing requisition details by
form-fill formats; a sample form is shown contract.
255

Recording Invoices
Expedition automatically creates a row in the
In this chapter Invoices log for each contract and purchase
order (PO) you add. If you use requisitions for
Adding Invoices to a Purchase
Order payment, you probably use them in association
Distributing Actual Costs to the with your contracts, and use invoices to record
Cost Worksheet payments against POs.
Copying an Invoice
This chapter describes how to add invoices to
POs and distribute actual costs to the Cost
Worksheet. Expedition can automate this
process by supplying the same cost codes and
distribution amounts from the originating
contract/PO. However, you can distribute costs
to other cost codes as well.

POs are used in the examples in this chapter.


256 Part 4: Working with Contracts, Project Costs, and Changes

Adding Invoices to a Purchase Order


Expedition creates a corresponding invoice row in the Invoices log for
each contract and purchase order (PO). Each time you record a payment in
the invoice, the balance on the contract or PO changes immediately.
Although Expedition enables you to distribute the amount of an invoice to
multiple cost codes, you cannot include individual line items or retainage
in an invoice. Use a requisition instead of an invoice if you need to include
a list of the items covered by a particular payment, or if you want to
withhold a portion of the payment until work is completed.

You can only add a new invoice list to the Contract/PO Invoice
List log by creating a new contract or PO.

Set project preferences for invoices The Default Invoice Amount


to Con/PO Balance checkbox in the Contracts/POs, Changes, Invoices tab
in Project Preferences determines how the Amount field is used in new
invoices and whether Expedition automatically uses the cost codes from
the associated PO to distribute the amount to the Cost Worksheet. If you
mark this preference, when you create a new invoice, Expedition fills the
Amount field with the balance of the PO. Expedition also distributes the
value in the Amount field using cost codes from the associated PO. If
necessary, you can change the value in the Amount field, then redistribute
the new value to the cost codes as necessary.

If you change the invoice Close out a PO using one invoice Double-click Invoices in the
amount, the cost distribu- Contract Information folder. In the Contract/PO Invoice List log, double-
tions will not balance for click the document icon for the PO to which you want to add an invoice,
the invoice. then choose Edit, Add Item. Expedition creates invoice number 1, enters
the current date as the invoice date, and uses the specification section from
the PO as the invoice title. Enter the payment date, check number, status,
and activity ID, then save the invoice document.
Recording Invoices 257

Expedition supplies this


noneditable information
from the PO.

Choose Edit, Add Item,


to add a new invoice
for the PO. If you
change the amount
you must redistribute
costs.

Close out a PO using multiple invoices If you want to distribute


invoices using the cost codes assigned to the PO, mark the Default Invoice
Amount to Con/PO Balance checkbox in the Contracts/ POs, Changes,
Invoices tab in Project Preferences. Double-click Invoices in the Contract
Information folder. Double-click the document icon for the PO to which
you want to attach an invoice, then choose Edit, Add Item. Expedition
creates the next invoice number using the current date as the invoice date
and the specification section from the PO as the invoice title. The amount
entered for the new invoice equals the contract/PO balance. Expedition
uses the value in the Amount field and creates cost distributions based on
the cost codes assigned to the PO. These values are automatically posted
to the Cost Worksheet. If necessary, change the value in the Amount field,
and change the invoice title to accurately describe the content of the
invoice. Choose View, Cost Distributions, to redistribute the amount.
Enter the payment date, check number, status, and activity ID, then save
the invoice document.
258 Part 4: Working with Contracts, Project Costs, and Changes

Expedition supplies
this noneditable infor-
mation from the PO.

This invoice creates a


zero balance.

Enter the amount paid toward the invoice.


Expedition calculates the remaining balance on
the PO using this field.

Delete an invoice entry You can delete an invoice associated with a


contract or PO from the Invoice List document window, but you cannot
delete an entry in the Contract/PO Invoice List log. These entries represent
contracts and POs that you can delete only from their respective logs.
When you delete an invoice from the Invoice List document window,
Expedition also deletes any cost distributions associated with that invoice
and adjusts the balance on the PO.
Recording Invoices 259

Distributing Actual Costs to the Cost Worksheet


Use Expedition’s Cost Worksheet to keep detailed records of costs
associated with your project, including budgeted, committed, actual, and
funding amounts, as well as amounts that are the result of changes. If you
plan to use the Cost Worksheet, you should set up cost codes before you
add your contracts and POs. If you mark the Default Invoice Amount to
Con/PO Balance checkbox in the Contracts/POs, Changes, Invoices tab in
Project Preferences, Expedition automatically distributes invoices to the
Cost Worksheet using the cost codes on the corresponding PO. You can
add or remove costs codes as necessary.

For information about distri- You can use invoices without using the Cost Worksheet.
bution preferences and Distribute invoice costs only if you distribute costs for the
distributing costs to the Cost associated contract or PO.
Worksheet, see the Setting Up
and Using the Cost
Worksheet chapter.
After you record a payment in an Invoice document, you can distribute it
to the Actuals section of the Cost Worksheet:

■ Expedition moves any invoice amounts for a contract or PO to


Actuals Issued that you originally distributed to Budget.
■ Expedition moves any invoice amounts to Actuals Received that you
originally distributed to Commitment.
■ Expedition moves any invoice amounts to Actuals Expended that you
originally distributed to Funding.

Distribute actual costs From the Contract/PO Invoice List log, open
the contract or PO containing the invoice from which you want to
distribute costs. In the selected invoice, enter the payment amount in the
Amount column, save the document, then choose View, Cost Distribu-
tions to add and modify cost codes and distributions as necessary.

If you don’t distribute the entire invoice amount, Expedition applies the
remainder to a cost code called Not Costed if you marked the Entire
Amount Must Be Distributed checkbox in the Contracts/POs, Changes,
Invoices tab in Project Preferences. If you marked the Must Have a Cost
Category checkbox, you must distribute the entire amount to a specific
cost code; you cannot use Not Costed.

Close the Cost Distributions dialog box to distribute the amount(s) to the
Cost Worksheet. Expedition adds the distribution amount to the Actuals
section on the Cost Worksheet for the corresponding cost code.
260 Part 4: Working with Contracts, Project Costs, and Changes

Invoice containing the


amount you want to
distribute

Cost code to Amount to


which you are distribute
distributing the
amount
Recording Invoices 261

Copying an Invoice
Expedition enables you to copy an existing invoice on a contract/PO to
create a new one.

Copy an invoice Double-click Invoices in the Contract Information


folder in the Project View, then, in the Contract/PO Invoice List log,
double-click the document icon for the contract/PO to which you want to
attach an invoice. In the Invoice List document window, select the invoice
you want to copy, then choose Edit, Copy. To insert the new invoice,
choose Edit, Paste. Click Yes at the prompt if you want to link the new
invoice to the same issues to which the existing one was linked, then click
Next. Click Yes again if you want to copy the cost distributions, then click
Finish. Expedition creates a new invoice using the next invoice number.
All the other information on the new invoice is the same as the infor-
mation on the invoice from which you made the copy. Change information
such as the payment date and check number to update the new invoice. To
add or modify cost codes and distributions, choose View, Cost Distribu-
tions.

Using Other Expedition Features with


Invoices
Expedition prompts you to link issues when you create a new invoice by
copying an existing invoice that is already linked to an issue. If you
choose to link to the same issues, the invoice is included when you
organize and cross-reference project documents by issues. You can also
use custom fields to provide additional information about each invoice.
Custom fields represent categories of information, such as project phase or
responsible manager, or provide additional date, cost, or quantity infor-
mation about an item. You can also use Find, Filter, and Sort to locate and
organize your invoices.
262 Part 4: Working with Contracts, Project Costs, and Changes

Invoice Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print correspondence type. The following is a
invoice and related costing information. sample Invoice Report.
263

Using Change Management


Contracts and purchase orders (POs) often
In this chapter change as a result of modifications to the scope
of work, site conditions, or project schedule.
The Change Management Process
Change management automates the change
Setting Change Management
Project Preferences process according to your work process
Defining Reason Codes requirements, organizing and reducing the
Initiating Change Management amount of work involved.
from Notices or Requests for
Information This chapter describes the change management
Adding Change Documents in process in Expedition and explains how you
Change Management
can use it to track changes to your projects.
Generating Change Documents
from Change Management
Collecting from Change
Management
Costing Generated Documents
Using Multiple Rounds of
Negotiations
Collecting Commitments into a
Budget
Adding Multiple Commitment
Documents to the Estimated
Phase
264 Part 4: Working with Contracts, Project Costs, and Changes

The Change Management Process


For more information, type Controlling changes involves notifying and coordinating affected project
change management in participants as well as containing costs and the schedule for the project.
Help’s Index tab.
Change management provides an overview, from estimate to final
approval for both budgeted and committed costs, on the Summary tab of
each change’s Change Management document window. Since the change
process in a project differs according to the nature of each change and the
methods a company employs for recording and tracking changes,
Expedition’s change management process enables you to create a
customized work process to meet your company’s needs for tracking and
resolving changes.

Using change management is optional: you can use the


individual change documents instead, as outlined in the Using
Individual Requests and Changes chapter.

Change management provides one location where you enter all necessary
contract, contractor, and costing information about a change. At any stage
of the process, you can see the current status of the change, including
estimates, costs, documents, and responsibilities of all parties.

Change management enables you to cost all generated documents,


including requests and notices; post generated documents to any portion of
the Cost Worksheet; and create committed contracts and purchase orders
(POs). Another benefit is that change management effectively closes
changes when the process finishes.

Construction managers (CMs) or general contractors (GCs) are respon-


sible for coordinating all the construction work and disseminating change
information to all affected parties. They must notify the owner of any
changes that might affect the schedule or value of the budget contract,
control quotes from prime contractors or subcontractors, negotiate with
both the owner and prime contractors or subcontractors to properly
compensate the affected parties, and circulate approval notices to all
affected parties once the change is approved.
Using Change Management 265

The following diagram illustrates the typical steps of the change


management process for CMs or GCs.

Construction Manager
or
General Contractor
For details on setting
project access, see Set access rights to change management and
Setting Access Rights for rejecting change management items.
in the Planning and
Adding an Expedition
Project chapter. Contract administrator and owner define
change work process in Project Preferences.

Use reason codes to


Contract administrator and owner categorize and report on
define reason codes. changes.
Notification of a change
may come from many Receive notification of a change and initiate
sources: a bulletin or change management.
notice, a telephone call,
or a meeting.

Enter budget estimate and send


request for proposal (RFP) to owner.

Enter committed estimate and send RFP


to affected contractors.

Enter committed quotes and create


proposed change orders (PCOs).

Enter budget quote and send


proposal to owner.

Enter budget and committed negotiated


and create change order requests (CORs).

Enter committed final and send change


orders to contractors.
266 Part 4: Working with Contracts, Project Costs, and Changes

Setting Change Management Project Preferences


Change management preferences enable you to define the change
management process work process. Typically, the contract administrator
and the owner determine the change work process required for the project
soon after the contract is awarded.

For details on setting up Create change management work process From a project, choose
change management data, see Define, Project Preferences, then click the Change Management tab.
the Setting Up Dictionaries
and Preferences chapter.

Select the document type


you want Expedition to
create for each stage of the
change process.

Select the location on the Cost Worksheet you


want Expedition to use to post this document.

For more information about Specify the document type you want Expedition to create and the corre-
customizing documents, see sponding column on the Cost Worksheet where you want to distribute
Choosing Acronyms and
Titles in the Customizing Log costs when you use change management. You can customize the change
and Document Windows management work process even further by customizing blank documents
chapter. included with Expedition, such as BC1 (blank change 1), BP1 (blank
proposal 1), and BR1 (blank request 1), and including them in your change
management work process. If you want to use change management, but
you do not use the Cost Worksheet for your projects, select None as the
cost category. If you want to post only certain phases of a change to the
Cost Worksheet, supply the cost category for those phases only.
Using Change Management 267

Modify the change management work process You can modify


your change management Project Preferences at any time; however, the
changes apply only to new documents generated from change
management. Any documents already created from change management
remain unchanged.

To change the document type of an existing document, first change the


workflow in Project Preferences. In the Change Management document,
select the phase, and clear its value field. Expedition prompts you to delete
the generated document. Click Yes, then reenter the value for the phase.
Reenter the information in the Change Management Workflow Document
Wizard to create the document again, using the new document type from
Project Preferences.

Restrict access to change management information If you use


Expedition in a multiuser environment and exchange information with
project participants, you must ensure that other users cannot alter the
change management work process set in Project Preferences or see your
budget information in Change Management documents. To prevent
project participants from viewing your budget information, restrict access
to the project by contact. To prevent users from altering the change
management work process, set access for Project Preferences to Read or
No Access. To set these access rights, open the project in which you want
to restrict access to change management, then choose Define, Access.

Select the user ID for


which you want to set
access rights.

To prevent users from


altering the work
process, scroll down to
Project Preferences,
then select Read or No
Access.

To prevent the user


from seeing budget
information, mark, then
select the contact. The
user will have access
only to documents that
list the contact selected
here.
Clear to prevent the user from rejecting or
closing CM documents.
268 Part 4: Working with Contracts, Project Costs, and Changes

Defining Reason Codes


You can assign a reason code to each change estimate in change
management, which enables you to categorize changes and determine the
factors that are causing changes during the project. Expedition includes
several predefined reason codes. You can add or delete reason codes at
any time, but it is a good idea to define them in conjunction with the
owner and contract administrator before you begin using change
management.

For details on setting up Define reason codes With no project open, choose Define, Dictio-
reason codes, see the Setting naries, Change Document Reason Codes. Click Add to add a new reason
Up Dictionaries and Prefer-
ences chapter. code. To delete a reason code, select it, then press Delete. All of the
projects in a project group share defined reason codes.

Type a reason code of up to 12 characters.


Type a title of up to 23 characters.
Using Change Management 269

Initiating Change Management from Notices or


Requests for Information
You can initiate change management from notices, noncompliance
notices, or from requests for information (RFIs) to quickly generate a
Change Management document.

Initiate change management In the Communication folder in the


Project View, double-click Notices, Non-Compliance Notices, or Request
for Information. Double-click the document icon for the notice or request
from which you want to create a Change Management document, then
choose Tools, Initiate Change Management. Expedition creates the new
Change Management document using information in the original notice or
request. Expedition completes the following fields in the new change
estimate using information from the notice or request:
■ Title
■ Date
■ Status (set to new)
■ Reference
■ Activity ID
■ Scope (defaults to Out of Scope)
■ Remarks
■ Issues

When you initiate change management from an RFI that has a


question and answer, Expedition copies the question and
answer to the Remarks tab in the Change Management
document window.
270 Part 4: Working with Contracts, Project Costs, and Changes

Adding Change Documents in Change Management


For more information, type In the Contract Information folder in the Project View, double-click
change management in the Change Management, then choose Edit, Add Item. Expedition highlights
online help’s Index tab.
required fields in yellow; you cannot save the document until you enter
values in these fields. Expedition links all documents created from change
management using the number in the Change Mgmt No. field. After you
enter and save a number or a date, you cannot edit it. If the change is
outside the scope of the original contract work, select Out Of Scope in the
Scope field.

Enter the date the Select the scope and


Type a change process started. change issue for the
number of change.
up to 12
characters
, and enter
a title.

The
Summary
tab provides
a central
location to
view infor-
mation on
the Change
Managemen
t document.

After you enter the basic information for the change, you can begin gener-
ating documents using the Budget and Commitments tabs.
Using Change Management 271

Mark to
indicate that
the contact in
the From field
disputes
financial
liability for the
change.

The Budget
tab
generates
change
documents
for the
budgeted
contract.
Click to apply markup and to view details of how the markup
was calculated when generating the budgeted change. See
Applying Markup in the Using Individual Requests and
Changes chapter, or refer to Help.
Expedition
displays the
document
acronym for
each phase.

The Commit-
ments tab
generates
change
documents
for
committed
contracts.
272 Part 4: Working with Contracts, Project Costs, and Changes

Select the
reason
code for the
change.

These fields
reference
the
document
that initiated
the Change
Management

Select the
BIC, status,
and priority.

The
Remarks tab
enables you
to include
additional
information
about the
change.

The
Documents tab
displays the
documents
that make up
the change
management
process. The
documents are
grouped by
commitments
and budget,
then by phase.
Choose Tools,
GoTo
Document, to
open the
selected
document.
Using Change Management 273

Generating Change Documents from Change


Management
When you enter an amount or time change in the Estimated, Quoted,
Negotiated, and Final phases of the Budget or Commitments tabs,
Expedition generates change documents from change management. The
process of generating documents is essentially the same for each
document type in the work process.

When generating a document, the source of the information is


the previous document, not the Change Management
document, except for issues, which originate from the Change
Management document.

Prepare to generate a Change Management document Before


you generate documents, you must specify contract information on the
Budget and Commitments tabs. Click the tab from which you want to
generate a document. In the Budget tab, you can select the contract/PO
type, to and from names, and the number of the contract to which the
change applies. When you select a contract in the No. field, Expedition
automatically completes the To and From fields.

If only one budgeted contract/PO exists, Expedition automati-


cally selects it on the Budget tab.

In the Budget tab, you can only select contracts that are
distributed to the Budgeted side of the Cost Worksheet. In the
Commitments tab, you can select any committed or not
distributed contract/PO.

In the Commitments tab, double-click anywhere in the tab to create a row


for the contractor, then select the contract to and type of contract/PO to
which the change applies. You can add rows for as many contractors as
the change requires. You can also include multiple rows for the same type
of contractor if you are obtaining bids from several contractors for the
same work. Mark the Include checkbox to select the contractor whose
values you want to include on the Cost Worksheet.

Expedition does not prevent you from marking the Include


checkbox for more than one of the same contractor type;
however, if you mark the Include checkbox for multiple
contractors who are bidding on the same work, you are
posting the information twice to the Cost Worksheet.
274 Part 4: Working with Contracts, Project Costs, and Changes

To change the contractor included on the Cost Worksheet, clear the


Include checkbox; Expedition removes costing information from the Cost
Worksheet. You can then select another contractor to include.

Expedition retains costing information for documents for which


you did not mark the Include checkbox, but the values are not
posted in the Cost Worksheet.

Generating Contracts from Change Manage-


ment
You can generate contracts from change management using the Commit-
ments tab. Make sure the Company Directory includes an entry for the
company and contact for which you need a contract. When you create the
entry for the contractor in the Commitments tab, specify the contact in the
Contract To field and assign a new contract number before you generate
the estimate document.

Generate a document From the Budget or Commitments tab, enter an


amount or time change in the change management phase for which you
want to generate a document.
Using Change Management 275

Click to
collect
commit-
ments into
the
budgeted
phase or to
collect into
a change
order.

Type the
amount of
the change
for the
document
If you collect a document If the change affects the you want to
generated from change manage- project schedule, type the generate.
ment into another proposal or number of days required.
change order, this field shows the
number of the document into
which you collected.

After you enter an amount or time change, Expedition displays the Change
Management Workflow Document Wizard. Enter information for the new
document using the wizard.

If there is no value for a phase, no document exists for that


phase.
276 Part 4: Working with Contracts, Project Costs, and Changes

Type a document number for the


change document.

Enter a date for the


change document.
Enter the date the
document is required.
Mark to automatically open the Cost Distri-
butions For dialog box to review and
distribute costs for the change document.

Type the number of additional


days required.

If the document is for a


lump sum, enter the lump
subtotal and tax
amounts.

Type remarks to include on the


generated document.

Click the Unit Items tab to specify unit price information. You can only
enter unit price items when you are generating a document that supports
unit price items, such as change orders and proposals. When you enter
lump or unit price amounts in the Change Management Workflow
Document Wizard, Expedition sums the lump and unit amounts, then
inserts the total for the phase in the Amount field in the Change
Management document window.
Using Change Management 277

If the document requires


unit items, enter the item
and unit price information
in the Unit Items tab.

When you finish entering the document information in the wizard, click
Finish. Expedition generates the new document and places it in the appro-
priate folder in the Project View. For example, if you generate a request
for proposal (RFP), Expedition places it in Proposals.

For more information on When a new document is generated, it is costed to the cost codes of the
costing, see Costing associated contract. If you marked the View Cost Distributions checkbox
Generated Documents later in
this chapter. in the Change Management Workflow Wizard, the Cost Distributions For
dialog box opens automatically. If you did not mark this checkbox, you
can cost the document at any time; from the Change Management
Documents tab, select the phase document you want to cost, then choose
View, Cost Distributions, to view costing information and post it to the
Cost Worksheet.

To review documents generated from the Budget tab, choose Tools, GoTo
Document. To review documents generated from the Commitments tab,
select the contract, then choose Tools, GoTo Document. The GoTo
Wizard opens. Mark the document you want to review, then click Finish;
Expedition opens the document.

The Document tab shows all changes generated from the Change
Management document.

Modify generated documents You can review a document from the


associated log after change management generates it, but you can only
modify certain areas in windows other than change management. For
example, the amount and time change can only be modified in change
management.
278 Part 4: Working with Contracts, Project Costs, and Changes

You cannot change the time, date, or value of generated


documents that have a status of Closed, Approved, or
Rejected.

Modify the Time Change field Open the Change Management


document from which you generated the document you want to modify.
Enter the new value in the Time Change field. Expedition copies the new
value to the generated document.

Modify the Value field Open the Change Management document from
which you generated the document you want to modify. Enter the new
amount for the appropriate phase. Expedition copies the new amount to
the generated document. If the document contains unit items, the
difference of the new amount is placed in the lump amount. Expedition
also resets costing information for the document using the new value. You
must choose View, Cost Distributions, to cost the document again.

Delete generated documents While you can review a document


from the associated log after change management generates it, you cannot
delete the documents from any log or document window other than change
management. For example, if you generate an RFP from change
management, you can open that document in the Proposals log, but you
cannot delete it from there. You must delete the document using change
management.

Delete the amount on the Commitments tab or Budget tab for the phase
whose generated document you want to delete, then press the Tab key.
You cannot delete a document from a phase if there are later phases that
have generated documents. For example, if you want to delete the Budget
Estimate document, but you generated a Budget Quoted document, you
must delete the Budget Quoted document before you can delete the
Budget Estimate document.

Delete change management documents To delete a change


management document from the Change Management log, select the item
you want to delete, then choose Edit, Delete, and click Yes.

Deleting a change management document deletes all the documents that


were generated from the change estimate and removes any information
posted to the Cost Worksheet.
Using Change Management 279

Collecting from Change Management


You can collect into a change document that was generated from change
management. When you open a change order or proposal that was
generated through change management, the Collect Into command on the
Tools menu and the Collect button on the document window are disabled.
This ensures that the value of the Change Management document is
distributed only once and that the value of the generated document can
only be changed from change management.

The following sections explain how to collect documents generated from


change management into proposals and change orders outside of change
management.

Collect a document generated from change management into


a change order Make sure the document from which you want to
collect has been generated. Click Collect on the Change Management
document window. From the Wizard, choose Collect into Change Order,
then click Next.
280 Part 4: Working with Contracts, Project Costs, and Changes

Mark the change order into


which you want to collect.
Expedition displays only
existing change orders that
were generated outside of
change management.

Choose to collect into


an existing change
order.

Choose to link issues


from collected documents
to the existing change
order.

Choose to roll costs from


collected documents to
the existing change
order.

Mark the proposals and


change orders to collect
into the existing change
order. All open change
documents, including those
generated from change
management, appear in this
list.

When you collect documents generated from change management, the


phase associated with the document is closed, and the change order
number into which the generated document was collected appears in the
Collected into Change No. field for the phase.
Using Change Management 281

Collect a document generated from change management into


a proposal Make sure the document from which you want to collect has
been generated. Double-click Proposals in the Contract Information folder
in the Project View, then double-click the document icon for the proposal
into which you want to collect other proposals. Choose Tools, Generate a
Document, then choose Collect on the Collect/Generate Changes Wizard.

Choose Yes to link the proposal to the same


issues as the collected documents.

Choose Yes to roll costs forward


from collected documents.

Specify the
proposals to
collect into the
new proposal,
then click Finish.

Choose View,
Refresh. Expedition
adds collected
documents to the
Collected Changes
tab on the proposal.

When you collect documents generated from change management, the


phase associated with the document is closed, and the proposal number
into which the generated document was collected appears in the Collected
Into field for the phase.
282 Part 4: Working with Contracts, Project Costs, and Changes

Costing Generated Documents


You can cost generated documents either directly from change
management or from the generated document. Expedition assigns costing
information to generated documents based on the contract (for the first
generated document) or the last generated document. If the contract or
document is costed to a single cost code, the entire amount of the new
document is costed to the same cost code. If the contract or document is
costed to more than one cost code, Expedition carries all the cost codes to
the Cost Distributions For dialog box, but it places the entire amount in the
Not Costed cost code.

Change management enables you to post to the portion of the Cost


Worksheet that best suits your company’s needs. Expedition automatically
posts amounts from the generated documents to the Cost Worksheet when
you assign cost distributions.
Cost a Change Management document Choose View, Cost
Distributions, to open the Cost Distributions For dialog box. This dialog
box contains the cost codes associated with the contract or the last
generated document.

You can cost some documents, such as requests and notices,


only when they are generated from change management.

Use costing for a contractor in the Cost Worksheet Mark the


Include checkbox in the Commitments tab in the Change Management
document window. You can only distribute costs in the Cost Distributions
For dialog box for contractors you marked this checkbox for. If you decide
not to use a contractor after you post the information, clear the Include
checkbox to remove all related costing information from the Cost
Worksheet. When you clear the Include checkbox, Expedition retains
costing information but removes the values from the Cost Worksheet.

In the Commitments tab, if you mark the Include checkbox for


multiple contractors who are bidding on the same work,
Expedition posts the information twice to the Cost Worksheet.
Using Change Management 283

Using Multiple Rounds of Negotiations


Through change management, you can perform multiple rounds of negoti-
ation on any type of change or trend document in budget and commit-
ments. See Use Multiple Rounds of Negotiations in Change Management
in Help for information on this feature.
284 Part 4: Working with Contracts, Project Costs, and Changes

Collecting Commitments into a Budget


Using change management, you can collect multiple commitments for a
particular phase into one document on the budget side for the same phase,
and you can carry over the cost codes. See Collect Commitments into a
Budget in Change Management in Help for information on this feature.
Using Change Management 285

Adding Multiple Commitment Documents to the


Estimated Phase
Using change management, you can add multiple commitment documents
from companies that have committed contracts to the estimated phase.

Add multiple commitments documents In the Change


Management document window, click the Commitments tab, then click
Add Estimates to open the Add Estimates Wizard.

Click to
add
estimates.

Select the From contact. Expedition enters the change date (the current
date) and the required date (the current date plus seven days), and enters
the title and remarks from the Change Management document. Click Next.
286 Part 4: Working with Contracts, Project Costs, and Changes

Click the plus


sign to the left of
the company
name to display
the type,
document
number, and title
of the contract/
PO. You can
select the
individual
contracts/POs if
more than one is
listed for a
company.

Expedition displays all companies that have committed


contracts or POs. Move the companies or individual contracts
that you want to include to the Add Estimates column.

Click Finish to add the estimates. Expedition creates a commitment row


for each company you selected.

Using Other Expedition Features with


Change Management
For more information on Attach word-processor documents, drawings, or other text or picture files
using these features, see the to Change Management log entries by choosing View, Attachments. You
An Introduction to Expedition
and Working with Log and may want to attach an electronic version of a CAD drawing or sketch even
Document Windows chapters. if you have a printed version.
You can also link change estimates to issues to track problems or condi-
tions Expedition automatically links any documents generated from the
Change Management document to the same issues.
You can also use Find, Filter, Sort, and Group to locate and organize
change estimates or assign custom fields to the records to help categorize
them for reporting.
Using Change Management 287

Change Management Reports and Forms


Expedition provides several standard then choose the correspondence type. The
reports and forms you can use to print following is a sample Change Management
change estimates by reason code, scope, Report listing all change documents by
issue, or status. Choose Tools, Reports, change management number.
289

Using Individual Requests and


Changes
In Expedition, you can create change
In this chapter documents such as notices, noncompliance
notices, requests, proposals, and change orders
The Change Process
outside of change management. If the scope of
Types of Change Documents
a change is small enough, however, you can
Adding Change Documents
use individual change documents to manage
Applying Markup
the change process instead of using change
Distributing Costs
management.
Generating Change Documents
Collecting into Proposals This chapter describes how to use individual
Collecting into Change Orders requests and changes in Expedition.
Approving Change Orders
290 Part 4: Working with Contracts, Project Costs, and Changes

The Change Process


The change process in a project differs according to the nature of each
change and the methods a company employs for recording and tracking
changes. In addition, a change cycle may require multiple iterations.
Typically, a change cycle begins with either a change in condition (CIC)
or request for information (RFI), which leads to a request for proposal
(RFP) or an answer (ANS), followed by a change order request (COR) or
proposed change order (PCO), and finally a formal change or proceed
order.

The following diagram depicts this change cycle in Expedition using the
Generate feature, when available, to create each document.
Using Individual Requests and Changes 291

No No
Notice or Request Initiate CM? Close? Generate?

Yes
Yes
Yes
Change Change
Management Resolved

Change
Resolved

Yes

Proposal Reject? No Collect? No Generate?

Yes
Yes

Proposal

Change Yes
Reject?
Resolved

No
No
Yes

No No
Change Order Reject? Collect? Approve?

Yes Yes

Change
Change Order
Resolved
292 Part 4: Working with Contracts, Project Costs, and Changes

Types of Change Documents


For more information on Expedition provides standard names for request and change documents,
changing document titles, see but you can change these names to match your company’s terminology by
Choosing Acronyms and
Titles in the Customizing Log choosing Define, Document Acronyms and Titles (when no project is
and Document Windows open), and editing the names.
chapter and in Help.
Notices Double-click Notices in the Communication folder to add or
review Notices. Notices include changes in condition (CICs), bulletins
(BULs), and sketches (SKs). Notices inform project participants of the
latest project developments or deviations from the original contract. They
can also include architectural sketches to clarify plans. The change process
often begins with a notice regarding a condition or problem on the
worksite. To add a notice, choose Edit, Add item. To generate a change
document from a notice, choose Tools, Generate a Document.

Notices that are not created in change management cannot


be costed.
Using Individual Requests and Changes 293

Click to
Select the initiate
notice change
type. manage-
ment if the
change is too
complex for
individual
change
Type any
documents.
remarks
you want to
include.

These fields contain


reference information if
the notice was generated
from another document.

Use these fields to record


schedule information,
important dates, and other
status information.
Record approval date information in this area.

Noncompliance notices Double-click Non-Compliance Notices in


the Communication folder to add or review non-compliance notices.
These types of change notices inform project participants of deviations
from the contract. For example, the owner might send a non-compliance
notice to the general contractor (GC) because of a contract safety and
health violation. The GC will then generate a non-compliance notice to the
appropriate subcontractor. In most cases, the recipient will need to provide
brief details of corrective actions required/taken. To add a non-compliance
notice, choose Edit, Add item. To generate a change document from a
non-compliance notice, choose Tools, Generate a Document.
294 Part 4: Working with Contracts, Project Costs, and Changes

Type a
description of
the problem
and sign it.

Type the corrective


answer taken and
sign it.

The Reference and Status


tab contains information
about the document from
which this document was
generated, schedule infor-
mation, and status and
approval information.
Using Individual Requests and Changes 295

Requests Double-click Request for Information in the Communications


folder to add or review requests. Requests include requests for information
(RFIs) and answers (ANSs). Requests solicit and provide additional infor-
mation or clarify some aspect of the project, such as procedures,
equipment, and materials. The change process may also begin with a
request that could alter materials or procedures. To add a request, choose
Edit, Add Item. To generate a change document from a request, choose
Tools, Generate a Document. Requests created outside the change
management process cannot be costed.

Select the Click to


request initiate
type. change
management
if the change
is too
complex for
Type the individual
change
question
you want to
include.

Record
approval
information
in this area.

Type the response


and any remarks
you want to
include.

These fields contain


reference information if the
notice was generated from
another document.

Use these fields to record


schedule information,
important dates, and
other status information.
296 Part 4: Working with Contracts, Project Costs, and Changes

Proposals Double-click Proposals in the Contract Information folder to


add or review proposals. The Proposals module includes proposed change
orders (PCOs), change order requests (CORs), estimates (ESTs), and
requests for proposals (RFPs). These documents solicit a bid to perform a
specific activity or outline the cost and duration of a specific change.
Proposals are typically generated from notices or requests, or from change
management, but you can also add a proposal by choosing Edit, Add Item.

The Value tab


contains lump sum
and tax information.

The Unit Items


tab contains
information about
unit price items.

The Reference and


Status tab contains
information about the
document from which
this document was
generated, schedule
information, and
status and approval
information.
Using Individual Requests and Changes 297

The Collected Changes


tab contains information
about other proposals,
which were merged into
this proposal using the
Collect feature.

The Description
tab contains
remarks about
the proposal.
298 Part 4: Working with Contracts, Project Costs, and Changes

To list all documents that Change orders Double-click Change Orders in the Contract Infor-
led up to a change or a mation folder to add or review change orders. The Change Orders module
change issue chronologi- includes change orders (COs) and proceed orders (PROs). Change orders
cally, double-click All specify a redirection of plans or introduce new items to the schedule.
Requests and Changes in Change orders also show any approved increases or decreases in costs and
the Contract Information
contract item allowances. Change orders are typically generated from
folder in the Project View.
proposals, via the Collect process, or from change management, but you
can also add a change order by choosing Edit, Add Item.

The Approval tab


contains contract
summary information,
approval dates, and
approving authorities.

The Value tab


contains lump sum
and tax information.

The Unit Items tab


contains unit price
items.
Using Individual Requests and Changes 299

The Reference and


Status tab contains
information about the
document from which
this document was
generated, schedule
information, and
status and approval
information.

The Collected
Changes tab contains
data about documents
merged into this one
using Collect.

The Description tab


contains remarks about
the change order.
300 Part 4: Working with Contracts, Project Costs, and Changes

Adding Change Documents


In the Communication folder or Contract Information folder, double-click
the category of change document you want to add. Choose Edit, Add Item
to add a new document to the log then select a document type in that
category. You can also double-click All Requests and Changes in the
Contract Information folder, then choose Edit, Add Item, to start the
Choose Change Type Wizard. Select the document type you want to
create, then click Finish.

For more information about In the new document, Expedition enters the default contact name in either
generating change documents the To or From field, depending on the assignments made in the
from change management,
see the Using Change Document Setup dialog box (choose Define, Default Company Setup).
Management chapter. Expedition also enters the current date and the next available document
number. You can edit these fields. Fields with a yellow background are
For more information about
defining default contacts, see required for the document type you are entering. You must complete them
Assigning Default Contacts in before you can save the document.
the Planning and Adding an
Expedition Project chapter.
Enter the remaining change document information, including information
about the contract or PO this change affects.
Using Individual Requests and Changes 301

Enter to/from, contract,


and other basic infor-
mation about the change
document.

Enter lump sum and tax


information.

Enter infor-
mation
about unit
price items.

If this document was


generated from change
management,
Expedition completes
this field.
Enter schedule infor-
mation manually, or select
an activity ID for the linked
schedule. Marked check-
boxes indicate actual
Enter approval dates, and
dates.
approving authorities, if required.
302 Part 4: Working with Contracts, Project Costs, and Changes

Using Other Expedition Features with


Changes
For more information on You can use Sort, Filter, Find, and Group to organize your changes and
these features, see the An requests and make it easy to locate specific documents. Linking change
Introduction to Expedition
and Working with Log and documents using issues groups related documents. You can also customize
Document Windows chapters. the names of change and request documents, and assign custom fields to
them.
Using Individual Requests and Changes 303

Applying Markup
For more information on A project's success requires effectively managing change during a project.
change management, see the Change management is designed to help you track the change process
Using Change Management
chapter. more accurately; you can also manage overhead and profit by adding
markup values to change documents.

For more information on Markup allows you to add overhead, profit, or any other markup
markup, see markup in Help. categories you create to change documents, and it automates overhead and
Use the Search tab and type
markup to display a list of profit calculations in change management.
related topics.
You can set default values or percentages for overhead, profit, and other
markup categories. Expedition then uses the default values for all markup
calculations. Normally you will collect all proposals and roll the costs of
each document to create a quote to the customer or owner of a project.
You can add overhead and profit (markup) prior to submitting that quote.

You can also set different markup values for individual contracts and
purchase orders (POs). When applying overhead, you may need to change
the percentage in certain situations. You can have different markup values
based on total labor, material, and equipment costs. You can apply markup
to your budgeted costs or direct costs, as well as to the total committed
costs.

Markup forms Markup provides you with a comprehensive method for


managing changes from the initial estimate to the final approval, including
reporting to compare the total of initial change costs plus the total markup
for changes and the combined costs for changes. Expedition has a form for
proposals and change documents with markups, which you can print.

Where markup is used Expedition allows you to apply markup to


change orders and proposals in the Change Order/Proposal document
windows and in change management.

If you use change management, you can generate a budgeted change from
the existing changes in the Change Management document window
Budget tab. You can add the markup to the commitment changes and
produce a budgeted change for that total.

If you do not use change management, you can apply markup to a specific
change order or proposal.
304 Part 4: Working with Contracts, Project Costs, and Changes

Standard and advanced markup Expedition allows two types of


markup: standard and advanced. Both can be broken down into as many
categories as needed.
■ You can assign markup categories using a percentage rate or a flat
amount. You can use both, but only one per row.
■ You can enter markup defaults in the Project Preferences Markup tab.
■ You can set markup values at the contract/PO level, similar to requisi-
tions.
■ You can specify the target cost code to which you want to apply the
markup.
■ You can set the order in which the markup categories are applied to
costs.
■ You can subtotal markup rows.

Standard markup allows you to create simple markup categories. When


using the standard method, the markup windows show basic information,
such as the markup percentage and fixed amount. When creating standard
markup categories, you can
■ Type a description of the markup categories
■ Set the markup value for each category with either a percentage rate
or a flat amount
■ Set a target cost code to which to apply markup

When using Advanced markup, the windows show all markup capabilities
and give you the flexibility to fully customize markup. For each markup
category, you can use source cost codes, which allow you to break down
costs into individual components.

Create default standard markup values using the Project


Preferences Markup tab The Project Preferences Markup tab
contains fields in which you can enter any description, percent, or fixed
amount you want. The Target Cost Code column contains all cost codes.
Choose Define, Project Preferences, then click the Markup tab.

When adding a new contract or PO, Expedition allows you to pull the
markup defaults that you enter here and store them in the Contract Markup
for Changes tab on the Contract/Purchase Order document window. Click
Get Markup to retrieve the default values.
Using Individual Requests and Changes 305

Even if you enter default markup values, you can modify the
markup values on a per contract/PO basis.

Type either a markup Select the cost code to Select the order in
percentage value or a fixed which you want to apply the which to apply the
markup amount (not both). markup. markup categories.

Type a description for


the markup category.

For more information on Create default advanced markup values using the Project
setting markup preferences, Preferences Markup tab In the Project Preferences Markup tab, click
see Setting Project Prefer-
ences in the Setting Up Advanced to switch to the Advanced markup process. Advanced markup
Dictionaries and Preferences gives you more control than Standard markup.
chapter.
306 Part 4: Working with Contracts, Project Costs, and Changes

Select the source


cost codes on which
the markup
categories will be
based. The markup
values will then be
applied to the target
cost codes.

Using source cost codes allows you to break down costs into individual
components. Instead of basing markup on one lump sum (such as overall
cost), you can divide the cost into labor, materials, and bond, and apply
markup categories to each of those. Expedition calculates the amount of
markup that is applied from the Distributed value of all cost distributions
that match the specific cost code.

Apply standard markup values to change orders and


proposals Double-click Change Orders or Proposals in the Contract
Information folder in the Project View, then choose Edit, Add Item.
Expedition enters the current date and the next available consecutive
number. Select the document’s type, the to and from parties, and any other
information relevant to the change order or proposal. Click the Value tab,
which contains markup information. Click Markup to open the Markup
Calculations For dialog box, in which you can view and edit markup
values.

The Markup Calculations For dialog box that is displayed is


based on whether you chose Standard or Advanced markup
in the Project Preferences Markup tab or the Contract Markup
for Changes tab.
Using Individual Requests and Changes 307

Indicates the
order in which
Expedition
applies the
markup
categories to the
document

Click to add a
new row below
the current
row.

Contains the markup Click to update the markup amounts based on


amount calculated based on any changes that have been made to the
the markup preferences and document value and/or cost distributions.
the applied cost.

Any values you enter will apply to this change order or proposal.
Expedition calculates markup based on the value of the document and the
contract/PO to which the change order or proposal is linked (first) or the
markup values that are set in the Project Preferences Markup tab if markup
is not set on the linked contract/PO.

If you entered markup values in the Contract/Purchase Order document


window Markup for Changes tab or the Project Preferences Markup tab,
Expedition automatically completes the corresponding fields in this tab.
You can edit them.
308 Part 4: Working with Contracts, Project Costs, and Changes

Apply advanced markup values to change orders and


proposals Double-click Change Orders or Proposals in the Contract
Information folder, then choose Edit, Add Item. Expedition enters the
current date and the next available consecutive number. Select the
document’s type, the to and from parties, and any other information
relevant to the change order or proposal. Click the Value tab, which
contains markup information. Click Markup to open the Markup Calcula-
tions For dialog box, in which you can view and edit markup values.

The Markup Calculations For dialog box displayed is based on


whether you chose Standard or Advanced markup in the
Project Preferences Markup tab.
Using Individual Requests and Changes 309

Contains the values used


to calculate the markup
amounts for a given
markup row

Double-click to
see the cost code
details behind the
markup row if you
use wildcards.

You can use wildcards in the Source Cost Code field. Use a question mark
(?) to replace one letter or an asterisk (*) to replace multiple letters. For
example, if you have cost codes A1B and A2B, and you enter A?B, both
cost codes will be found. Similarly, if you use A*, all cost codes that begin
with A will be found.
310 Part 4: Working with Contracts, Project Costs, and Changes

Any values you enter in the Markup Calculations For dialog box will
apply to this change order or proposal. Expedition calculates markup
based on the value of the change order or proposal.

If you entered markup values in the Contract/Purchase Order document


window Markup for Changes tab or the Project Preferences Markup tab,
Expedition automatically completes the corresponding fields in the
Markup Calculations For dialog box. You can edit them.

Use a source cost code for all markup categories to break down costs into
individual components. Instead of basing markup on one lump sum (such
as overall cost), you can divide the cost into labor, materials, and bond,
and apply markup categories to each of those. Expedition calculates the
amount of markup that is applied from the Distributed value of all cost
distributions that match the specific cost code.

The Applied Cost column is updated to reflect the latest document value
and the latest Cost Distribution values for the document. When the
Applied Cost column is updated, the new markup amounts are calculated.

Use subtotals Subtotals in Expedition are cumulative. When you click


Add Subtotal, a Subtotal row is added to the bottom of the list. Use the
Order column to move the new row to the desired location. If you use
Markup %, the markup cost is taken from the Total Cost column, or the
previous Subtotal Total Cost column, and calculated in the Markup
Amount column, as shown in this example:
Using Individual Requests and Changes 311

Distributing Costs
You can easily track costs by distributing costs on proposals and change
orders to the appropriate section of the Cost Worksheet. You do not have
to use the Cost Worksheet to use change documents, however. Expedition
enables you to cost change documents such as proposals and change
orders at any time.

You cannot distribute costs from requests and notices unless they are
generated from change management.

Distribution preferences for changes Choose Define, Project


Preferences, then click the Contracts/POs, Changes, Invoices tab to set
Project Preferences for distributing costs from proposals and change
orders.

If you mark the Must Have a Cost Category checkbox, Expedition requires
you to distribute costs from the proposal or change order before you can
save it. You can distribute costs to the Not Costed cost code if this
preference is marked.

If you mark the Entire Amount Must Be Distributed checkbox, Expedition


requires the entire amount on the document to be distributed to defined
cost codes. You cannot leave any amounts in the Not Costed cost code.

For more information about Distribute costs Select the document from which you want to
costing, see the Setting Up distribute costs. Choose View, Cost Distributions, to open the Cost Distri-
and Using the Cost Worksheet
chapter. butions For dialog box. Distribute the total amount of the change
document to one or more cost codes. Expedition distributes the cost to the
same section of the Cost Worksheet (Budget, Commitment, or Funding)
used to distribute the contract or PO to which this change document corre-
sponds. If you do not reference a contract or PO, Expedition prompts you
to select Budget, Commitment, or Funding before distributing the costs.

The Total to Distribute field keeps a running total of the amount you still
need to distribute. If you do not distribute the entire amount of a change,
Expedition distributes the remainder to a code named Not Costed, unless
the Entire Amount Must Be Distributed checkbox for the document is
marked in the Project Preferences Contracts/POs, Changes, Invoices tab.
312 Part 4: Working with Contracts, Project Costs, and Changes

Refers to the
column in the
Cost Worksheet

Displays the
amount entered in
the Total
Proposed Cost
field in the
document window

Click to remove any


items with a value of
zero from the list.

For more information about When you distribute costs from proposals, costs are categorized as
the Contract Summary pending in the Cost Worksheet. When you distribute costs from change
window, see Reviewing
Contract Status in the orders, costs are categorized as approved or pending, based on the status
Managing Contracts and code entered in the Reference and Status tab. Approved costs have a status
Purchase Orders chapter. of Approved. If the status is anything other than Approved, Closed, or
Rejected, costs associated with the change are Pending.

To ensure that the Cost Worksheet works properly, you must include at
least one of each of the following status types in the Status Dictionary:
New, Approved, Closed, and Rejected. Expedition does not allow you to
delete the last status code for each of these status types. For example, if
only one status with a status type of Approved is included in the Status
Dictionary, you cannot delete that status.

If you change the status of any change document to Closed or Rejected,


Expedition retains the document’s cost distributions but removes this
information from the Cost Worksheet and the Contract Summary window.
Using Individual Requests and Changes 313

Generating Change Documents


You can create a change document by manually entering the required
information; however, using Expedition’s Generate Wizard saves time
since the generated document references the source document. In addition
to reducing data entry by copying data from an existing document to a new
one, the Generate Wizard ensures that the information in related
documents is consistent. You can generate any of Expedition’s change
document types from any existing change document.

The Generate Wizard can also roll cost distributions forward from the
source document to the generated document. This automatic closeout
feature ensures that cost changes are not counted twice and that they are
logged in the correct Cost Worksheet column. Finally, the Generate
Wizard can create multiple copies of a document and address each copy to
different contacts.

Original RFI from


Mason to Acme.

Answer to the RFI


from Acme to
Mason, created by
the Generate
Wizard
314 Part 4: Working with Contracts, Project Costs, and Changes

Generate a change document From the relevant log or document


window, select the document from which you want to copy information.
Choose Tools, Generate a Document, to start the Generate Wizard. If you
are generating a change document from a request or notice, the Generate
Changes Wizard is started first.

If you are generating a document from


a proposal or a change order,
Expedition prompts you to generate or
collect. Choose Generate, then click
Next.

Select the type of change


document you want to create. Click
Next.

If you want to generate one


document, choose Single Change
(see next page). If you want to send
a document to several project
participants, choose Multiple
Copies for Different Recipients.
Click Next.

If you want to link the new


document to the same issues that
the one from which you are gener-
ating is linked, choose Yes, then
click Next.
Using Individual Requests and Changes 315

For single change documents, the generate process also includes these two
steps:

Select the To/From contact information for the


document.

Select the contract information


for the new change document.
Make sure you select the correct
contract, as you cannot edit this
information once the document is
generated.

Type a document number


for the change document.
Click Finish.

Type remarks for the document.

Select the From company for the


document. Click Next.
316 Part 4: Working with Contracts, Project Costs, and Changes

When generating multiple requests for RFIs, the generate process allows
the following step in which you can enter an answer. The answer is
automatically copied to the generated requests.

If you are generating multiple documents for different recipients, the


generate process includes these steps:

Mark the categories


of contacts who
should receive
copies. Click Next.

If you are generating multiple


copies of a change document for
different recipients, mark the
contacts who should receive the
document. You can select
individual contacts or issue copies
to all contacts assigned the same
role. Click Finish.
Using Individual Requests and Changes 317

The roles in this wizard are When you generate multiple copies for different recipients, Expedition
defined in the Roles uses the contract between the recipient and the From contact when it
Dictionary. Choose Define, generates the change documents. The next available number is used for
Dictionaries, Roles, to each change document Expedition generates.
define additional roles.
318 Part 4: Working with Contracts, Project Costs, and Changes

Collecting into Proposals


When you create a new proposal by generating or adding, you can collect
costs from pending proposals. Use this feature to combine multiple
proposals to one contact into a single proposal; this reduces the number of
documents to track and update.

Collect into proposals Add or generate a proposal and complete the


Contract/PO fields. Choose File, Save. Choose Tools, Collect Into.
Expedition searches the database for pending proposals involving the
contract or PO referenced in the proposal. Expedition marks the collected
proposals CLO (closed) and adds a line for each proposal collected to the
Collected Changes tab.

Choose Yes to link the proposal to the same


issues as the collected documents.

Choose Yes to roll costs forward


from collected documents.

Specify the proposals


to collect into the
Proposal, then click
Finish.

Expedition adds
collected documents to
the Collected Changes
tab on the Proposal.
Using Individual Requests and Changes 319

Roll costs forward If you distributed costs in the documents from


which you collect, Expedition prompts you to roll costs forward. Click Yes
to have Expedition move the cost distribution records from the collected
document to the new document. Expedition changes the collected
document’s status to CLO (closed). If documents you are collecting have
the same cost codes, Expedition combines the values for those cost codes
in the new proposal document.

About Rolling Costs Forward


To roll costs forward, costs must already be distributed for the collected
document. Also, the collected document and generated document must
refer to the same contract or PO for Expedition to move the cost distribu-
tions. If the change order does not reference an existing contract or PO,
Expedition prompts you to select Budget, Commitment, or Funding cost
distributions.

The status on proposals that you collect into a new proposal is


changed to Closed.
320 Part 4: Working with Contracts, Project Costs, and Changes

Collecting into Change Orders


When you create a change order by generating or adding, you can collect
costs from pending proposals or change orders. Use this feature to
combine multiple changes for one contract into a single change order; this
reduces the number of documents to track and update.

You can collect change Collect into a change order Add or generate a new change order and
documents generated by complete the Contract/PO fields. Choose Tools, Collect Into. Expedition
change management into searches the database for pending proposals involving the PO or contract
a change order outside of referenced in the change order. Expedition marks the collected change
change management. The orders CLO (closed) and adds a line for each change order collected to the
Budget tab in the Change
Collected Changes tab on the change order.
Management document
window displays the
change order number in
the Collected Into field.

Choose Yes to link the new change


order to the same issues as the
collected documents.

Choose Yes to roll costs


forward from collected
documents.

Specify the
change orders/
proposals to
collect into the
change order,
then click Finish.
Using Individual Requests and Changes 321

Expedition adds
collected documents
to the Collected
Changes tab on the
change order.

Roll costs forward If you distributed costs in the documents from


which you collect, Expedition asks whether you want to roll costs forward.
Click Yes to have Expedition move the cost distribution records from the
collected document to the change order to which you are collecting.
Expedition changes the collected document’s status to CLO (closed). If
documents you are collecting have the same cost codes, Expedition
combines the values for those cost codes in the new change order.

About Rolling Costs Forward


To roll costs forward, costs must already be distributed for the collected
document. Also, the collected document and generated document must
refer to the same contract or PO for Expedition to move the cost distribu-
tions. If the change order does not reference an existing contract or PO,
Expedition prompts you to select Budget, Commitment, or Funding cost
distributions.

The status of proposals and change orders you collect into


another change order are changed to Closed.
322 Part 4: Working with Contracts, Project Costs, and Changes

Approving Change Orders


The final step in the change process is approving the change order. The
change order Approval tab summarizes the contract history to date.

Approve a change order From the document window for the selected
change order, click the Approval tab. If the change order includes a change
to the contract timetable, enter the number of days (positive or negative) in
the Contract Time Will Be (Increased or Decreased) By field. Expedition
calculates the new completion date by adding this number to the original
completion date recorded in the contract or PO. Enter the date the change
order was approved by the contract parties in each Authorization Date
field; you must enter these dates before you can approve the change order.
Mark the Approved checkbox in the upper right corner of the document
window, and confirm that you want to approve the change order.
Expedition changes the status of the change order to Approved.

If you use the Cost Worksheet, Expedition transfers the change order cost
distributions from the Pending Revisions column to the Approved
Revisions column.

If you do not approve change orders in numerical order, the sum of


all previously approved change orders in the Net Change by Previ-
ously Authorized Requests and Changes field may need to be
recalculated. Choose Tools, Recalc.

Mark this checkbox to approve


the change order.

Changes to decreased
when you enter a
negative number of days,
or to unchanged for zero.
Using Individual Requests and Changes 323

Requests and Changes Reports and Forms


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print correspondence type. The following is a
change documents. sample Requests and Changes Report.
325

Creating and Tracking Issues


After your project is underway, problems can
In this chapter arise that you want to track and document
because they may lead to contract changes or
Linking Expedition Documents
using Issues claims. Expedition’s Issues feature functions
Using Build Issues to Link like a “file cabinet” where you can organize all
Documents to an Issue project documents related to an identified
problem in one easily accessible place.

This chapter describes how you can create an


issue from any Expedition document, at any
time during the project; link any data item to
one or more existing issues; and have
Expedition build an issue automatically.
326 Part 4: Working with Contracts, Project Costs, and Changes

Linking Expedition Documents using Issues


An issue can be a problem that must be resolved before the project can be
completed, or a condition that can lead to contract changes or claims.
Organizing project information by issue enables you to quickly review
each problem that may affect the project schedule or completion cost.

In Expedition, an issue can link several documents of any type, such as a


contract, invoice, meeting minute, or change order. You may want to
create an issue to
■ Gather relevant documents quickly when you are involved in a claim
■ Track every piece of information relating to a company when you
experience ongoing problems with that company
■ Group different documents related to a topic that led to a formal
change order, such as meeting minutes, records of telephone calls,
and change documents

You can establish an issue at any point during a project and link
documents to it as the project progresses. For example, if a labor shortage
is noted in a daily report, create an issue named Labor and link the daily
report to it. You can also link other items to the issue, such as the original
labor contract, relevant meeting minutes, discussion items, and change and
request documents. You can also link several existing documents to an
issue at the same time. Use Expedition’s Build Issue feature to automati-
cally search for, and link, related documents.

You can link an issue to any Expedition document except the Cost
Worksheet and other issues (you can’t link one issue to another issue).
You can also link some items within documents to issues. For example,
meeting-minute business items can be linked to different issues than the
meeting minute document that contains them. Other items that can be
linked to issues include contract/purchase order (PO) unit price items;
requisition schedule of value line items; change and proposal unit-price
line items; invoice items; daily report visitors, equipment, and labor;
submittal revisions; drawing revisions; punch list items; notepad items;
and materials delivery tickets.
Creating and Tracking Issues 327

Add an issue Double-click Issues in the Project Information folder in


the Project View, then choose Edit, Add Item. Type a name and title for
the issue. Expedition automatically completes the Issue No., Status, and
Opened fields; you can change these if necessary. Enter the ball-in-court
(BIC), priority, and opened and closed dates, if any.

Assign the new issue


a name and a title.
328 Part 4: Working with Contracts, Project Costs, and Changes

Link a document to an existing issue Open a log and select the


document you want to link to an issue. Choose View, Issues, to open the
Issues For dialog box. Click Link to open the Link an Issue dialog box.
Select the issue to which to link the document, then click OK.

Open the document to


which you want to link an
issue.

Choose View, Issues, to


open the Issues For dialog
box, then click Link.

Select the issue you want to


link this document to.
Creating and Tracking Issues 329

Display a document linked to an issue Double-click Issues in the


Project Information folder in the Project View, then double-click the
document icon for the issue you want to open. Expedition displays a list of
all documents attached to that issue. Double-click the corresponding GoTo
icon to open the document, or select it and choose Tools, GoTo
Document.

When you edit a document linked to an issue, Expedition


updates the issue automatically when you save or close the
document.

Expedition displays data


about each document
linked to the issue.

Double-click the GoTo


icon to open the linked
document.

Remove a document link from an issue Double-click Issues in the


Project Information folder in the Project View, then double-click the
document icon for the issue from which you want to remove the
document. Select the document you want to detach from the issue and
choose Edit, Delete, or, from the document choose View, Issues, select the
issue in the Issues For dialog box, then click Unlink.
330 Part 4: Working with Contracts, Project Costs, and Changes

Using Build Issues to Link Documents to an Issue


During a project, you may decide to link several documents to an issue at
the same time. For example, if you need to reroute underground utilities
between certain columns, you may want to link utility documents to an
issue to keep track of them. Expedition’s Build Issues feature does this for
you quickly and automatically. The following figure illustrates how to link
several documents to an issue using Build Issues. To begin, choose Tools,
Build Issues.

3 Click to
1 Mark to
start the
select the
search.
document
types you
want to
search.
2 Type a
keyword
(or words)
for which
to search.
Expedition
looks in
every doc-
ument you
select.

Expedition displays all documents (and attachments if you mark the


Search Attached Documents checkbox) containing the keyword(s) in the
bottom portion of the Build Issues dialog box. Select the documents you
want to link, then click Link or Link All to link every document to an
issue. Expedition displays the Link an Issue dialog box.

Select the issue to which you


want to link the document(s),
or type a new name and title
to create a new issue.
Creating and Tracking Issues 331

Issues Reports and Forms


Expedition provides several standard the correspondence type. The following is a
reports and forms you can use to print sample report listing all issues by the
Issues. Choose Tools, Reports, then choose companies to which they are assigned.
Part 5

Logging and Tracking Information

In this part Tracking Drawings


Managing Submittals
Tracking Materials Deliveries
Using Daily Reports
Tracking Insurance Certificates
Producing Punch Lists
L ogging and tracking information accurately is an
important aspect of managing a successful project. This
part describes how Expedition can help you more easily
and effectively manage these functions.

Tracking Drawings explains how Expedition helps you


identify and maintain contract drawings and sketches
received and sent, while Managing Submittals describes
how logging and tracking submittals enables you to log
and track submittals through multiple reviewers and
review cycles.

Read Tracking Materials Deliveries and Using Daily


Reports to learn how Expedition enables you to track
daily project events at the site so you can identify reasons
for problems and delays, and review Tracking Insurance
Certificates to see how all project participants can use the
Insurance log. Logging and tracking lists of items that
each project participant must complete before the project
can be finished are described in Producing Punch Lists.
335

Tracking Drawings
The Drawings log serves as a central location
In this chapter for tracking the numerous drawings and
revisions participants use during a contract life
Drawings Overview
cycle, while the Drawing Sets log groups new
Setting Up Drawing Data
revisions for related drawings.
Adding Drawing Documents
Creating Drawing Sets This chapter provides an overview of the
Adding Drawings to an Existing Drawing logs and explains how you can use
Set
them to track project drawings, specifications,
Updating Drawings for Design
Review other contract documents, and drawing
revisions through the review and distribution
cycles.
336 Part 5: Logging and Tracking Information

Drawings Overview
The Drawings log and Drawing Sets log have two primary functions:
shortening the design review cycles and expediting the distribution of
documents.
You can use the Drawings and Drawing Sets logs to
■ Log new drawings and sketches
■ Group drawings by set with the Drawing Sets log
■ Distribute drawings by creating distribution lists for mass distribution
■ Review drawing history via drawing revisions
■ Create change documents directly from a drawing revision
■ Generate transmittals

Drawing development and control are handled by various project partici-


pants in the Design Review and Distribution phases of the contract
process. If you are a designer (architect or engineer), you control the
Design Review phase, which includes concept or schematic drawings,
design drawings, progress drawings, and final design drawings. Each stage
of the Design Review phase requires review and approval of drawings to
ensure the drawings incorporate the comments and changes made by the
approving parties.

Once drawings are approved for construction, the construction work can
begin, signaling the start of the Distribution phase. At this point, the
contract is awarded, and the construction manager (CM), general
contractor (GC), or subcontractor becomes involved in this phase of the
drawing process. The CM, GC, or subcontractor is responsible for coordi-
nating all construction work and disseminating drawings and supple-
mental sketches to the mechanical, electrical, plumbing, other
subcontractors, and vendors for construction or procurement and submittal
processing.

Through the Drawings log and the Drawing Sets log, Expedition helps you
perform the following functions for drawings submitted for bid, approval,
construction, or other contract requirements/negotiations:
■ Compress the drawing approval cycle
■ Maintain an accurate history of revisions to see who changed what
and why
■ Associate drawing changes with financial changes by generating
change documents from drawing sets
Tracking Drawings 337

■ Determine and maintain distribution lists for drawing implementation


and coordination
■ Identify how many copies are being sent and to whom
■ Reduce data entry by automatically creating transmittals for each
revision and include sketches on transmittals if appropriate

The following diagram provides a workflow of the general stages of the


Design Review and Distribution cycles.

Drawing Rev. A Drawing Rev. B Drawing Rev. C

CIVIL CIVIL CIVIL


DWG C1-C10 DWG C1-C15 DWG C1-C20

Concept ELECT Design ELECT ELECT


Progress
Schematic DWG E1-E8 Development DWG E1-E10 DWG E1-E12

MECH MECH MECH


15% complete DWG M1-M15 30% complete DWG M1-M20 60% complete DWG M1-M20
(Review meeting) (Review meeting)

Design review

Drawing Rev. D

CIVIL
DWG C1-C20 Drawing Rev. 1

ELECT AFC ADD IFC


Progress IFB
DWG E1-E12 (Approved for (Addendum Issued for
(Issued for Bid)
Construction Issued) Construction

MECH
100% complete Drawing bid Contract awarded;
DWG M1-M20
Final set to GCs GC distributes
95% complete
(Review meeting) drawings to subs
Distribution

Design development and review coordinates and tracks each piece of the
design in the Issued For Design (IFD) phase (30%, 60%, 90% to 100%
complete).

Distribution occurs when construction is underway—Issued For Bid (IFB)


and Issued For Construction (IFC) phase—to keep all parties informed.
338 Part 5: Logging and Tracking Information

The following diagram illustrates how to perform the stages of the design
review and distribution cycles in Expedition.

Design Review Distribution

Create distribution lists Create distribution lists


for design review for distribution

Log contract Log contract


drawings/documents drawings /documents

Generate set of
Generate set of drawings drawings and add
and add drawing(s) drawings for
for review distribution

Assign distribution lists Assign distribution list


and individuals and individuals

Log data/review cycle Create transmittals


and reviewers in and print reproduction
drawing log order

Create transmittals
and print reproduction Update log with dates
order

Update drawings
returned by reviewer

Update log with dates


Tracking Drawings 339

Setting Up Drawing Data


Start by setting up the standard data used to categorize and identify
drawings in Expedition. You can define the following:
Distribution lists contain the names of individuals who receive
drawings for review or approval if the drawings are submitted for design
review; or those individuals who you want to include when distributing
drawings. The Company Directory should already contain information for
these individuals, since Expedition bases distribution lists on company
information. When logging drawings, the distribution lists you define are
available from the Distribution Lists field. You can use defined distri-
bution lists in any project in the same database.

Drawing phases identify the purpose for the issued drawing, such as
Issued for Bid (IFB) or Issued for Construction (IFC).

Drawing disciplines categorize drawings and drawing sets by disci-


pline, such as electrical, mechanical, or civil, for easier tracking. Standard
categories are supplied for your selection or you can define your own by
choosing Define, Dictionaries, Disciplines. Keep in mind how your
company tracks the review and distribution of drawings during design
review. You can use discipline categories to sort, filter, group, and report
drawing information.

Drawing areas identify the various areas that are associated with a
drawing, such as Foyer or Entry, or even a building designation, such as
Lot A or Bldg B, for easier reference, filtering, sorting, and grouping.

You can include paper size Paper sizes enable you to identify the standard paper sizes associated
per contact when you set with issued drawing types. For example, architectural drawings can be
up the Company Directory. various sizes: A through E, and so on. Once paper sizes are defined, you
Then, when you set up can specify them in Drawing Wizards for individual drawings or drawing
review/distribution lists for sets when reproducing and sending multiple copies for review or distri-
drawings or drawing sets,
bution.
the paper size is included
for the corresponding Bid packages help you track all drawings and corresponding revisions
contacts on your list. issued by defining a bid package for each contractor, then logging the
drawings by bid package in the Drawings log. You can modify this list if
additional contractors require drawings for bid. When logging drawings,
the bid packages you define are available from the Bid Package field. You
can also filter, sort, and group by bid package, and you can assign a bid
package to a drawing set.

File numbers define the numbers corresponding to the filing system set
up specifically for drawings at your organization. You can select the
appropriate file number when you log drawings.
340 Part 5: Logging and Tracking Information

Adding Drawing Documents


Use the Drawings log to identify and maintain drawings, specifications,
and other supporting documentation to meet contractual requirements and
ensure completion of work-site obligations. Tracking drawings through
the Drawings log enables you to maintain a list of drawing revisions for
both review and distribution cycles; maintain a list of related sketches
consisting of updated or additional information about a revision; review
the drawing’s current status—latest revision, received date and sent date;
and review sets that contain the drawing. Typically, design review
revisions and their reviewers are added when a set is created, but you can
also add them using the Drawings log.

Adding drawing documents in the Drawings log Double-click


Drawings in the Logs folder in the Project View, then choose Edit, Add
Item.

To categorize the drawing, select a discipline, area,


and phase from those that you defined. Enter the
amount of design progress made when appropriate.

You must enter a


number for the new
drawing.

Generate multiple drawings The easiest way to create a master list of


all the drawings related to the project is to add one drawing for each disci-
pline, then choose Tools, Generate a Document to create the remaining
drawings for the discipline. After the master list is complete in the
Drawings log, you can create a set by discipline or phase in the Drawing
Sets log. Creating sets is described in the next section.
Tracking Drawings 341

Select the drawing you want to copy and choose Tools, Generate a
Document. Type the number of drawings you need to create and the
drawing number Expedition should assign to the first of the new drawings.
Expedition numbers the other generated drawings sequentially using this
number. All attributes of the original drawing, such as title, phase, and
discipline, are copied to the new one; existing revisions and sketches are
also copied. You can change any of these items within each generated
drawing.

Create revisions or sketches for a drawing Double-click


Drawings in the Logs folder, then double-click the document icon for the
drawing in the Drawings log. Click the Review, Distribution, or Sketches
tab in the Drawing document window, then choose Edit, Add Item to start
the corresponding wizard. Add a new drawing revision for each phase of
design (Review tab) or construction (Distribution tab). Use the Sketches
tab to supplement a revision for distribution with more detailed infor-
mation about a particular area.

Enter the revision title and dates in the Review and Distribution Wizard
dialog boxes, and specify identifying information about the sketch in the
Drawing Sketch Wizard dialog box. Edit any information as necessary.

During the review phase, drawing revision numbers are


usually represented by letters of the alphabet. After a drawing
is Issued for Construction (IFC), revision numbers are usually
represented by numerals. When numbering drawings, use at
least two places, such as 01 instead of 1.
342 Part 5: Logging and Tracking Information

The date on the


drawing revision

The date you


received the revision

The date you sent


the revision for
review or distribution

The date by which


you must receive
reviewer’s comments

The current phase of the


drawing during this revision

The percent progress on the


drawing (typically 100 after the
design review cycle is finished)

The revision number to which


the sketch belongs.

Click Next from any of these dialog boxes to continue.


Tracking Drawings 343

You can use Ctrl+click to After you enter the basic information for the revision or sketch, select the
select multiple contacts, or contacts to receive it. Choose Distribution Lists and select a defined distri-
click to select the first bution list from the drop-down list, then select the contacts within that
contact and Shift+click to group who need to receive the revision or sketch; or choose Companies,
select the last contact in a then select the contacts that you want to review the drawing. Click Add to
consecutive range.
move selected contacts to the right column, or click Add All to move all
contacts listed in the left column to the right column. The Remove and
Remove All buttons move contacts from the right to the left column.
When you finish selecting the contacts to receive the revision or sketch,
click Next and select the number of copies and paper size for each contact.

Select an existing distribution


list or list all companies in
your Company Directory;
then add or remove
companies as necessary.

Select a paper size.

Click to add the revision or sketch.

Review the current status The Current Status tab in the Drawing
document window shows summary information about the latest revision
for a drawing for both the Review and Distribution phases. Information in
this tab helps you quickly pinpoint the latest in a multitude of revisions
that occur during a project. The Review and Distribution tabs show infor-
mation on all revisions.
344 Part 5: Logging and Tracking Information

Some companies refer


to the file number as
the stick number.

Review drawing sets The Sets tab enables you to see all information
about the drawing sets to which the drawing belongs, including the
revision number, set name and title, whether the set is for review or distri-
bution, and its phase, progress, and creation date. If this tab does not
contain any information, the drawing is not part of a set.
Tracking Drawings 345

Identify revisions for the design review cycle The Review tab in
the Drawing document window identifies each revision and the contacts
responsible for reviewing the drawing during the design review cycle.
Double-click the document icon for the revision to view the contacts it
includes. When you change or enter the sent date for a revision, reviewers
and Transmittal Creation Queue entries are made for every company in
that group.

The Latest Rev is based


on the revision with the
latest date issued from
either the Review or
Distribution tabs.

Click to create the trans-


mittal in the Transmittal
log; Expedition then fills
the Transmittal Number
field.

Choose Tools, Trans-


mittal Creation Queue
to open this dialog box.

If you delete a revision in the Design Review or Distribution


tab, all reviewers for that revision are deleted. You cannot
delete sets from the Sets tab.
346 Part 5: Logging and Tracking Information

Identify revisions for the Distribution cycle Use the Distribution


tab in the Drawing document window to distribute drawing revisions to
project participants after the design review cycle is completed. Typically,
these documents have passed through the Design Review phase and are
issued to obtain a bid on work or to instruct the recipient on the approved
construction design. Double-click the document icon in the Distribution
tab to review when and to whom revisions were sent, the transmittal
number, the number of copies distributed, and the paper size.

When you enter the


received date, Expedition
creates Transmittal
Creation Queue entries
for every company in the
distribution group.

This information identifies all


contacts and the dates they
were issued the revision.

Expedition enters this information as


configured in the Company Directory,
but you can change it any time.
Tracking Drawings 347

Identify sketches for revisions The Sketches tab in the Drawing


document window identifies each sketch associated with a drawing
revision. You may have multiple sketches to clarify or supplement a
particular revision. For example, you can include sketches with a drawing
revision to provide a more detailed diagram of a particular design.
Sketches always accompany revisions for distribution and are submitted to
provide more detailed information about a particular construction area.

There is no connection Mark the Incorporated checkbox for the sketch if it has been incorporated
between drawing sketches into a revision as part of the drawing. For example, during the design
and the sketches in review cycle, you might include a sketch with a revision that proposes a
changes and requests. change to the drawing. When you issue the next revision, 1.1 for example,
the information contained in the sketch may have been entered in the new
revision.

Mark to incorporate the


sketch as part of this
drawing revision.

Identifies each
reviewer
associated with
the sketch
348 Part 5: Logging and Tracking Information

Creating Drawing Sets


Drawings are often contained in sets for easy review, distribution, and
record-keeping. Typically, sets correspond to phases such as Schematic,
Issued For Bid, and Issued For Construction, and can be part of a change
order, bulletin, or request for information (RFI). You can create sets from
the Drawing Sets log.

After the designer and owner approve the design drawings during the
design review, the CM or GC awarded the contract receives the Issued For
Construction (IFC) drawing set at the beginning of the Distribution cycle.
The Distribution cycle usually follows the Design phase.

All drawing revisions When you create a drawing set, you specify whether the drawing revisions
included in a set acquire composing the set require review or distribution. For example, drawings in
the phase and percent design review require you to identify each phase of the design devel-
progress you specify for opment. Tracking revisions through the Drawing Sets log helps you ensure
the set in the wizard. that the events in a review cycle occur in the correct sequence. Jobs cannot
begin without design drawing approval, and any delay in this revision
process delays the project.

The Distribution phase involves issuing design drawings to obtain a bid for
work or to inform the recipient of the approved construction design. Since
the recipients do not return these drawings to the originating person, as
they do during design review, you only need to track the names of persons
to whom the drawings were sent and the dates they were sent.

Create a drawing set Double-click Drawing Sets in the Logs folder in


the Project View, then choose Edit, Add Item to start the New Set Wizard.
Tracking Drawings 349

The following table summarizes each option’s function as you create the
new set.

Create New
Revisions for Copy Create Increment Create
Included Another Change Revision New Default
Option Cycle Drawings Set Document Number Drawing Phase
Issue for design review Design Yes Yes Yes Yes Yes No Default
Review
Issue approved for Distribution Yes No No No Yes AFC
construction
Distribute for bid Distribution No Yes No No No IFB
Distribute for contract award Distribution No Yes No No No IFC
Distribute revisions due to Distribution Yes Yes Yes Yes Yes IFC
change
Distribute for information Distribution No Yes Yes No No IFC
Distribute sketches Distribution No No Yes No No IFC
Submit as-builts Distribution No Yes No No No AS-BUILT
Resend set From Set* No No No No No From Set*
*Expedition uses the information from the set you are resending.

Issue for design review This option allows you to create a new set
with new revisions or copy an existing drawing set for the design review
cycle. Revision “numbers” are usually letters of the alphabet in the design
review cycle (A, B, C, and so on). If you create a set with new revisions, a
new revision is added to the Review tab in the Drawing document window
of each included drawing.

Issue approved for construction After a set of drawings in the


review stage has been approved, this option enables you to create a new
set with new revisions for distribution. The phase is initialized to
Approved For Construction (AFC). You can only select drawings that
have no revisions in their Distribution tab to include in the set. For each
included drawing, a new revision (the first) is added to the Distribution tab
with a revision number 0.0. Revision numbers are usually numeric during
the distribution cycle.

Distribute for bid After a set of drawings is approved during the design
review cycle, you can use this option to create a new set using existing
revisions from the Distribution tab of the Drawing document window or to
copy an existing drawing set. The phase is initialized to Issued For Bid
(IFB). You can include a bid package value, which is inserted in the Bid
Package column in both the set and each included drawing.
350 Part 5: Logging and Tracking Information

Distribute for contract award When a contract is awarded, you can


use this option to create a new set with existing revisions from the Distri-
bution tab of the Drawing document window or to copy an existing
drawing set to send drawings for distribution. The phase is initialized to
Issued For Construction (IFC). You include a contract number, which
Expedition then inserts in the Contract Number column in both the set and
each included drawing.

Distribute revisions due to a change When a change occurs, you


can use this option to create a new set with new revisions or copy an
existing drawing set. If you create new revisions, the new revision is
added to the Distribution tab of the Drawing document window for
drawings included in the set. Since distribution revisions may already
exist in included drawings, you can instruct Expedition to autoincrement
the revision number based on the next available revision number for each
drawing, or you can enter a specific revision number for Expedition to use
on all the new revisions. The phase on the revision is initialized to IFC.
You must create a change document when you choose this option.

Distribute for information This option allows you to copy an existing


drawing set or create a new set with existing revisions from the Distri-
bution tab of the Drawing document window to send an update or to
gather information. The phase is initialized to IFC. You must create a
change document when you choose this option.

Distribute sketches This option allows you to create a set of sketches


from sketches defined on drawing revisions. The phase is initialized to
IFC. You can only include sketches that have not been incorporated.

Submit as builts After a project is completed and all drawings are


returned as built, this option enables you to create a new set containing
existing revisions on drawings. These drawings show the final project.
The phase is initialized to As Built (ASBUILT).

Resend a set This option enables you to resend a drawing set to


additional contacts or to the same contact again. The wizard automatically
uses data from the existing set.

The following sections describe how to use each of these options.


Tracking Drawings 351

Create a new set for the design review cycle This option enables
you to create a set containing new review revisions for included drawings.
Double-click Drawing Sets in the Logs folder in the Project View, then
choose Edit, Add Item. Choose For Design Review from the New Set
Wizard and click Next.

1 Choose whether to create


a new set from an exist-
ing set. If you choose No,
the From Set field in the
next window does not
appear.

EARTH

2 Type a new name and a title, then select a


phase; Expedition uses the progress per-
centage during the design review cycle,
which is usually incremented for each
stage through completion of design.

3 Update dates for design revisions


you receive or for distributions you
issue.

4 Choose Auto Increment Revision


Number to have Expedition sup-
ply the next available number to
identify the drawing revision, or
choose Assign Revision Number
and type a revision number for
Expedition to use.
352 Part 5: Logging and Tracking Information

5 Choose Distribution Lists to select com-


panies from an existing distribution list,
or choose Companies to select compa-
nies from your Company Directory; then
select the companies and click Add to
include them in the set.

Click to move all names listed in


the left column to the right column.

6 Specify the number of


copies and paper size
for each reviewer.

Mark to include sketches


associated with existing
revisions on transmittals.

You can refine the selection by


using a filter based on phase,
discipline, location, and so on.

7 Select drawings to include in


the set, then click Finish.

Click to create a change Click to add a new drawing to the Drawings


document from the set. log without exiting the wizard.

When you click Finish, the Drawing Set document window and the Trans-
mittal Creation Queue window are displayed. Create the transmittals if
needed.
Tracking Drawings 353

Create a drawing set that is approved for construction (AFC)


This option enables you to create a drawing set containing new distri-
bution revisions for included drawings. Double-click Drawing Sets in the
Logs folder in the Project View, then choose Edit, Add Item. Choose
Approved for Construction from the New Set Wizard and click Next.

Type a set name and title.

This is the date you created the set.


The phase defaults to AFC.

Enter the date on the drawings for the


issued date; the date you received the
drawings for the received date; and the
date you sent the drawings to project
participants for the sent date.

Select the contacts to


receive the set, and the
number of copies and paper
size for each contact.

Select the drawings to include


in the set. Only drawings
without distribution revisions
appear in the list.
354 Part 5: Logging and Tracking Information

Create an approved drawing set for bid Double-click Drawing


Sets in the Logs folder in the Project View, then choose Edit, Add Item.
Choose For Bid from the New Set Wizard and click Next. You can create
a new set using existing distribution revisions from drawings, or you can
copy an existing set.
Tracking Drawings 355

Select a bid package.

Enter the date on the drawings


for the issued date, the date you
received the drawings for the
received date, and the date you
sent the drawings to project
participants.

Select the contacts to receive the


set, and the number of copies and
paper size for each contact.

Mark to display only the latest


drawing revisions.

Select the drawings to include in the set.

Create a drawing set awarded for contract Double-click Drawing


Sets in the Logs folder in the Project View, then choose Edit, Add Item.
Choose For Contract Award from the New Set Wizard and click Next.
You can create a new set using existing distribution revisions from
drawings, or you can copy an existing set.
356 Part 5: Logging and Tracking Information

Type or select a contract number.

Enter the date on the drawings for the


issued date; the date you received the
drawings for the received date; and the
date you sent the drawings to project
participants for the sent date.

Select the contacts to receive


the set, and the number of
copies and paper size for each
contact.

Mark to display only the latest


drawing revisions.

Select the drawings to include in the set.


Tracking Drawings 357

Create a drawing set using revisions due to a change For


easier tracking, you can create a set to organize all drawings involved with
a change. For example, if you are the GC, you need to distribute changes
to the subcontractors directly affected by the revisions. Use this option and
generate a change bulletin or other change document along with the set.
Double-click Drawing Sets in the Logs folder in the Project View, then
choose Edit, Add Item. Choose Revisions Due to a Change from the New
Set Wizard and click Next. You can create a new set with new revisions,
or you can copy an existing set.

Enter basic information for the set.

Enter the date on the drawings for


the issued date; the date you
received the drawings for the
received date; and the date you
sent the drawings to project
participants for the sent date.

Auto increment revision numbers on


drawings with the next available number,
or type your own number.

Select the contacts to receive the


set, and the number of copies and
paper size for each contact.
358 Part 5: Logging and Tracking Information

Select the
drawings
to include
in the set.

Click to
create a
new
drawing.

In the final wizard dialog box, you must


create a change document for the
revision. Select the type, and if the
change relates to an issue, select the
issue, or create a new issue if
necessary.
Tracking Drawings 359

Create a set to distribute for information You can create a set of


drawings to provide information about issues related to drawings. Double-
click Drawing Sets in the Logs folder in the Project View, then choose
Edit, Add Item. Choose For Information from the New Set Wizard and
click Next. You can create a new set using existing distribution revisions,
or you can copy an existing set.

Enter basic information for the set.

Enter the date on the drawings for the


issued date; the date you received
the drawings for the received date;
and the date you sent the drawings to
project participants for the sent date.

Select the contacts to receive the


set and the number of copies and
paper size for each contact.
360 Part 5: Logging and Tracking Information

You can narrow the


Mark to create
search by showing
transmittal
only the latest
rows for
revisions.
sketches.

Select the drawings


to include in the set,
then click Add.

In the final wizard dialog


box, you must create a
change document for the
revision. The default is RFI,
but you can select another
change document type.

If the change relates to an


issue, select the issue, or
create a new one.
Tracking Drawings 361

Create a drawing set using existing sketches You can create a


set to organize sketches for distribution. (Sketches are only made for
distribution revisions, not review revisions.) Double-click Drawing Sets in
the Logs folder in the Project View, then choose Edit, Add Item. Choose
Sketches and follow the steps in the wizard.

Enter a set name and title. The date


defaults to today’s date, and the phase
defaults to IFC. You can edit these.

Enter the date on the sketches for


the Sketch Date, and the date you
sent the sketches to project partici-
pants for the Sent Date.

Select the contacts to receive the


set and the number of copies and
paper size for each contact.

Select the sketches to include in the


set. Only sketches not marked Incorpo-
rated (on the Drawing’s Sketches tab)
are included in the list on the left.
Click to create a change
document for the drawings sets.
362 Part 5: Logging and Tracking Information

Submit as-builts Double-click Drawing Sets in the Logs folder in the


Project View, then choose Edit Add Item. Choose As-Builts from the New
Set Wizard and click Next. You can create a new set using existing distri-
bution revisions from drawings, or you can copy an existing set. The phase
is initialized as ASBUILT.

Select the set to copy from, if you


chose this option.

Enter basic information for the set.

Enter the date on the drawings for the


issued date; the date you received the
drawings for the received date; and the
date you sent the drawings to project
participants for the sent date.

Select the contacts to receive


the set and the number of
copies and paper size for each
contact.

Mark to include sketches


associated with existing
revisions on transmittals.

You can narrow the search by


showing only the latest revisions.

Select the drawings to


include in the set.
Tracking Drawings 363

Resend a drawing set This option enables you to resend a set that has
already been distributed to the project participants. This is useful if the
recipients require more than one copy, if the original transmission was not
received, or if you want to change the distribution list. Double-click
Drawing Sets in the Logs folder in the Project View, then choose Edit,
Add Item. Choose Set from the New Set Wizard and click Next.

Select a set to resend.

This information defaults to


that for the selected set.

Enter the date you are resending the set.

Select contacts to receive the


set and the number of copies
and paper size for each contact.
Information defaults to the set
you are resending, but you can
change selec-

Select drawings to
include in the set.
Selections default to
those for the
selected set, but you
can add or remove
selections to this list.
364 Part 5: Logging and Tracking Information

Create transmittals for drawing sets When you create a drawing


set, entries are created in the Transmittal Creation Queue for each contact
you specified for distribution. If you mark the Create Transmittals from
Distribution List checkbox in the Communication tab in the Project
Preferences dialog box (choose Define, Project Preferences, then click
Communication), Expedition displays the queue when you close the
Drawings or Drawing Sets log, or when sets are generated.

Click to create
the transmittals.

Mark to combine trans- Mark to print the


mittals with matching transmittals as
company name and they are created.
contact initials.
Tracking Drawings 365

Link drawing sets to a Primavera schedule After you create a


drawing set, Expedition displays the Drawing Set document window.
Select an activity ID to link the drawing to a Primavera schedule activity.
(You can select an activity ID for the drawing set at any time.) Linking a
drawing set to an activity helps track drawing progress during the design
review cycle.

Select the activity ID

These are the


drawing revisions
included in the set.
Double-click the
document icon to
open the drawing
document window.
366 Part 5: Logging and Tracking Information

Adding Drawings to an Existing Set


You can easily add drawings to an existing drawing set.

You cannot add drawings to a set of sketches.

Add a drawing to an existing set Double-click Drawing Sets in the


Logs folder in the Project View to open the Drawing Sets log. Double-
click the icon for the drawing set to which you want to add a drawing, then
choose Edit, Add Item. Expedition creates a new revision in the drawing
you add.

Enter the date on the drawing


for the issued date, the date you
received the drawing for the
received date, and the date you
sent the drawing to project
participants for the sent date.

You can have Expedition use


the next available revision
number, or assign a number to
identify the new revision.

Select the drawings to add to


the set, then click Add.

Expedition does not display


drawings already included in
the set in this list.
Tracking Drawings 367

Updating Drawings for Design Review


When you distribute individual drawings or drawing sets for review, you
can use the Drawings log or Drawing Sets log to update drawings as they
are received. As you update drawings, Expedition updates the Review tab
with the Returned Date and the Comments entered per revision.

Update drawings Choose Tools, Update Drawings By Reviewer, from


the Drawing Sets log or from the Drawings log. Expedition includes only
those drawing reviewers that have a revision assigned to them but have not
yet recorded a returned date. Specify a status and select a subset of
existing drawings using the following wizards.

Select the reviewer’s name and initials.

Refine the list of


Select drawings displayed on
drawings to the left by using a filter.
update by
moving
drawings
from the left
column to
the right
column.
368 Part 5: Logging and Tracking Information

Expedition enters the current date for


the returned date; you can change
this date. This updates the Date
Returned field for the revision in the
Review tab in the Drawing document
window.

Include the reviewer’s comments


here; Expedition uses this text in the
Reviewer Comments field for the
revision in the Review tab in the
Drawing document window.

You can change the review


status for each drawing revision.

Using Other Features with Drawings


For more information on Attach word-processor documents, drawings, URLs, or other text or
using these features, see the picture files to Drawing log entries by choosing View, Attachments. You
Working with Log and
Document Windows and may want to include attachments with drawings if you are not attaching a
Customizing Log and printed copy of the drawing with the transmittal.
Document Windows chapters.
You can also use Find, Filter, Sort, and Group to locate and organize
documents/drawings; assign custom fields to the records to help
categorize them for reporting; or link the records to issues to track
problems or conditions.
Tracking Drawings 369

Drawings Reports and Forms


Expedition provides several standard then choose the correspondence type. The
reports and forms you can use to print following is a sample report listing the
drawings, such as by set, drawing, revision, latest drawing revision for each drawing in
phase, or change. Choose Tools, Reports, the Drawings log.
371

Managing Submittals
During a project, managing submittals can be
In this chapter one of the most time-consuming tasks. This
chapter describes how Expedition streamlines
The Submittal Process
the submittals process by enabling you to track
Adding a Submittal
each stage of the review cycle and update
Adding a Submittal Package
submittal dates using activities from a linked
Updating Submittals from a
Package Primavera schedule.
Copying a Submittal
No matter how many times a submittal is
Tracking and Updating a
Submittal using Review Cycles revised, you will always know who received it
Tracking Multiple Reviewers and when; which submittals were approved
Using Schedule Activities for and which are pending; which are overdue and
Reference and to Update by how many days; and, most important, who
Submittals
is currently responsible.
Compiling a Submittal Distri-
bution List
Expedition also provides distribution copies,
Producing Transmittals from
transmittals, and dunning letters.
Submittals
372 Part 5: Logging and Tracking Information

The Submittal Process


The following figure provides an overview of a typical process for
entering a submittal package with multiple reviewers and tracking its
progress. The rest of this chapter explains how to perform each step.

1 Add a submittal
package.

2 Add submittals.

3 Record each
review cycle.

4 Specify distribution.
Managing Submittals 373

5 Establish the
schedule.

6 Track
status.

7 Click to
update the
submittal...

...or click Update in


the submittal
package to
update all sub-
mittals in the
package.
374 Part 5: Logging and Tracking Information

Submittals Bar Chart


Expedition allows you to display submittals The starting date is based on the date
in a Gantt chart, as shown below. From the received if it is available; otherwise, it is
Submittals log, click View Bar Chart in the based on the required start date. The end
upper-left corner. date is based on whichever date is found
first, in this order: date forwarded, required
The chart displays the status, as well as the finish, date returned, date sent.
date range (depending on which dates are
supplied) for each submittal. Double-clicking a submittal in the left
column opens its document window.
Managing Submittals 375

Adding a Submittal
The Submittals log lists all of your submittals, both individual and those in
packages. Use the Submittals log to add a submittal that is not part of a
package.

Add a submittal Double-click Submittals in the Logs folder in the


Project View, then choose Edit, Add Item. In the Submittal field, type a
unique code, up to 15 characters, to identify the submittal. If it is part of a
package, select the package number. In the Received From, Sent To,
Returned By, and Forwarded To fields, enter the company abbreviation
and contact initials of each person involved in reviewing the submittal.

You must enter a unique value Expedition automatically assigns the submittal
to identify the submittal. the next available sequential number.

Add submittal review


cycles by choosing
Edit, Add Item.

A document icon
indicates that there are
multiple reviewers.

Use the Type field to assign a type to the submittal. You can define
different types in the Submittal Types dialog box (with no projects open,
choose Define, Dictionaries, Submittal Types). The submittal types you
define are also available in the Type field of the Submittal log.

Delete a submittal You can delete a submittal from the Submittals log
or from the Submittal Package document window. Select the submittal,
choose Edit, Delete, then click Yes. To delete an entire submittal package,
select the package in the Submittal Package log, choose Edit, Delete, then
click Yes. Expedition deletes all submittals in the package.
376 Part 5: Logging and Tracking Information

Adding a Submittal Package


Use the Drawing Sets log Group related submittals into packages for better organization. For
to track sets of shop or example, assemble a submittal package for all submittals pertaining to a
contract drawings. specific supplier, floor of a building, or area of work.

Add a submittal package Double-click Submittal Packages in the


Logs folder in the Project View, then choose Edit, Add Item. Type a
package number; you must enter this value to add the package. Specify the
title, status, activity ID, company abbreviations, and the corresponding
contact initials for the persons responsible for acting on the submittal
package in the Received From, Sent To, Returned By, and Forwarded To
fields.

Type a Expedition
unique calculates the
code. value for this
field—the
Expedition percentage of
provides approved
status infor- items.
mation.
Double-click
here to add
submittals to
the package;
the dates and
status displayed
represent the
most recent
review cycle.

The Package Number field is the only field value required to


add a package. One way to structure package number codes
is to use CSI codes. You can compile a comprehensive list of
packages and submittals at the beginning of a project before
you identify reviewers.
Managing Submittals 377

For details on adding a Add a submittal to a submittal package Double-click Submittal


submittal, see Adding a Packages in the Logs folder in the Project View, then double-click the
Submittal in the previous
section. document icon for the submittal package. Choose Edit, Add Item. You can
also add a submittal to a package from the Submittal document window by
typing a package number in the Package field.

To remove an item from a package, delete the package number in the


Submittals document window; Expedition then lists the item by itself in
the Submittals log.
378 Part 5: Logging and Tracking Information

Updating Submittals from a Package


To assign a status for several submittals in a package at one time, open a
Submittal Package document window, then choose Tools, Update
Submittals, Update Package. This speeds the update process when you
receive several submittals in a package from a contractor on the same day.

Mark each
submittal for
which you want
to change status
and/or dates.

Enter the dates with which you


want to update the submittals you
selected, and select a status for the
submittals.

If you enter a returned date,


Expedition prompts you for the
contact who returned the submittal
package.

Expedition prompts you to make


sure you want to update submittals
already approved and to add new

Click Finish to update the


submittals you selected.
Managing Submittals 379

Using Other Expedition Features with


Submittals
For more information on how The Find, Filter, Sort, and Group commands help you locate submittals
to use these features, see the that require updating. You can also link submittals to issues, create custom
Working with Log and
Document Windows chapter. data items for submittals, and record submittals in the Correspondence
Sent or Received logs for better tracking.
380 Part 5: Logging and Tracking Information

Copying a Submittal
A submittal package often contains several similar items. To reduce data
entry, use Expedition’s Generate Submittals Wizard to create multiple
copies of a submittal, then edit each copy to reflect any differences.

You can also generate Copy a submittal Double-click Submittals in the Logs folder in the
submittals from unit price Project View. Select the submittal you want to copy, then choose Tools,
contracts or purchase Generate a Document. Specify the number of new submittals you need,
orders. and choose whether to link the new submittals to the same issues as the
submittal being copied. Click Finish to create the new submittals.

For instructions, see Gener-


ating Submittals from a
Contract or Purchase Order
in the Managing Contracts
and Purchase Orders chapter.

Specify the number of copies to make.


Choose whether to link the new
submittals to the same issues as the
submittal being copied.

When you generate more than one submittal, a dialog box


informs you of the number of copies already made and
enables you to cancel the task. Clicking Cancel deletes all
copies generated to that point.

Expedition numbers the copies with the next available sequential numbers.
For example, if the number of a submittal being copied is 16600-0003,
you make three copies, and 16600-0003 is the last number assigned in that
series, Expedition numbers the copies 16600-0004 through 16600-0006.
Managing Submittals 381

Original submittal

Expedition assigns the


submittal copy the next
available number.

Generated submittal copy


382 Part 5: Logging and Tracking Information

Tracking and Updating a Submittal Using Review


Cycles
The Review Cycles tab in the Submittal document window shows the
complete history for a submittal, starting with the first revision.
Expedition also automatically updates submittal schedule activities when
you update dates in the Review Cycles tab if you are linked to a Primavera
schedule and are using activities from the schedule in the Schedule tab in
the Submittal document window. As you record the Received, Sent, and
Returned date fields in the Review Cycles tab, actual dates are posted for
the Submittal Preparation, Approval Period, and Resubmit activities in the
Schedule tab.

For more information about Record a review cycle Double-click Submittals in the Logs folder in
using a schedule in the Project View, then double-click the document icon for the submittal.
Expedition, see the Planning
and Adding an Expedition Click the Review Cycles tab and choose Edit, Add Item. Expedition
Project chapter and Part 7, automatically numbers the revisions sequentially, beginning with 1. Type
Exchanging Expedition Data. a description of the material to review, then enter the dates when the
submittal changed hands. For example, for the first review cycle in the
following figure the submittal was received from ELECTR on 11/12/01
and sent to DESIGN on 11/13/01; DESIGN rejected and returned it on 6/
11/14/01, and it was forwarded to ACMEGC on 11/15//01 so it could be
updated for another review.
Managing Submittals 383

Click to save updates and automatically


update days held, days elapsed, and the other
fields on this line in the document window.

The review cycle begins when a date


is entered in the Received field.
384 Part 5: Logging and Tracking Information

The following steps outline the process for updating submittal schedule
dates from review cycle dates:

To update from the first review cycle


1 When you enter a submittal received date in the Review Cycles tab,
the start date for the Submittal Preparation activity is updated and the
checkbox next to the date is marked to indicate an actual start for this
activity in the Schedule tab.
2 When you enter a sent date indicating when you sent the submittal for
review in the Review Cycles tab, the finish date for the Submittal
Preparation activity is updated and the Actual Finish checkbox is
marked in the Schedule tab. In addition, one day is added to this sent
date to update the start date of the Approval Period activity; the
Actual Start checkbox is also marked to indicate that this activity has
started.
3 When you enter a submittal returned date, the finish date for the
Approval Period activity is updated and the checkbox next to the date
is marked to indicate an actual finish for this activity in the Schedule
tab. The status of this revision does not need to be approved for this to
happen.
4 If this review cycle is approved, the resubmit start and finish dates on
the Schedule tab remain blank. If the review cycle is rejected or has a
status other than Approved, all current schedule dates on the submittal
Schedule tab are retained. If rejected, you would normally start a new
review cycle. This process can be continued until you finally approve
the submittal.

To update from any subsequent review cycle


1 When you enter a submittal received date, Expedition updates the
start date for the Resubmit activity in the Schedule tab with the
received date in this revision; the Actual Start checkbox is also
marked to indicate that the next submittal cycle has started, as long as
the finish date for an Approval Period activity is marked. Expedition
sets the Schedule tab dates using the next lowest revision number in
the Review Cycles tab.
2 When you enter a submittal returned date and change the status to
Approved, if the finish date for an Approval Period activity is marked,
Expedition updates the finish date for the Resubmit activity in the
Schedule tab with the returned date in this revision and marks it as an
actual finish. This process occurs for any review cycle after the first
cycle.
Managing Submittals 385

3 If a review cycle after the first cycle is rejected, you would normally
start a new review cycle. Any changes to review dates or status will
update the Schedule tab using the same conditions listed above. If you
clear a review date, the Schedule tab dates related to that date are also
cleared.

The Received, Sent, and


Returned dates are trans-
ferred to the Submittal
Preparation (Start),
Submittal Preparation
(Finish), and Approval
Period (Finish) date fields,
respectively.

This date plus one


day creates the
actual start of the
Approval Period
activity.

For details on exporting You can also export these data to a Primavera schedule to create or update
Expedition data to Primavera the activities in the related Primavera schedule.
schedules, see the
Exchanging Expedition Data
with a Primavera Schedule
chapter.
386 Part 5: Logging and Tracking Information

Tracking Multiple Reviewers


Sometimes you want more than one person to review a submittal. When
two or more participants review a submittal at the same time, Expedition
treats their review information as a “set.” When calculating status
percentages, Expedition treats a set of reviewers as one revision.

Enter a set of reviewers Mark the Multiple Reviewers checkbox in


the Review Cycles tab in the Submittal document window for the revision
row. The icon at the beginning of the row changes to a filled document
icon to indicate that the row is part of a set. Double-click the icon to
display the Submittal Item Revision dialog box, where you can enter
reviewer information. To add a new row, click Add, or double-click below
the last row, then enter information about each reviewer, the status,
description, dates, and any remarks noted by the set of reviewers for the
revision.

For any revision that consists of a set, Expedition determines the most
critical record in the set and displays those dates in the Review Cycles tab.
The most critical record is the one with the fewest dates entered,
indicating that responses for this revision have not been received, sent,
returned, or forwarded by the appropriate ball-in-court (BIC) on time,
causing a significant delay in the submittal process. If the number of dates
for more than one reviewer is the same, the row with the earliest date
farthest to the right is used.
Managing Submittals 387

Mark to indicate
multiple reviewers.

If the revision involves


multiple reviewers (a set),
this document icon is
filled. Double-click the
icon to view the detail
window for that set.

Indicates the earliest


received date.
388 Part 5: Logging and Tracking Information

Using Schedule Activities for Reference and to Update


Submittals
If you use Primavera project management applications to schedule
projects, you can use the Schedule tab in the Submittal document window
to reference and update the activities associated with your submittals with
early/actual start and finish dates from the schedule activities.

Click the Schedule tab to


associate Primavera
activities and their early
and actual dates with
submittal activities.

Indicates that dates were


read from a schedule.

A marked checkbox indicates an actual start or


finish date for the activity; cleared checkboxes
indicate early start and finish dates.

Using Hammock Activities for Submittals


For details on linking to a If you don’t want to track each individual submittal activity in the
Primavera schedule, see the Primavera project, you can create a hammock activity that consists of
Exchanging Expedition Data
with a Primavera Schedule several activities in one. Each activity in the hammock represents the
chapter. submittal activities involved in your submittal process so you can
customize the hammock setup. Submittal activities are appropriate for a
hammock because you can monitor the elapsed beginning-to-end duration
of the group of activities in combination—a hammock duration is the
number of days between the beginning of the first activity and the end of
the last one in the group.
Managing Submittals 389

You can also use the Update scheduling information Choose Tools, Update Submittals,
Update from Schedule Update from Schedule. If you are working in the Submittals log, all of the
command while in a submittals it contains are updated.
Submittal Package
document window to ■ If you are using a filter, only the submittals currently displayed in the
update all submittals in that log are updated, not all submittals in the project.
package at once with
■ If you are working in a Submittal document window, only that
schedule dates.
submittal is updated.

Record scheduling information Click the Schedule tab in the


Submittal document window and enter activities from the linked
Primavera schedule using the drop-down list in each Ref Activity field.
When you select an activity, Expedition prompts you with a message
containing the submittal activity dates that will be updated if you click
Yes. If you click No, you can update the submittal dates from the schedule
dates at a later time by choosing Tools, Update Submittals, Update from
Schedule. To ensure that you’re using the most current dates, also use this
command after the linked Primavera schedule has been updated.

Expedition assumes you are using activities with conven-


tional, finish to start relationships, and it calculates dates
based on a seven-day workweek calendar.

In the following example, the early start date of the selected schedule
activity was used to update dates for the Submittal Preparation activity and
the required start date. The early finish date for the Approval Period
activity was used to update the submittal required finish date, as well as
the dates for this activity.
390 Part 5: Logging and Tracking Information

Lead time for submittal


activities is updated
based on the durations
for the selected
schedule activities.

Expedition notifies you


if the dates are calcu-
lated based on
Primavera schedule
dates rather than
Expedition calculated
dates. Select an activity, then click Yes
to update when prompted.

Specify the activity that succeeds the current one Select the
applicable activity from the Successor Activity field. Expedition bases the
dates for all other start and finish times, in succession, on the date of the
selected successor activity. For example, the finish date of the Delivery
Time activity is one day before the start date of the Successor activity; if
the start date of the Successor activity is 12/30/00, the finish date of the
Delivery Time activity is 12/29/00. This ensures that materials needed to
perform the Successor activity are delivered in time for construction to
begin.

Specify the submittal activity duration To calculate the start date


for the activity, enter the number of days to deduct from the finish date of
the activity specified. For example, if you enter 30 days for the lead time
for an activity with a finish date of 12/29/00, the start date for that activity
becomes 11/30/00. If you change the number in this field or change an
activity after dates have been calculated, you are prompted to overwrite
the dates with new start and finish dates.

If you use Primavera activities to update submittal activity dates,


Expedition bases the lead time calculation on the number of days of
duration for each schedule activity.
Managing Submittals 391

If you do not use schedule activities to update submittal activity dates, you
can manually enter the days of lead time necessary for each submittal
activity to complete. You must first specify the Successor activity and its
corresponding dates, then enter the lead time for the remaining submittal
activities. To update the dates for activities based on the Successor activity
dates and the lead times entered, choose Tools, Update Submittals, Update
from Lead Time. If you change any of the dates later, use the Update from
Lead Time command; Expedition overwrites the original dates with dates
calculated from the lead times.

Record scheduling information Click the applicable Ref Activity


field in the Schedule tab in the Submittal document window, then select
the Primavera activity. When prompted, click Yes to update the submittal
early and actual start and finish dates for the Expedition activity type
(Delivery Time, Fabrication Time, Release To Manufacturer, Resubmit,
Approval Period, or Submittal Preparation). You can view detailed
schedule activity information for the submittal by choosing View,
Schedule Activity, from the Submittal document window.

An “A”
indicates an
actual start
or finish for
an activity.
392 Part 5: Logging and Tracking Information

Viewing the Status of a Submittal


In the Current Status tab in the Submittal document window, you can
quickly check who is currently responsible for a submittal item, how long
the individual has had it, and how many days it is overdue.
View a submittal status Enter the number of items attached to the
submittal, the company and initials of the contact who produced the
submittal items (source contact), a drawing number, a drawing filed date,
and the company abbreviation and initials of the contact who filed the
drawing, if applicable. Expedition automatically calculates the remaining
fields.

Primary submittal
coordinator from
Project Properties

Dates from the Returned


Review Cycles tab contact and
default initials
You can optionally enter a date for the first Approved By person (the
primary submittal contact for the project) when he or she approves the
submittal; Expedition does not supply a value for this field. Expedition
completes the second Approved By Date field when the submittal has a
status of Approved (APP); you can change this date.
Managing Submittals 393

Compiling a Submittal Distribution List


The Distribution tab in the Submittal document window enables you to
record the names of contacts who should receive a copy of the submittal.
You can specify distribution to an individual company (and corresponding
contact initials) and/or to a distribution list that, when selected from the
Distribution Wizard, lists the individual contact(s) for each submittal
revision row. (Choose Define, Distribution Lists, to create a distribution
list containing multiple contacts.)

Compile a distribution list Double-click Submittals in the Logs


folder in the Project View, then double-click the document item for the
submittal. Click the Distribution tab, then choose Edit, Add Item, to add
the individual(s) from the Distribution Wizard. If you created a distri-
bution list containing multiple recipients to use with submittals, select it
from the Distribution Wizard. Each transmittal issued per individual on
the list also contains the same remarks and number of copies you specify
in the wizard; you can change them individually as appropriate.

After you add the companies, enter the other information required,
including the date you sent the submittal. Mark the Transmit checkbox if
you want Expedition to create a transmittal addressed to each contact
listed.

Select a predefined distribution list,


or choose to list all companies to
select those applicable for the
submittal.

Expedition
creates a
transmittal
for each
contact for
whom this
checkbox
is marked.
394 Part 5: Logging and Tracking Information

For more information about After you update actual dates for any submittals or submittal packages and
creating transmittals, see the close the log, Expedition displays the Transmittal Creation Queue (if you
Preparing Transmittals
chapter. set transmittal preferences in the Project Preferences dialog box). Use the
queue to generate transmittals based on the revision updates and distri-
bution contacts. (If you close Expedition without closing the Submittals
log or the Submittal Package document window, Expedition also displays
the Transmittal Creation Queue.)

Specify in the Communication tab in Project Preferences


whether transmittals are generated automatically from revised
submittals. The default setting is to generate transmittals
automatically and display the queue.

Expedition automatically enters transmittal entries in the Transmittal


Creation Queue dialog box when you specify a contact in a Distribution
tab in the Submittal document window and mark the Transmit (create
transmittal) checkbox for that distribution, or when you enter sent or
forwarded dates in the Review Cycles tab in the Submittal document
window or in the Submittal Package document window.

You can also generate a transmittal at any time for a selected submittal by
choosing Tools, Generate a Transmittal.
Managing Submittals 395

Producing Transmittals from Submittals


You can create a transmittal for each contact listed in the Distribution tab
in the Submittal document window and for each updated submittal.
Expedition displays the Transmittal Creation Queue when you close the
project, exit Expedition, or close the following (if you set transmittal
preferences in the Communication tab in Project Preferences):
■ Submittals log
■ Submittal Package document window after updating sent or
forwarded dates for distribution
■ Drawing Sets log or Drawings log after updating the distribution
group or sent date for a drawing revision

From the Transmittal Creation Queue, you can create any transmittals
shown and add them to the Transmittals module. You can then print them
for multiple recipients on your distribution list.

For more information about Create a transmittal from a submittal Choose Tools, Transmittal
defining Project Preferences, Creation Queue, unless it is displayed automatically. This dialog box
see the Setting Up Dictio-
naries and Preferences automatically contains an entry for each item in the Distribution tab. It
chapter. also contains a list of the submittals for which you entered (or edited) a
date in either the Sent or Forwarded field on the Review Cycles tab. To
change this listing, choose Define, Project Preferences; click the Commu-
nication tab and clear the Create Transmittals from Submittal Revisions
and the Create Transmittals from Distribution List checkboxes.

Select the entries for which you want to create a transmittal and click
Create, or click Create All to have Expedition create transmittals for all
items in the list. In either case, Expedition adds the transmittals to the
Transmittals log and includes any attachments from the originating
documents to the transmittals generated.
396 Part 5: Logging and Tracking Information

Click to add a
transmittal to the
database.

Mark this
Mark this checkbox checkbox to print
to combine all trans- the selected
mittals that are transmittals
going to the same immediately after
contact. clicking Create.
Managing Submittals 397

Submittal Reports, Forms, and Letters


Expedition provides several standard of overdue item(s). Choose Tools, Reports,
reports and forms you can use to print then choose the correspondence type. The
submittal information, as well as a dunning following is a sample Submittal Report.
letter to inform responsible participants
399

Tracking Materials Deliveries


Use the Materials Delivery log to track
In this chapter materials delivered to your site. By recording
each materials delivery in Expedition, you’ll
Adding Materials Delivery
Records and Deliveries always know what has been delivered, how
Adding a Materials Delivery Ticket much of it was delivered, the dollar value of
and Posting to Multiple Materials the delivery, and what remains to be delivered.
at Once
Including Materials Deliveries on This chapter describes two ways you can use
Requisitions
Expedition to record materials deliveries. If
daily reports are part of your routine, you can
record materials deliveries in the daily report
and let Expedition update your materials
delivery records. Conversely, you can update
the Materials Delivery log and have
Expedition record materials deliveries in your
daily reports.

If you use requisitions for payment, you can


include materials deliveries effective during
the pay period.
400 Part 5: Logging and Tracking Information

Adding Materials Delivery Records and Deliveries


Add materials delivery records when you need to closely track materials
delivered to your company, the amounts delivered and to be delivered, and
the amount of money spent on materials to date.

Tracking materials deliveries is a two-step process: first, create a materials


delivery record for each material you plan to track, then update the record
each time you receive a delivery of that material.

For more information about You can add materials delivery records directly in the Materials Delivery
contracts and purchase log, or you can allow Expedition to generate them automatically from a
orders, see the Managing
Contracts and Purchase unit price purchase order (PO) or contract. Generally, if you set up unit
Orders chapter. price contracts or POs, and you plan on tracking materials deliveries,
allowing Expedition to generate your materials delivery records saves
time. If you generate a requisition from a unit price PO or contract, you
can also automatically add materials delivery records to the requisition
schedule of values.

Expedition will automatically link the Line Item number in the Requi-
sition section of the Materials Delivery Schedule and Billing tab with the
correct line item from the Requisition Schedule of Values tab if you
generate both the Material and the Requisition from the same contract/PO.
Order of generation is not important.

Generate materials delivery documents from a unit price


contract or PO Add a unit price contract or PO. Enter a material code
for each line item; leave the Material Code field blank if you don’t want to
generate a materials delivery record for an item. Choose Tools, Generate a
Document, from the contract/PO you just created, then choose Generate
Materials Delivery Wizard and follow the wizard steps to add the new
materials deliveries records. To display the Materials Delivery log,
double-click Materials in the Logs folder in the Project View.
Tracking Materials Deliveries 401

In a contract or PO, type


a material code or select
one for each line item.

Choose Tools, Generate


a Document.

Choose this option,


then click Next.

If you want to link the


materials deliveries to the
same issues as the
contract or PO, choose
Yes, then click Finish to
create the new records.

Expedition adds a
materials delivery
record to the Materials
Delivery log for each
line item on the
contract or PO with a
material code.
402 Part 5: Logging and Tracking Information

Add materials delivery documents directly to the Materials


Delivery log Double-click Materials in the Logs folder in the Project
View, then choose Edit, Add Item. Enter the information about the
material you plan to track. As you create each record, add the corre-
sponding deliveries. Expedition copies the quantity received to the
Delivered field and calculates the total value of the delivery and the
remaining balance.

Select a contract or
purchase order.

Type the quantity and


cost information.

For each delivery, record


the date received, quantity
elivered, delivery location,
and ticket number.

When the balance


equals zero, Expedition
copies the date of the
last delivery to the Final
Delivery field.

When you select an


activity, you are prompted
to update the start and
completion dates with
those from the selected
activity’s actual start and
finish dates.
Tracking Materials Deliveries 403

Record a materials delivery Double-click Materials in the Logs


folder in the Project View, then double-click the document icon for the
materials delivery document. Choose Edit, Add Item, to add a new line to
the materials delivery document, and enter the information about the
material delivered.

Using Primavera Schedule Dates


For details about linking to a Once you link Expedition to a Primavera schedule, you can view early and
Primavera schedule, see the actual start and finish dates, original and remaining durations, percent
Exchanging Expedition Data
with a Primavera Schedule complete, and total float for individual activities you associate with
chapter. Expedition documents. Choose View, Schedule Activity, while in an
Expedition document (in which you have entered an activity from the
linked Primavera project). You can use schedule activities as a reference
or use their early/actual schedule dates to update dates in Expedition
documents. For materials delivery, you can choose to update the start date
and the completion date in the Schedule and Billing tab in the Materials
Delivery document window with the early/actual start and finish dates of
the activity ID you select.
404 Part 5: Logging and Tracking Information

Adding a Materials Delivery Ticket and Posting to


Multiple Materials at Once
When a delivery is made, you usually receive types of materials you have
received before; they already exist in your materials log. You can log
multiple items that have been delivered on a ticket all at once through the
Materials Delivery log.

Add a materials delivery ticket You can add a materials delivery


ticket from the Materials Delivery log or a Materials Delivery document
window. From the Materials log, click Record Delivery Ticket.

Enter a number for the ticket.

To add a ticket from a Materials Delivery document window, click Add


and enter a number in the Ticket No. field for that row.

Using this method, you can only apply the ticket to the opened
material.

You can also add materials Post a material delivery ticket to multiple materials When you
from the Materials tab of a create a materials delivery ticket, you can quickly log multiple materials
daily report. For more infor- as having been delivered against that ticket.
mation about this feature,
see the Using Daily
Reports chapter.
Tracking Materials Deliveries 405

For more detailed infor- For example, from the Materials Delivery log, click Record Delivery
mation, type material in Ticket and enter a number in the Ticket No. field. All available materials
Help’s Index or Search tab, or
Record Delivery Ticket dialog from the Materials Delivery log appear in the Materials scroll list in the
box for information specific left column. Select the materials that have been delivered from the scroll
to the screen below. list. After you click OK, you can enter the quantity, location, and so on in
the Materials Delivery document window for each item in the ticket.

Enter a number for the ticket.

Select the materials that


have been delivered on this
ticket.

Click to show any contracts


or POs that exist against the
material.
406 Part 5: Logging and Tracking Information

Including Materials Deliveries on Requisitions


Contracts usually require partial payments at regular intervals based on the
amount of work accomplished and materials installed. The contract price
is subdivided into a list of component prices or work items, so that
progress can be measured more precisely. This list, called a schedule of
values, accompanies each payment requisition. At the end of each period,
a requisition for payment is submitted that shows the value of work
performed and materials installed since the last payment.

For details on setting requi- Materials for delivery and approved change orders applicable to each
sition preferences, see the period are collected and added to the corresponding requisition. When you
Setting Up Dictionaries and
Preferences and Preparing generate a new requisition, Expedition prompts you to “get” approved
Requisitions for Payment change orders, materials for delivery, and schedule dates via the Add
chapters. Change orders and/or Material Deliveries Wizard if you marked the
Prompt for Get When Opening Latest Requisition checkbox in the Req
Options tab in the Contract/Purchase Order document window. You can
also choose Tools, Get Changes, Materials and Schedule, to display the
wizard.

For example, if you have a contract that requires pipe, and you must
purchase the pipe, the units of pipe will be recorded in the Unit Price tab in
the Contract document window. Once the pipe arrives, create a materials
delivery document, and enter the arrival date in the Delivery Tickets tab in
the Materials Delivery document window. Then complete the contract
information in the Requisition section of the Schedule and Billing tab.

Next, generate a requisition from the contract to get paid for the pipe. In
the requisition, click Get to collect costs on the materials you purchased
for the period. Select Materials Delivery from the wizard. Expedition
inserts the materials information in the Schedule of Values tab in the
Requisition document window. You can then send the requisition to the
recipient’s InBox, or print out a form.
Tracking Materials Deliveries 407

Mark this checkbox to


retain costs for materials
stored in column F
(Materials Presently
Stored, Not in D or E) in
the Schedule of Values
tab in the Requisition
document window.

Generate a requisition
from the contract and
choose Materials Delivery
to update the requisition if
the Prompt for Get When
Opening Latest Requisition
checkbox is marked.

You must complete the


Requisition section of the
Schedule and Billing tab
with the contract infor-
mation.
408 Part 5: Logging and Tracking Information

The Delivery Tickets tab in the Materials Delivery document window


contains a Requisitioned column that indicates when a delivery has been
included in a requisition for payment. The associated requisition infor-
mation is displayed in the bottom of the Schedule and Billing tab.

The Requisitioned date


on the Delivery Tickets
tab is blank until you
perform a “get” in the
requisition.

The corresponding line


item number for the
material on the originating
requisition (Schedule of
Values tab) is included in
the requisition information
for the delivery.
409 Part 5: Logging and Tracking Information

Materials Delivery Reports, Forms and


Dunning Letters
Expedition provides several standard containing materials deliveries past due.
reports and forms you can use to print Choose Tools, Reports, then choose the
contract and materials delivery records. correspondence type. The following is a
You can also generate a dunning letter sample Materials Delivery Report.
411

Using Daily Reports


Daily reports provide a history of project
In this chapter events, including a description of physical
conditions, a summary of the work accom-
Preparing a Daily Report
plished at the job site, lists of materials used
Reporting Resource Use
and delivered, a record of visitors to the site,
Listing Visitors
and a report of any problems encountered that
Recording Materials Deliveries
day. You can also include schedule activities if
Including Schedule Activities
Expedition is linked to a Primavera project,
Adding Attachments
add attachments to the report to clarify its
Generating Daily Reports
contents, and optionally filter those activities
by responsibility.

This chapter describes how to create and print


daily reports.
412 Part 5: Logging and Tracking Information

Preparing a Daily Report


Use daily reports to enter information about important daily events. You
can use these detailed records when you need to explain delays or justify
costs.

Prepare a daily report Double-click Daily Reports in the Logs folder


in the Project View, then choose Edit, Add Item. Expedition enters the
current date and day and the report period, which you can edit. Select the
abbreviation for the company associated with the report in the Contractor
field, and select meteorological information about the day. In the Work
Activity tab, record descriptions of progress, delays, new conditions,
problems, and anything else that may affect the project schedule or cost.
Using Daily Reports 413

Multiple users from the Expedition automatically assigns Select a report period.
same company can the report a unique, consecutive
add a daily report on number, which you can edit.
the same day.

Use existing meteoro-


logical data from these
fields to speed report
completion.

Add any descriptive


information you want to
include in the daily
report.

Click to include
underway schedule
activities and/or
meetings on the report.

If the Use RESP to Filter Activity Retrieval in Daily Reports


checkbox is marked on the Project Preferences Schedule tab,
only the linked activities that have an RESP code attached to
them will appear. If the checkbox is cleared, all linked activ-
ities in the same date period will appear.
414 Part 5: Logging and Tracking Information

Reporting Resource Use


Use the Equipment and Field Force tabs on the Daily Report document
window to list the equipment and labor resources a contact uses.

Record resource use Double-click Daily Reports in the Logs folder


in the Project View, then double-click the document icon for the daily
report. Click the Equipment tab and choose Edit, Add Item. Enter infor-
mation describing each piece of equipment in the fields provided,
including remarks about any problems with the equipment and what it was
used for.

To record field personnel, click the Field Force tab, then choose Edit, Add
Item, and enter information about labor use in the appropriate fields.

Enter the abbreviation of


the company that supplied
the equipment or labor.
Refer to Help for more
information on each field.

For more information on


these features, see the
Working with Log and
Document Windows and
Creating and Tracking Issues
chapters.
Using Daily Reports 415

Using Other Expedition Features with Daily


Reports
You can use the Sort, Filter, Group, and Find features to organize and
locate daily reports, or create custom fields. You can also link daily
reports to project issues such as conditions that can lead to changes or
claims.
416 Part 5: Logging and Tracking Information

Listing Visitors
Use the Visitors tab on the Daily Report document window to record the
names of site visitors and the companies they represent.

List visitors Double-click Daily Reports in the Logs folder in the


Project View, then double-click the document icon for the daily report.
Click the Visitors tab and choose Edit, Add Item. Enter information about
the visitor, including the arrival time.

Select the abbreviation


of the visitor’s company.
Using Daily Reports 417

Recording Materials Deliveries


Record materials deliveries Double-click Daily Reports in the Logs
folder in the Project View, then double-click the document icon for the
daily report. Click the Materials tab and choose Edit, Add Item. Enter
information about the delivery, including the materials delivery ticket
number and the contract/PO number to which it refers. When different
contract/POs are issued for the same material, record each delivery
separately in the tab.

Enter the material


information.

For more information about Linking Daily Reports and Materials


materials deliveries, see the
Tracking Materials Deliv- When you record deliveries in the Materials tab, Expedition searches for a
eries chapter. materials delivery record that contains the same material name, contract
number, contract/PO type, and to or from contact. Expedition copies the
matching delivery record from the Materials tab in the Daily Reports
document window to the Delivery Tickets tab in the Materials Delivery
document window.

Assign multiple materials to a daily report at once From the


Materials tab, you can create a material ticket, then quickly assign material
deliveries to the daily report.
418 Part 5: Logging and Tracking Information

For example, to record materials deliveries on a daily report, click Record


Delivery Ticket from the Materials tab and enter a number in the Ticket
No. field. All available materials from the Materials Delivery log appear
in the Materials scroll list in the left column. Select the materials to add to
the daily report from the scroll list.
Using Daily Reports 419

Including Schedule Activities


You can include activities from the linked Primavera project when you
create a daily report. The report shows all activities that should be
underway (with no actual finish) based on their early date range (early
start to early finish) falling within or on the date of the daily report in
Expedition. By including underway schedule activities, you can compare
actual progress to the schedule and convey that information to the partici-
pants to whom you send the report.

You can also limit the activities included in the daily report by using a
specific activity code from the Primavera Activity Codes Dictionary. By
default, this code is RESP (responsibility). To copy activities from the
Primavera schedule into the Daily Reports document window Schedule
tab for only the contractor appearing in the daily report, define the RESP
code in the Activity Codes Dictionary for the project schedule to which
your Expedition project links. Assign activities to this contractor using the
RESP code in the applicable Primavera project. You must also mark the
Use RESP to Filter Activity Retrieval in Daily Reports checkbox in the
Schedule tab in Project Preferences to specify that you want to run this
activity code selection to filter activities for the daily report.

Include activities from the linked Primavera schedule on a


daily report If you change the Activity Codes Dictionary for the project
in the Primavera project, first update the data dictionary files. Then close
the project and the Primavera project management application.

If you include the RESP code


in your project and assign
values to activities for it, mark
this checkbox...
...and choose this option.

If you decide to base the selection on the RESP code (by marking the Use
RESP to Filter Activity Retrieval in Daily Reports checkbox in the
Schedule tab in Project Preferences), Expedition retrieves the underway
activities assigned a RESP code value equal to the company abbreviation
on the report.
420 Part 5: Logging and Tracking Information

You can use the Schedule In the Daily Report document window, click the Schedule tab, then click
tab, without Primavera Get Activities to list the activity ID (ACT); title; early (ES) or actual (A)
activities. Just type the start and finish dates (EF); percent complete (PCT); original (OD) and
information. remaining durations (RD); total float (TF); and free float (FF) of each
underway activity from the Primavera project. You can mark the Worked
On checkbox if work has been performed for an activity.

Click to get schedule activities.

You can add, delete, or change any of the activity data


shown in this list, except total float (TF) and free float (FF).

If you enter 100 in the PCT field, Expedition marks the A


(actual finish) checkbox and changes RD to 0. Similarly, if you
mark the A (actual finish) checkbox, Expedition enters 100 in
the PCT field and 0 in the RD (remaining duration) field.
Expedition marks the A (actual finish) checkbox if you enter
100 in the PCT field. However, Expedition does not mark the
A (actual finish) checkbox if you enter 0 in the RD (remaining
duration) field.
Using Daily Reports 421

Adding Attachments
You may want to include a photograph taken at the job site, a drawing
submitted for bid by a subcontractor, or other files with your daily report
to clarify a point or substantiate a decision. You can do so easily by
attaching the appropriate file to the report. This is especially useful if you
typed your report using a word processor at the job site; you can simply
attach the file to the daily report you create at the main office for that day’s
report.

For more information about Attach a file to a daily report Double-click Daily Reports in the Logs
attaching files to Expedition folder in the Project View, then double-click the document icon for the
documents, see the Working
with Log and Document daily report. Choose View, Attachments. In the Attachments For dialog
Windows chapter. box, click File and select the file you want to attach to the daily report.
Close the Attachments For dialog box.

Any files you attach


correspond only to the
specific item to which
you attach them, not to
the entire daily report.

In this example, the file


Aia.bmp is attached only
to the Carpentry row.
The other rows have no
attachments.

Attachments added to a row in the Materials tab also appear


in the corresponding delivery record in the Materials Delivery
log.
422 Part 5: Logging and Tracking Information

Generating Daily Reports


To create a daily report from an existing one, copy the existing report, then
modify the copy.

Generate a daily report Double-click Daily Reports in the Logs


folder in the Project View. Select the report you want to copy, then choose
Tools, Generate a Document, to start the Generate Daily Report Wizard.
Edit the fields to reflect any changed information, then click Next.
Expedition copies only the work activity, equipment, and field force infor-
mation to the new report; it does not copy visitors and materials.

Expedition
enters the
current date
and day...

...the contact
from the daily
report you
selected...

...and the
next available
report
number.

Select the
Mark to link the new weather
report to the same issues conditions.
as the existing report.

Mark to copy work activity


data to the new report. Click to create
the new
report.
Using Daily Reports 423

Reports and Forms for Daily Reports


Expedition provides several standard Choose Tools, Reports, then choose the
reports and forms you can use to print daily correspondence type. The following is a
reports. sample Daily Report.
425

Tracking Insurance Certificates


Expedition’s Insurance log provides a conve-
In this chapter nient place to record information about the
insurance policies for all project participants.
Adding an Insurance Certificate
This chapter describes how you can use this
log to keep track of the policies you carry for
your company and the companies that work for
you.
426 Part 5: Logging and Tracking Information

Adding an Insurance Certificate


Every contractor carries several types of insurance for his or her company
and employees, and some contracts require proof of insurance for all
project participants, including subcontractors. With Expedition’s
Insurance log, you can conveniently store information about relevant
insurance policies for all project participants, including worker’s compen-
sation and bonding.

Add an insurance certificate Double-click Insurance in the Logs


folder in the Project View, then choose Edit, Add Item. Expedition opens
a new Insurance document window and automatically sets the status to
New and the priority to Normal. Enter the information about the policy in
the fields provided. In the Contract Information section, add information
about the contract between your organization and the insured organization.
Tracking Insurance Certificates 427

Select a policy type.

Add any supplemental


text pertaining to the
certificate. You can also
attach documentation
or other applicable files.

Click to launch the


application you
associated with the
attachment file type.

When this policy expires, you can


replace it with an updated attachment or
modify the attached file from the origi-
nating application, such as Microsoft
Word.

For more information on Using Other Features with Insurance


these features, see Part 2,
Working with an Expedition Use Find, Filter, Sort, and Group to locate and organize insurance certifi-
Project. cates. You can also link certificates to issues so you can cross-reference
them later.
428 Part 5: Logging and Tracking Information

Insurance Reports, Forms, and Dunning


Letters
Expedition provides several standard notification that an updated certificate is
reports, forms, and dunning letters you can needed. Choose Tools, Reports, then
use to print a list of insurance certificates, choose the correspondence type. The
details about a selected certificate, or a following is a sample Insurance Report.
429

Producing Punch Lists


Expedition’s punch list provides a convenient
In this chapter place to create lists of items that must be
completed before the project can be finished.
Creating Punch Lists
For example, before you can close out a
Adding Items to a Punch List
contract, damages incurred during construction
must be repaired, and missing equipment must
be noted. Punch lists make it easy to record
and track the status and cost of outstanding
items.

This chapter describes how to create punch


lists, add items to punch lists, filter, sort,
group, and print punch list items, and link
punch list items to issues and schedule activ-
ities.
430 Part 5: Logging and Tracking Information

Creating Punch Lists


Use punch lists in Expedition to record items that must be completed
before the end of your project.

Create a punch list Double-click Punch Lists in the Logs folder in the
Project View, then choose Edit, Add Item. Type a name, title and
description for the punch list, and indicate the participants between whom
the punch list exists. Double-click any of the date fields to display a pop-
up calendar, then select a date.

You can use a linked


schedule activity to
update the associated
item’s required date.

Select the Use the Punch List Elevations Mark the appropriate check-
company and and Punch List Rooms dictio- boxes to indicate that the
contact respon- naries (choose Define, Dictio- project has started or
sible for the naries) to define elevations finished; enter a started or
punch list item. and rooms that you can apply finished date if you mark the
to individual punch list items in Has Started/Finished
the Room and Elevation checkbox.
columns.
Producing Punch Lists 431

Adding Items to a Punch List


Once you establish a punch list for a particular contractor, you can add
items to the list as they occur.

Add a punch list item Double-click Punch Lists in the Logs folder in
the Project View, then double-click the document icon for the punch list.
Click Add. Expedition numbers the new item sequentially, enters the
current date in the Opened field, gives it a status of New, a priority of
Normal, and a required date seven days from the opened date; you can edit
these fields.

Enter the information about the item, including


the person responsible for the action and the
date it must be completed...

...or select the activity ID to use the Type a cost for


early (or actual) finish date of the the item.
schedule activity for the required date.

For details on exporting data When the item is complete, enter a date in the Closed field. If you export
from Expedition and punch list data to your Primavera schedule, the closed date is used to
importing them to a
Primavera schedule, see the update the actual finish of the corresponding activity in the project.
Exchanging Expedition Data
with a Primavera Schedule
chapter.
432 Part 5: Logging and Tracking Information

Using Other Expedition Features with


Punch Lists
For more information on how If a punch list contains an item you want to track, you can link it to one or
to use these features, see Part more project issues—especially those that include problems or conditions
2, Working with an
Expedition Project and the that lead to claims. Assign custom fields to your punch lists to arrange
Creating and Tracking Issues them according to your categories, such as project location, due date, or
chapter. type of equipment. You can also use Find, Filter, Sort, and Group to locate
and organize your punch lists.

You can also filter, sort, and group a punch list’s items. You
must have the focus (cursor) set on those items, or the filter,
sort, or group will apply to the log.
Producing Punch Lists 433

Punch List Reports, Forms, and Dunning


Letters
Expedition provides several standard Choose Tools, Reports, then choose the
reports, forms, and dunning letters you can correspondence type. The following is a
use to print punch list information. sample dunning letter, reminding the BIC
of overdue punch list items.
Part 6
Working with Expedition
Reports and Forms
In this part Printing Logs, Forms, and Reports
Customizing Expedition Reports using
InfoMaker
Creating Custom Reports and Forms
with InfoMaker
E xpedition’s reporting capabilities enable you to print
the information you need, using predefined reports and
forms or custom reports you create.

Printing Logs, Forms, and Reports describes how to print


the contents of any log or document window and the
predefined reports delivered with Expedition.

To customize Expedition’s reports, forms, and dunning


letters to your specific needs, read Tailoring Expedition
Reports using InfoMaker; review Creating Custom
Reports and Forms with InfoMaker to create your own
custom reports.

You can use Expedition on the World Wide Web via your
Web browser. Read Expedition on the World Wide Web
for more information.
437

Printing Logs, Forms, and Reports


Expedition provides many flexible ways to
In this chapter print project data. You can print any log, the
contents of a document using a predefined
Printing Overview
form, or a predefined report or dunning letter.
Printing a Log
You can also modify predefined forms,
Printing Forms
reports, or dunning letters or create your own
Printing Reports
using the InfoMaker report writer included
Printing Multiproject Reports
with Expedition.
Printing Dunning Letters
This chapter explains the basics of printing
logs, forms, reports, and dunning letters. It also
contains a list of the standard reports and
forms included with Expedition.
438 Part 6: Working with Expedition Reports and Forms

Printing Overview
In Expedition, you can print a copy of any log, print the contents of a
document using a predefined form, or print a predefined report or dunning
letter. Several multiproject reports are also available for you to print data
from all projects in your database for the document type.

For more information on Rich text format (RTF) is also now available for letters so you can use
InfoMaker, refer to the proportional fonts. You can also modify predefined forms and reports or
InfoMaker documentation. create your own using the InfoMaker report writer included with
Expedition.

Depending on your printer designation, you can also print multiple copies
of logs, forms, reports, or dunning letters. This is helpful if you need to
send a copy to several people.

Print multiple copies of any output Choose File, Print.

You can change the paper


orientation and the number
of copies.
Printing Logs, Forms, and Reports 439

Printing a Log
When you choose the Print command from a log in Expedition, the printed
document looks the same as it does on the screen.

Print a log With any log open and active, choose File, Print, or click the
printer button on the toolbar. Expedition prints the log as it appears
onscreen, and adds the project name, date, and job and project number.

Choose File, Print, to


print an active log.
440 Part 6: Working with Expedition Reports and Forms

Print Preview and Printer Setup


Expedition’s Print Preview and Printer magnification or show rulers, adjust column
Setup windows function as they do in other width of logs, or access Printer Setup. From
Windows applications. Print Preview Printer Setup, you can specify paper size
displays an onscreen representation of the and orientation, and select other graphics
printed document. From Print Preview, you and device options.
can print the log, change the display

Drag these arrows from any corner to adjust From Print Preview, choose File, Modify
margins before you print a report or form. Preview, then mark to show rulers.

Expedition saves your ruler, margin, and magnification settings for Print Preview until
you change them.
Printing Logs, Forms, and Reports 441

Printing Forms
Use forms to print detailed information from a document, such as a trans-
mittal. You can choose a standard form from those included with
Expedition, or you can use InfoMaker to customize an existing form or
create a new form.

For information on custom Print a form Choose File, Print, from the active document window to
forms, see the Creating print the default form for that document type. You can also choose Tools,
Custom Reports and Forms
with InfoMaker chapter. Reports, Forms, from either the log or document window; select a
predefined form from the list for that document type, then click Print.

Select the form


you want to use
as the default,
then click Set
As Default.
442 Part 6: Working with Expedition Reports and Forms

Printing Reports
Reports usually include information Expedition collects from multiple
documents, such as a list of submittals. You can choose a standard report
from those included with Expedition, or you can use InfoMaker to
customize an existing report.

Print a report From any log or document window, choose Tools,


Reports, Reports, to open the Reports dialog box. Expedition displays the
default report library for the current document, but you can select a
different library from the Report Library field. (A report library is a
grouping of all the reports for a specific document type, such as requisi-
tions.) To print a report for the current document type, double-click the
report name, or select the report and click Print.

Select a report library to list the predefined


reports for that document type.
Printing Logs, Forms, and Reports 443

Printing Multiproject Reports


You can print certain reports that contain data from all projects in a folder
for a particular document type. For example, you can list items required
within seven days for all projects, print the Contract log grouped by
project with totals, or print submittals by ball-in-court (BIC) for all
projects. Multiproject reporting provides a convenient way for you to
gather all the data you need to assess status, requirements, and outstanding
issues for all projects. Multiproject reports are denoted by an m_ prefix,
and current project reports are identified with an r_ prefix.

For information on custom Print a multiproject report Close all projects. Choose Tools, Multi-
reports, see the Creating Project Reports to open the Multi-Project Reports dialog box. Select the
Custom Reports and Forms
with InfoMaker chapter. report library for the document type you want to print. To print a report for
the selected document type, double-click the report name, or select the
report and click Print.

Select a report library to list the predefined


reports for that document type.
444 Part 6: Working with Expedition Reports and Forms

Printing Dunning Letters


A dunning letter is a specific type of report used to remind project partici-
pants to deliver certain items or perform certain tasks. You can use the
sample dunning letters included with Expedition, or you can create your
own using InfoMaker. Dunning letters are available for several document
types in Expedition. For example, you can generate a dunning letter from a
punch list to remind a contact of overdue items.
For information on creating Print dunning letters Choose Tools, Reports, Dunning Letters, to
dunning letters, see the open the Dunning Letters dialog box. If you choose this command from a
Creating Custom Reports and
Forms with InfoMaker log or document window from which dunning letters are available, select
chapter. the dunning letter you want to print. Otherwise, select the library
containing the dunning letter you want to print. To print a dunning letter
for the current document type, double-click the letter name, or select the
letter and click Print.
445

Customizing Expedition Reports


using InfoMaker
Expedition provides flexible reporting features
In this chapter to meet your reporting requirements. In
addition to the predefined reports included
Starting InfoMaker
with Expedition, you can use InfoMaker to
Getting Started Basics
customize existing reports.
Anatomy of an Expedition Report
Using InfoMaker’s Design Mode This chapter includes instructions for
to Edit Expedition Reports
modifying and formatting an existing
Organizing Information in a
Report Expedition report and dunning letter, as well
Formatting Elements in a Report as creating an executable to run a series of
Previewing Reports reports using InfoMaker. You can follow the
Running a Report Series and same basic steps to customize or create forms.
Multiproject Reports For more detailed information about
InfoMaker, consult the InfoMaker online
manuals.
446 Part 6: Working with Expedition Reports and Forms

Starting InfoMaker
To start InfoMaker, from the Windows desktop click Start, then choose
Programs, Primavera, Expedition Utilities, InfoMaker.

For more information about To make sure InfoMaker can connect to the Expedition
the InfoMaker workspace, see database, you must start Expedition at least once before
Chapter 1, The World of opening InfoMaker. Close Expedition before you launch
InfoMaker in the InfoMaker
User’s Guide. InfoMaker.

The InfoMaker PowerBar enables you to access InfoMaker functions.

Button Function

Manage and organize reports—you can store several reports in


one InfoMaker environment, copy or move reports between
environments, or create an executable that enables you to run
one or more reports without opening InfoMaker or Expedition.

Create, modify, run, and print reports.

Run and print reports.

Define database connections and connect to a different


database.

View the database to which your computer is currently


connected, create and update tables in the database, or save a
table in the database to a different format.

Create or edit ODBC data sources.

Run the Query Painter.

Select query options.


Customizing Expedition Reports using InfoMaker 447

Button Function

Search the Help.

Tile open reports vertically.

Tile open reports horizontally.

Tile open reports in layers.

Tile open reports in cascaded windows.

Learn details about InfoMaker tasks.

Exit InfoMaker.

InfoMaker manuals are provided on the Expedition CD-ROM. To open


the online documentation for InfoMaker, you must have access to a CD-
ROM drive and you must have Adobe Acrobat Reader installed on your
computer. To view the online documentation, place the Expedition CD-
ROM in your CD-ROM drive. On the Windows desktop, click Start, then
choose Programs, Primavera, Expedition Online Documentation. Click
InfoMaker User’s Guide.

To purchase printed InfoMaker manuals, contact Primavera


Sales at 1-610-667-8600 or send your request via e-mail to
info@primavera.com in the United States. In the United
Kingdom, call 44-20-8563-5500 or e-mail your request to
intlinfo@primavera.com. In Hong Kong, call 852-2111-8288,
or e-mail your request to hkinfo@primavera.com.
448 Part 6: Working with Expedition Reports and Forms

Getting Started Basics


InfoMaker uses special libraries, called environments, to hold similar
reports and forms; each environment is a separate .PBL file. Each module
in Expedition has one environment for its reports and another environment
for its forms. By default, Expedition stores form environments in
C:\Expwin\Forms and report environments in C:\Expwin\Reports. To
locate your reports and forms folders, open Expedition, choose Define,
User Preferences, then click the General tab and review the Path to
Reports and Path to Forms fields at the bottom of the User Preferences
dialog box.

For details on report and form The name of each form environment starts with f_, while report environ-
environments, see Appendix ments start with r_. Report environments include reports, dunning letters,
B, Expedition Environments.
and multiproject reports.

In Expedition, a report contains comprehensive data from an active


Expedition project or project group, while a form is a representation of
one Expedition document, such as a letter or request for information
(RFI).

In InfoMaker, most Expedition reports and forms are created in a list


format, which enables you to use the same procedures to modify them in
InfoMaker.

For details on using environ- After you start InfoMaker, perform one of the following steps from the
ments, see Chapter 2, main window:
Managing Your Environment
in the InfoMaker User’s
Guide. ■ Click the Report button. You are prompted to open or create a report
in the last environment that was open (this environment is the location
of the .PBL files for a particular type of document, such as a
Notepad).
■ Click the Environment button to display the last environment used
and all reports contained in that environment. If necessary, change the
environment to find the report you want. Primavera recommends this
method because Expedition reports reside in different environments,
or .PBL files.
Customizing Expedition Reports using InfoMaker 449

Choose File,
Open, to select
another
environment
(.PBL file). By
default,
Expedition
reports and
forms are
located in
Expwin\Reports
and
Expwin\Forms.
450 Part 6: Working with Expedition Reports and Forms

Anatomy of an Expedition Report


Expedition reports, forms, and dunning letters can be broken down into
several sections. Each section is made up of a shaded area that contains
report data and a gray band identifying the section. The gray band is
positioned below the section to which it belongs.

Report header

Group header
Details
Group trailer
Report summary
Report footer

Header band The Header band contains information that appears at the
top of every page in the report. When InfoMaker generates the report, the
presentation style determines the contents of the Header band. Almost all
of Expedition’s reports, forms, dunning letters, and multiproject reports
use the list presentation style, so the headings are displayed in the Header
band, and the columns are displayed in the Detail band.

Detail band The Detail band displays data retrieved from the active
project or project group in Expedition. Almost all of Expedition’s reports,
forms, dunning letters, and multiproject reports use the list presentation
style, so the Detail band displays column names. You can specify the
information InfoMaker should display for each column of the report, and
you can add other objects, such as text, pictures, drawing objects, and
graphs.

Summary and footer bands The Summary band is positioned after


all the detail rows, often summarizing the information in the report. The
Footer band displays at the bottom of each page of the report. You can use
this band to display the page number and name of the report. These bands
can contain any InfoMaker objects, including text, drawing objects,
graphs, and calculated fields that contain totals.
Customizing Expedition Reports using InfoMaker 451

Using InfoMaker’s Design Mode to Edit Expedition


Reports
When you open a report, you enter InfoMaker’s design mode, and another
toolbar displays at the bottom of the InfoMaker window. It contains
buttons that enable you to edit the design of the report by organizing
existing data, inserting new data, or inserting and formatting objects.

You can use the following formatting buttons in the Design toolbar in
InfoMaker to make your printed Expedition report meet your company’s
requirements.

To modify an existing report, open the report and choose File,


Save As, to make a copy of the report. Then use the copy to
make your changes.

Button Function

Display your report with data. You can print the report, save it
in a different format, or send it via e-mail. Click this button to
toggle between Preview and Design mode.

Define the tables and columns to include in the report and how
the tables are related. You can also group, sort, and filter the
data in this mode. Click this button to toggle between Data and
the Design mode.

Save the report.

Undo your last command.

Remove the selected object from the report.


452 Part 6: Working with Expedition Reports and Forms

Button Function

Create an object in the report using the Objects drop-down


toolbar. Click the down arrow to select the following types of
objects: text, pictures, lines, ovals, rectangles, rounded
rectangles, columns, calculated fields, graphs, reports, OLE
objects, and large binary or text database objects.

Select the foreground color for the selected object using the
Foreground drop-down toolbar. Click the down arrow to select
a color.

Select the background color for the selected object using the
Background drop-down toolbar. Click the down arrow to select
a color.

Specify a border style for the selected object using the Borders
drop-down toolbar. Click the down arrow to select border style.
Available border styles include None, Underline, Box,
Shadow, 3- D Raised, 3-D Lowered, and Resize.

Align, size, or space selected objects in the report using the


Layout drop-down toolbar. You can align objects along the
left, right, top, or bottom edges; align objects along horizontal
or vertical centers; equalize the distance between objects along
the horizontal or vertical axis; or equalize the height or width
of objects. Click the down arrow to the right to display the
Layout toolbar.

Automatically set the height of the field based on the height of


the data displayed in the field.

Slide objects in the report to remove unwanted white space


using the Slide drop-down toolbar. Click the down arrow to
select the direction you want to slide objects. You can slide
objects to the left, above all, or directly above.

Use currency format for the selected columns or fields.


Customizing Expedition Reports using InfoMaker 453

Button Function

Use percent format for the selected columns or fields.

Don’t display after the first newspaper column.

Open the Property Sheet of the selected object. If no objects are


selected, open the Property Sheet for the report or form.

Close the report or form.


454 Part 6: Working with Expedition Reports and Forms

Organizing Information in a Report


The instructions in this section use the Submittal Log Report (r_sb_01) in
R_SUBMTL.PBL.

For more information on Sort the report Choose Rows, Sort, to open the Specify Sort Columns
sorting, grouping, and dialog box. Drag sbmt_package_number and sbmt_submittal_no from the
filtering reports, see Chapter
16, Previewing and Printing Source Data section to the Columns section to sort the report by package
Reports and Chapter 19, number and sort the submittals within each package by submittal number.
Filtering, Sorting, and Mark the Ascending checkbox to use ascending order for the sort. If you
Grouping Rows in the
InfoMaker User’s Guide. want to sort in descending order, clear the Ascending checkbox.

InfoMaker sorts first by package number,


then by submittal number.

After you sort the data, you can display your report with data. Click the
Preview button in the Design toolbar. If the package number is repeated
many times in the report, group the data by package number to show each
package only once.

Group the report Choose Rows, Create Group, to open the Band
Object dialog box. Click the Definition tab, then drag
sbmt_package_number from the Source Data section to the Columns
section. Click OK.
Customizing Expedition Reports using InfoMaker 455

Mark to start a new


group on a new page.

Mark to start the page


number at 1 for each group.

The report includes a header and a footer for each submittal package
number. To format the header and footer, click the Group Header band for
the submittal package number, and drag it down. This creates space for the
data you want to include in the group header. Select
sbmt_package_number from the Detail band, and drag it into the group
header. Refer to the following Submittal Report:
456 Part 6: Working with Expedition Reports and Forms

For more information on Filter the report To filter the report so that only the data you require are
filtering reports, see Chapter included, choose Rows, Filter. In the Specify Filter dialog box, select
16, Previewing and Printing
Reports and Chapter 19, sbmt_status to filter the report using submittal status. InfoMaker uses
Filtering, Sorting, and functions to create filter statements. Type “=” for “equals,” then type the
Grouping Rows in the value you want the filter to select in quotation marks, for example,
InfoMaker User’s Guide.
“NEW.” The case must match exactly for the filter to find the correct
records.

Click Verify to ensure that the filter expression is correct, then click OK to
save the filter with the report.

You can use this method to filter the Submittals Report by ball-in-court
(BIC), required start date, or required finish date.

You can use functions to create a variable value for the filter expression;
for example, filtering with the sbmt_required_finish field and selecting
Today() from the Functions list creates a filter that selects only submittals
with a required finish date matching the computer’s current date.

Prompt for criteria when you run a report You can configure a
report to inform InfoMaker which data you require when you run the
report. Selection criteria are similar to filters, but selection criteria limit
the rows that are retrieved from the database, while filters limit the display
of rows in the report to a subset of the rows already retrieved.

Choose Rows, Prompt for Criteria, to open the Prompt for Criteria dialog
box. Select the column you want to use for criteria, then click OK. You
can select more than one field on which to prompt for criteria. InfoMaker
displays only records that match all criteria.
Customizing Expedition Reports using InfoMaker 457

If you want to use multiple


criteria, select a column,
then press Ctrl and select
another column.

When you preview the report, InfoMaker displays the Specify Retrieval
Arguments dialog box and then the Specify Retrieval Criteria dialog box.
You must specify a criteria for each field to successfully generate the
report. You can specify more than one criteria for each field. InfoMaker
displays records that match any criteria.

The following report used Prompt for Criteria to retrieve submittal


packages in which the BIC was DESIGN or MECH:
458 Part 6: Working with Expedition Reports and Forms

Formatting Elements in a Report


The instructions in this section use the Submittal Log Report (r_sb_01) in
R_SUBMTL.PBL. You can format this report using the following
techniques:
■ Changing orientation
■ Modifying text
■ Removing, aligning, and spacing columns
■ Changing fonts and point size
■ Adding shading for emphasis
■ Sizing objects equally

Landscape vs. portrait The Submittal Log Report was created in


portrait orientation, but you can print it in landscape orientation.
To change the orientation, first make sure no objects on the report are
selected, then click the Properties button in the Design toolbar to open the
Report Object dialog box. Click the Print Specifications tab, then select
Landscape in the Orientation field. Click OK.

Edit text blocks You can edit existing text, such as headings, on any
portion of a report. Click Rcvd. in the Header band, then click the
Properties button in the Design toolbar. Click the General tab, then type
Received in the Text field. Click OK to save the text change.
Customizing Expedition Reports using InfoMaker 459

For details on adding text Remove columns You can remove unwanted columns from
blocks and columns, see Expedition reports without removing the required database table links.
Creating Custom Reports and
Forms with InfoMaker. Press Ctrl and select both the field and its column heading, then press
Delete. For example, to delete the Ball In Court field, press Ctrl and select
the BIC text box in the Header band and the sbmt_ball_in_court field in
the Detail band, then press Delete.
Space and align columns After replacing the Rcvd heading with
Received, this column no longer lines up properly with the Latest Dates
column. To align and space columns equally, press Ctrl and select the
Latest Dates column heading first, then the Received On column heading.
Choose Edit, Align Objects, then click the Align Left Edges to First
Selected button (InfoMaker displays the description of each button in the
status bar). This procedure aligns the Received On heading and the Latest
Dates column along their left edges.

Change fonts and point size To change font and point size for the
entire report, choose Edit, Select, Select All. Select Times New Roman in
the Font field and 8 in the Point Size field. Click anywhere in the report to
save the changes.

All items in the report change to 8-point, Times New Roman font. If
necessary, realign the column headings with their data fields.

Add shading for emphasis You can add a shaded bar behind infor-
mation in a report, such as a group header, to make it stand out. To add
shading to an object, you must first change its properties.
Select the sbmt_package_number field in the Header Group band, then
click the Properties button in the Design toolbar to open the Column
Object dialog box so you can specify properties for the column. Click the
Font tab. In the Text Color field, select White. This makes the text white
so that it stands out against the shaded background. In the Background
field, select Black. This makes the background of the text box black.
460 Part 6: Working with Expedition Reports and Forms

Set other text


attributes for the
column if
necessary.

InfoMaker
displays a
sample of the
formatted text.

For details on adding objects, Size objects equally You can size objects equally by using the Layout
see Creating Custom Reports drop-down toolbar. First, select the object that is the correct size. Press
and Forms with InfoMaker.
Ctrl and select the black line at the bottom of the Header band and the
sbmt_package_number field in the Header Group band. Click the Layout
drop-down toolbar in the Design toolbar, then click the Size W button to
make the sbmt_package_number field the same size as the line. This
makes the field cover the width of the report so that groups are empha-
sized.
Customizing Expedition Reports using InfoMaker 461

Previewing Reports
The instructions in this section use the Submittal Log Report (r_sb_01) in
R_SUBMTL.PBL.

When you finish changing the Expedition report, choose File, Save As, to
save your report using another name. Primavera recommends using a
different name for your tailored reports so that you retain the original
Expedition report if you need to revert back to it later.

To preview your changes from InfoMaker, click the Preview button in the
Design toolbar.

InfoMaker prompts you for retrieval arguments. Most Expedition reports


require you to enter the project name and Company Directory for the
report. If you use project contacts, enter the project name for the
vendor_type retrieval argument. If you use group contacts, enter $GROUP
for the vendor_type retrieval argument.

Enter the project name as the


project_name retrieval
argument.

Enter the Company Directory


you are using as the
vendor_type retrieval

InfoMaker prompts you for selection criteria. Selection criteria restrict the
information that InfoMaker includes in the report. Refer to the instructions
provided earlier in this chapter.
462 Part 6: Working with Expedition Reports and Forms

If you modify the report using the steps outlined in this chapter, your
Submittal Log Report looks like the following example:

Troubleshooting report preview If you receive an error message


when you try to preview a report from InfoMaker, you may not be
connected to the correct database.

For details on creating Click OK, and InfoMaker displays the report without any information.
database profiles in Close the Preview window and return to your report. Click the DB Prof
InfoMaker, see the technical
bulletin, Profile.PDF. button in the InfoMaker PowerBar to select the correct database profile for
your report. Select the name of your project group in the Database Profiles
dialog box, then click OK. Expwin is the default database group for new
installations of Expedition. If you create other project groups for
Expedition, you need to create database profiles for them in InfoMaker.

After you select the correct database profile for InfoMaker to use, click the
Preview button in the Design toolbar again.
Customizing Expedition Reports using InfoMaker 463

Running a Report Series and Multiproject Reports


You can generate standard and custom reports in a series by creating
executable files in InfoMaker. You may want to use this option to group
reports that are run every week or every month or to enable reporting for
multiple projects in the same project group.

To create an executable application, first determine which reports or forms


you want to include in the executable. Cost Worksheet Reports are used in
the examples in this section.

Create an executable Start InfoMaker and select the environment


(.PBL) that contains the reports you want to use in your executable. For
Cost Worksheet Reports, select R_COST_PBL. Press and hold the Ctrl
key and select the reports to include in your executable. Select any three
(or more) reports relating to budgeted costs. Choose Entry, Create
Executable.

In the Create Executable Wizard, enter a title and filename for the
executable, or click Browse to select an existing filename. Click Browse
in the Executable Icon field to select an icon for your executable.

A preview of the selected icon

Click Finish to use the default entries.


464 Part 6: Working with Expedition Reports and Forms

When an executable is created and saved, a corresponding


.INI file is also created and saved in the same folder. This file
is given the same name as the executable, but it has an .INI
extension (for example, BUDGET.EXE and BUDGET.INI).
Both files are required for proper execution.

Run the executable Run the executable you created in the previous
steps by clicking Start on the Windows desktop and then choosing Run.
Click Browse and select the executable file.

In the Run dialog box, click OK to open the executable application. Click
the Reports button in the toolbar and select one of the reports you included
in your executable. Click OK.
Customizing Expedition Reports using InfoMaker 465

For details on retrieval In the Specify Retrieval Arguments dialog box, enter the retrieval
arguments, see Adding arguments that all the reports, by default, have associated with them.
Retrieval Arguments to a
Report in the next chapter.
This example uses the DEMO project, so enter DEMO for both the
project_name and vendor_type, then click OK. This produces a preview of
your report.

To print the report, choose


File, Print.
466 Part 6: Working with Expedition Reports and Forms

You can use the Filter, Save your report in a different file format You can establish an
Retrieve, and Sort export file from the executable application. Open the report, then choose
commands from the Rows File, Save Rows As, to create the export file from the report data shown.
menu in the executable In the Save As Type field, select the appropriate extension for the file type
application just as you compatible with the application to which you are exporting the data. For
would in a regular report.
example, to import the report data into Microsoft Excel, save the report
with an .XLS extension.

Use these instructions to Execute a multiproject report Multiproject reporting combines data
create additional multi- from multiple projects into one report. The first steps in executing a multi-
project reports. Standard project report are to determine the report(s) you want to run, modify them,
multiproject reports have then create an executable that contains the modified reports. Since the
an m_ prefix to distinguish existing reports are designed to select data from one project and either
them from single project
group or project contacts, you need to change the retrieval arguments to
reports.
match your multiproject reporting needs. In addition to changing the
retrieval arguments, you may want to adjust your filter and sort criteria to
accommodate data from the other projects you include.

In InfoMaker, select the report you want to execute using data from
multiple projects. For example, select r_cw_03 from the R_COST_PBL
environment. Choose File, Save As, and give the report a different name,
for example, m_cw_03. If you want to select specific projects for your
report, rather than all projects in the group, click the SQL Data button in
the Design window toolbar. In the PROJ table in the SQL Select window,
select the Project Name field.
Customizing Expedition Reports using InfoMaker 467

This field is selected by default.

Click the SQL Select button to return to the Design window, then scroll
the window to the right and delete the Project Name field you just added.

Select this field, then press Delete.

Choose Rows, Prompt for Criteria. Select Project Name, then click OK.
InfoMaker automatically prompts you for the project name when you run
the report.
468 Part 6: Working with Expedition Reports and Forms

If the report you select does not contain any information from the Contact
table (VNMT and/or VNDT), click the SQL Data button in the Design
window toolbar, then right-click the Contact table (VNMT and/or VNDT);
click Close.

From the SQL Select window, remove the vendor_type retrieval argument
from the report. Choose Design, Retrieval Arguments. Delete both lines,
then click OK.

Select each line,


then click Delete.

In the Where tab at the bottom of the window, right-click each line, then
choose Clear. You can now run this report and print data from all projects
in the group, or you can select specific projects if you selected the Project
Name field in the PROJ table in the SQL Select window.

Perform these steps for each project you want to include in the executable
created for multiproject reporting.
469

Creating Custom Reports and Forms


with InfoMaker
Expedition provides flexible reporting features
In this chapter to meet your reporting requirements. In
addition to the predefined reports included
Using an Existing Expedition
Report as a Template with Expedition, you can use InfoMaker to
Working with Tables and create new reports.
Columns
Adding Elements to a Report This chapter includes instructions for creating
Using Custom Fields in Reports a custom Expedition report by using an
and Forms existing report as a template and for creating a
Creating New Expedition Reports custom Expedition report using InfoMaker’s
or Forms
database connectivity features. For more
Adding Retrieval Arguments to a
Report detailed information about InfoMaker, consult
the InfoMaker online manuals.
470 Part 6: Working with Expedition Reports and Forms

Using an Existing Expedition Report as a Template


Expedition reports, forms, This section explains how to create a new Expedition report in InfoMaker
and dunning letters are all using an existing Expedition report, form, or dunning letter as a template.
considered reports in Using an existing report as a template can save a significant amount of
InfoMaker. time because tables and fields are already partially defined for you.
Always make a copy of the predefined report first, by choosing File, Save
As, and then assigning the copy a different name.

When you use an existing report as a template, you can add elements such
as pictures, text, and data columns (such as custom fields) to customize the
report for your company. To include all the elements you want, you may
need to change tables and columns defined for the report.

When you open Expedition, an ODBC connection for the


default database is automatically created for InfoMaker.

Create a new report from an existing one Use an Expedition


report that contains the type of information you want to use in a new report
as a template. This example uses a Submittal Report. Open InfoMaker,
then click the Environment button in the PowerBar; choose File, Open,
then select the R_SUBMTL.PBL library from the Expwin/Reports folder.
Double-click r_sb_01 to open the Submittal Log Report, then choose File,
Save As, and save the report as r_sb_01b or specify another unique name.
Creating Custom Reports and Forms with InfoMaker 471

Working with Tables and Columns


When you use an existing report as a template you do not have to specify
all of the tables and their relationships to define the fields included in the
report. In InfoMaker, the tables and links are already defined for each
Expedition report. To customize a report, you can add a new table or
create new links as necessary.

Add another table to the report In this section, you will add the
package title to the Submittal Log Report so that it is printed next to the
package number. Since the package title is stored in another table (SBPK),
you must add that table to the report by clicking the SQL Data button to
open the SQL Select window.
Click the SQL Data button in the Design toolbar at the bottom of the
window, then click the Tables button. Scroll down through the list of
tables in the Select Tables dialog box, select SBPK, then click Open.

Scroll down through the list of fields in the SBPK table, select the Title
field, then click it to make it available in the report. Click the = between
the SBPK and VNMT table, then click Delete in the Join dialog box.

For details on table relation- Link the SBMT table with the SBPK table. To link two tables, one field
ships, see the Expedition must be common to both. In this example, the common fields are
Database Table Relationships
topic in the Help. sbmt_parent_key and sbpk_master_key. To include the title for the
package in the report, link these two tables. Click the Join button, then
select parent_key in the SBMT table and master_key in the SBPK table. A
line connects the two fields.

For more information about Click the SQL button to return to the Design window. Note that sbpk_title
the Join function, refer to is listed on the far right side of the Detail band (you may need to scroll to
InfoMaker’s online User’s
Guide. the right to see it). Move the column into the Group band by dragging
sbpk_title in the band next to package_number. Select sbpk_title, then
click the Properties button in the Design toolbar to edit the font style so
that it matches that of the package_number field.
472 Part 6: Working with Expedition Reports and Forms

For more information about Click the Preview button in the Design toolbar to preview the report.
creating a group, see the
Tailoring Expedition Reports
Using InfoMaker chapter. Use DEMO for both retrieval arguments here. When you
create your own single project reports, use your project name
for the values for both retrieval arguments (if you use group
contacts, use $GROUP for the vendor_type retrieval
argument).

Your report should look similar to the following:

Click the Preview button to return to the Design window.


Creating Custom Reports and Forms with InfoMaker 473

Adding Elements to a Report


You can add several different types of objects to Expedition reports to
enhance their appearance or content. The instructions in this section use
the Submittal Log Report (r_sb_01) in R_SUBMTL.PBL.

To add elements to a report, use the Objects drop-down toolbar in the


Design toolbar.

Click the down arrow to open the


Objects drop-down toolbar.

For more information on Add text blocks You can add text to any portion of a report. For
adding objects to reports, see example, the Submittal Log Report is sorted by package number, but this
Chapter 17, Enhancing
Reports in the InfoMaker information is not indicated anywhere in the report. You can add text that
User’s Guide. identifies the sort by creating a new text block in the report header. Click
the Text button in the Objects drop-down toolbar, then click in the header
to create the new text object. InfoMaker places the text object in the
workspace with the word text. Drag the text block to the desired location.
For this example, place it under the Submittal Log text box in the header.
Double-click the new text block to edit the text in the Text Object dialog
box. Click the General tab, then, in the Text field, type By Submittal
Package Number. Click OK.
For details on aligning To improve the appearance of the report, you can align objects. Press the
objects, see the Tailoring Ctrl key, then select the Submittal Log text block and the By Submittal
Expedition Reports Using
InfoMaker chapter. Package Number text block. Click the Align CV button in the Layout
drop-down toolbar to align the vertical centers of the text boxes.
474 Part 6: Working with Expedition Reports and Forms

Aligns objects along the


center of the vertical axis

Click the down arrow to open the


Layout drop-down toolbar.

Add drawing objects You can add drawing objects such as rectangles,
rounded rectangles, lines, and ovals to a report to enhance its appearance.
Drawing objects can be used to group objects in a report or to highlight
information. For example, you can add a colored rectangle behind a group
of objects.

Adds an oval

Adds a line Adds a rectangle

Adds a rounded rectangle


Creating Custom Reports and Forms with InfoMaker 475

Click the Rectangle button on the Objects drop-down toolbar, then click in
the header. InfoMaker inserts a black rectangle in the Header band. Right-
click the new rectangle, and choose Properties from the pop-up menu. In
the color area, choose Transparent for the line color and Blue for the Fill
Color. This colors the rectangle blue with no border. Press Ctrl and select
the black line at the bottom of the header, then select the blue rectangle.
Click the Size W button on the Layout drop-down toolbar, then click the
Align L button on the Layout drop-down toolbar. Choose Edit, Send To
Back. The blue rectangle displays behind the column headers.

Add pictures You can place a picture, such as a company logo, in a


report to enhance its appearance. When you place a picture in a band, the
picture displays each time the contents of that band displays. For example,
if you place the picture in the footer, the picture appears at the bottom of
each page.

Click the Picture button on the Objects drop-down toolbar, then click in
the Footer band. Click the General tab in the Picture Object dialog box,
then click Browse in the File Name field, select a bitmap (.BMP) file, and
click OK. Drag the gray Footer band down to create enough space in the
footer for the picture, then drag the picture to the desired location.

For more information on Add calculated fields You can use calculated fields to display the
using calculated fields in following:
reports, see Chapter 17,
Enhancing Reports in the ■ Calculations based on column data that change, for example calcu-
InfoMaker User’s Guide.
lating a monthly salary from an annual salary
■ Summary statistics such as the number of items in each group
■ Concatenated fields such as first name and last name
■ System information such as the date and time
476 Part 6: Working with Expedition Reports and Forms

Click to place an average Click to place a user-defined calcu-


field in the report. lated field in the report.

Click to place a sum


field in the report. Click to place a count field in the Summary band
or in the Group Trailer band in the report.

Click to place a page n Click to place a field containing the current


of n field in the report. date in the report.

For more information on Add columns Each Expedition report in InfoMaker is associated with
columns, see the Tailoring tables from the Expedition project group. Any of the fields in those tables
Expedition Reports Using
InfoMaker chapter. can be included in your report.

Click the Column button in the Objects drop-down toolbar, then click the
position in the report where you want to insert the column. Choose the
column from the Select Column dialog box, then click OK.
Creating Custom Reports and Forms with InfoMaker 477

Using Custom Fields in Reports and Forms


You can make reports and forms more meaningful by including the
custom fields defined in a project. After you define custom fields in
Expedition (choose Define, Custom Fields, when no project is open), and
then assign values for them in specific logs, you can use a log’s data table
and include the custom field value in the InfoMaker report or form you are
generating. Once you design the report with the custom field data, you can
use the custom field to group and/or sort the report information.

The instructions in this section add custom fields for safety-related issues
from Notepad to the d_nt_01 dunning letter. The following custom fields
are assigned to the Notepad Detail table in Expedition’s DEMO project to
make it easy to create this report:
■ osha reference
■ safety category
■ csi references
■ priority
■ fine

Customize a report using custom fields For this example, open


the R_NOTEPD.PBL environment and select d_nt_01 (Dunning Letter –
Notepad Items Due) from the list.

Save d_nt_01 as d_nt_01a before modifying the dunning letter.

Select the from_company_name field in the Header band and italicize it


by clicking the I button at the top of the window under the toolbar.
Double-click the Note Pad Items Due text after Re: in the Header band.
Click the General tab, then change the Text section to Safety Items Due.
Click OK.

After you select a text field, InfoMaker replaces the text as


soon as you begin typing.

Double-click the Please note... paragraph at the top of the letter and
replace it with the following text in the General tab in the Text section.

The following safety violations were observed by our Resident Engineer on the dates
indicated. These incidents were reported to your superintendent and have not been
addressed to date. The items are listed by priority level with the associated fine.
478 Part 6: Working with Expedition Reports and Forms

Select the Note Pad column header and type Safety. Add two new
headings called Fine and Safety Ref. # between the Notes and Status
columns. Click the Text button in the Objects drop-down toolbar, then
move the pointer to the position where you want to place the new heading.

Click the SQL Data button, and use the scroll bar to locate the NPDT
table. Scroll down through the table and select the osha_reference,
safety_category, priority, fine, and safety_source fields to make them
available in the report.

Choose Rows, Create Group, from the menu, and select npdt_priority
from the list on the left and drag it to the empty list on the right; click OK
to create the Group band. Drag the new band down to make room above it.
To add the priority description to the 2:header group npdt_priority band,
click the Column button in the Objects drop-down toolbar, then click in
the space above the band. Select npdt_priority from the list in the Select
Column dialog box, then click OK.

To add emphasis to the priority field, change the color and size of the text.
Right-click the npdt_priority field, then choose Properties. Click the Font
tab, then select 12 in the Size field and Red in the Text Color field.

To add the custom fields to the Detail band, click the Columns button in
the Objects drop-down toolbar, click above the Detail band after the
npdt_notes field, then select the npdt_fine field. Repeat this procedure to
add the npdt_safety_source field to the Detail band. Make sure you align
the data columns in the Detail band with the columns in the Header band.

Finally, change the text beginning with “Your prompt attention...” at the
bottom of the letter to the following text:

Please correct these violations as soon as possible and notify this office of the corrective
action taken. Thank you for your cooperation in this manner.
Preview the letter; it should appear as follows:
Creating Custom Reports and Forms with InfoMaker 479
480 Part 6: Working with Expedition Reports and Forms

Creating New Expedition Reports or Forms


Expedition reports, forms, This section explains how to create a new InfoMaker report using
and dunning letters are all submittal data. Creating a report for InfoMaker involves specifying the
considered reports in Expedition tables and fields you want to use in the report.
InfoMaker.
Create a new report in InfoMaker Select the data source and presen-
tation style. Save the report in an InfoMaker environment (.PBL) file. Add
and link database tables for the report, then select fields to include in the
report. Add retrieval arguments (external report variables) to the report,
and make any format changes to the report.

The remainder of this chapter describes in detail how to perform these


steps; the DEMO sample project is used in the examples.

When you set up and open Expedition, the Setup program


automatically creates an ODBC connection for the default
database.

Add a report Open InfoMaker, then click the Environment button in the
InfoMaker PowerBar; choose File, Open, then select the
R_SUBMTL.PBL library from the Expwin\Reports folder. The new report
is saved in this InfoMaker environment. Click the first Report button in
the toolbar at the top of the workspace. In the Select Report dialog box,
click New. Select Quick Select in the Data Source section and Tabular in
the Presentation Style section, then click OK.

Add a table to the report These steps enable you to create a Ball in
Court Submittal Report. To begin, select the SBMT table (master
submittal table) and the VNMT table (the table containing company
names for Ball-in-Court [BIC] fields). In the Quick Select dialog box,
select SBMT in the Tables list; use the scroll bar if necessary.
Creating Custom Reports and Forms with InfoMaker 481

Select fields to include in the report In the Columns list, select


each of the following data fields, in the order listed. Each data field you
select will be included in the report:

1 package_number 2 submittal_no
3 latest_recvd_date 4 latest_sent_date
5 latest_return_date 6 latest_forward_date
7 status 8 ball_in_court

Fields are transferred to the bottom section of the Quick


Select dialog box in the order in which you select them. The
fields are listed in alphabetical order in the Columns list,
except for the key fields which are always at the top.

For details on how to add and Click OK to open the Report Design window. Define the report by adding
edit objects in reports, see the text, objects, pictures, columns, and calculated fields you want in the
Adding Elements to a Report
earlier in this chapter. bands.
482 Part 6: Working with Expedition Reports and Forms

Your report definition may look like the following example:

A simple report with


headers and fields

For instructions on how to Establish links between tables Suppose you want to print the full
add the VNMT table to the company name for the BIC contact in your report instead of only the
report, see Working with
Tables and Columns earlier in contact code. Since the company name is stored in another table (VNMT),
this chapter. add the VNMT table to the report, then link it with the SBMT table.

For details on table relation- Link two tables This section explains how to include the full company
ships, see the Expedition name of each BIC contact in the report. Since the full company name is
Database Table Relationships
topic in the Help. stored in VNMT, and the BIC contact is stored in SBMT, the two tables
must be linked with a common field. In this example, the common fields
are ball_in_court (SBMT table) and vendor_abbrev (VNMT table); these
fields contain the same information.

To establish a link between the SBMT and VNMT tables, follow the
instructions in the Working with Tables and Columns section earlier in this
chapter. Then add the field and a heading for it to the report by following
the instructions in the Adding Elements to a Report section earlier in this
chapter.

Choose File, Save As, and name the new submittal report r_sbmtbic_01.
This report is automatically saved in the R_SUBMTL.PBL environment
since you opened this environment at the start of this session. You can
access this new report from the R_SUBMTL.PBL environment from
within Expedition.

For more information about When saving a report or form, begin all form names with f_, all
where to save reports, see single project report names with r_, all multiproject report
Appendix B, Expedition names with m_, and all dunning letters with d_. Expedition
Environments.
cannot detect reports named any other way. For example,
Expedition recognizes f_rfi10, but not fp_rfi10 or rfiform.

The next step is to add the retrieval arguments to print the report.
Creating Custom Reports and Forms with InfoMaker 483

Adding Retrieval Arguments to a Report


Retrieval arguments are external report variables that enable another
program such as Expedition to pass parameters to an InfoMaker report.
Expedition passes several retrieval arguments to a report so it displays
data for the current project and, for Expedition forms, the current
document.

Expedition reports and dunning letters have two retrieval arguments:


■ project_name
■ vendor_type (vendor is synonymous with contact)

Since Expedition can store more than one project in the same database,
project_name is used as a retrieval argument so the report contains only
data from the current project. Multiproject reports contain data for all
projects in a group (or one database); therefore, no retrieval argument is
necessary when you run this report type.

Since you can configure Expedition to use either project or group contacts,
vendor_type is used so the report includes the appropriate set of contacts.
Group contacts are assumed for multiproject reports.

Expedition forms have two retrieval arguments:


■ master_key
■ vendor_type (vendor is synonymous with contact)

Master_key limits report data to the current document.

Vendor_type ensures that the report contains the correct set of contacts.

Add retrieval arguments Click the SQL Data button in the Design
toolbar to open the SQL Select window, then choose Design, Retrieval
Arguments, to open the Specify Retrieval Arguments dialog box.
484 Part 6: Working with Expedition Reports and Forms

This pointer indicates the fields


that are currently in focus.

Since this is a single-project report, type project_name in the first Name


field, click Add, then type vendor_type in the second Name field. Select
String in the Type field for both retrieval arguments, then click OK.

For details on retrieval Select String from the Type field for all retrieval arguments
arguments, see InfoMaker’s used by Expedition.
online User’s Guide.

Add selections in the Where tab After you enter retrieval


arguments, add selection criteria to the report to select data based on the
retrieval arguments. Enter these selection criteria in the Where tab at the
bottom of the SQL Select window.
The first character in the Value field must be a colon (:); enter the
following selection criteria:

Select the column data.

Click the SQL Data button in the Design toolbar, then choose File, Save,
to save the report.

After you add retrieval arguments to a report, InfoMaker


prompts you to enter values for them when you preview the
output. Enter the project name, such as DEMO, for both the
vendor_type and the project_name arguments. To test an
Expedition form, test from within Expedition to generate the
correct values for retrieval arguments.
Part 7

Exchanging Expedition
Data
In this part Exchanging Expedition Data with a
Primavera Schedule
Exchanging Expedition Data with Other
Applications
T his part shows you how, with a few simple steps, you
can link to and exchange Expedition data with a
Primavera project.

Exchanging Expedition Data with a Primavera Schedule


describes how you can base Expedition dates on required
schedule dates, stay current with schedule changes, and
update Primavera dates with data from Expedition.

Exchanging Expedition Data with Other Applications


shows you how to export Expedition data to other
applications, such as spreadsheets or databases, and
import data to Expedition from other applications for
submittals, the Company Directory, Cost Worksheet cost
codes and titles, and specification sections using comma-
separated value (.CSV) files.
487

Exchanging Expedition Data with a


Primavera Schedule
This chapter describes how you can review
In this chapter dates from a Primavera schedule from within
Expedition to see how schedule delays or other
Setting Up Primavera Schedules
for Use with Expedition factors affect a project. Once you specify the
Linking to Primavera Projects project schedule to link to the Expedition
Exporting Expedition Data to project, you can use early and actual activity
Create or Status Activities in dates from the schedule to update start and
Primavera Projects
finish dates in Expedition.
Assigning Activity IDs to
Expedition Documents
In addition, export reports enable you to create
Updating Expedition Documents
with Schedule Dates or update activities in the Primavera project
based on Expedition activity data.
488 Part 7: Exchanging Expedition Data

Setting Up Primavera Schedules for Use with


Expedition
If you use Expedition and Primavera project management software, you
can exchange project data between the products in the way that works best
for your organization. This section suggests steps for setting up projects to
benefit from the interchange.

Management checklist Setting up a smooth export/import process


between Expedition and Primavera projects requires some initial planning.
The owner, construction manager, or other person responsible for
managing contracts should work with the Primavera project controls
coordinator to build the schedule and standardize the procedures used to
create and update projects.

You can import Expedition The Primavera project controls coordinator should perform the following
data into Primavera Project steps before importing Expedition data:
Planner (P3) 2.0 or higher,
and SureTrak 1.5 or 1 If you plan to export requisition data to update costs in the Primavera
higher. project, specify two decimal places for calculations in the Primavera
project for compatibility with the Expedition schedule of cost values.
2 When assigning cost codes to activities in the Primavera project, do
not assign resources to activites for which you plan to update costs.
Also, make sure the cost codes are the same as those being used in the
Expedition database from which you are exporting data.
Cost codes exchanged between the Primavera project and Expedition
should be no longer than 12 characters.
Expedition exports one cost account code and corresponding distri-
bution amount per document but will not recognize the cost code for
activities with an assigned resource associated with their cost code.
3 Modify the Primavera project Autocost settings if you want to use
Expedition data to update actual this period, actual to date, and
percent complete quantity and cost data in the Primavera project.
Clear the Actual to Date checkbox for rule 4, both checkboxes for rule
5, and the checkbox for rule 6. By default, activity percent complete is
also updated and changes the remaining duration per activity (rule 1).
If you do not want to link remaining duration and percent complete,
clear this checkbox also.
Exchanging Expedition Data with a Primavera Schedule 489

4 If you plan to create new activities in the Primavera project from


Expedition, define the RESP activity code in the Primavera Activity
Codes Dictionary. The company abbreviation in the Expedition
Company Directory will be assigned as RESP code values for the new
activities during the export.
5 Create an entry in the [Applications] section of the .INI file for the
Primavera project to include the Expedition import application on the
Tools menu in the Primavera project management application. For P3,
the import application’s executable file is called EXPTOP3.EXE and
is included in the \Utils\Exptop3 folder in the Expedition program
folder on the Expedition CD-ROM. Insert the Expedition CD-ROM
in the CD-ROM drive on your workstation to access this file for
For information on installing inclusion on the Tools menu in the Primavera project. For SureTrak,
the Primavera Software
Development Kit, refer to the import utility is built into the application. Choose Tools, Basic
Linking with a Primavera Scripts, then run EXPLINK.SBL. For Primavera Enterprise, install
Schedule in the Planning and the Primavera Software Development Kit after you install P3e.
Adding an Expedition Project
chapter. 6 Notify the person responsible for Expedition contract control that
these steps have been completed.
7 Expedition management links the Primavera project to the Expedition
project and incorporates the schedule activities in the document(s),
then performs the export of data using the applicable export report(s).

Expedition documents linked to activities You can export data


from Expedition to create and update activities in a Primavera project
management application for the following types of documents:

■ Change Orders ■ Punch Lists ■ Submittal Release


■ Contracts/Purchase Orders ■ Requisitions (Schedule of ■ Submittal Preparation
Values)
■ Daily Reports ■ Submittal Approvals ■ Submittal Packages
■ Drawings ■ Submittal Delivery
■ Materials Delivery ■ Submittal Fabrication

You can also create cost accounts and RESP codes in a Primavera
schedule by exporting data from Expedition.
490 Part 7: Exchanging Expedition Data

You can associate and update dates for the following Expedition
documents with Primavera activities:

■ Change Management ■ Materials Delivery ■ Requests and Changes


■ Change Orders ■ Non-Compliance Notices ■ Requests for Information
■ Contracts and Purchase ■ Notices ■ Submittals
Orders
■ Daily Reports ■ Proposals ■ Submittal Packages
■ Drawing Sets ■ Punch Lists ■ Trends
Exchanging Expedition Data with a Primavera Schedule 491

Linking to Primavera Projects


You can link Primavera project data to Expedition through ODBC (Open
Database Connectivity), which enables separate applications to “talk” to
one another. You can create an ODBC connection from Expedition to any
Primavera project group or project. To set up Primavera data for ODBC,
you first need to create data dictionary files (.DDFs) in the Primavera
For information on linking
with Primavera Enterprise, P3 project management application for the project you want to access in
or SureTrak, refer to Linking Expedition. You can then specify the path and project name in Expedition
with a Primavera Schedule in using the Schedule tab in the Project Preferences dialog box (choose
the Planning and Adding an
Expedition Project chapter. Define, Project Preferences).

Even if you do not have access to the Primavera project


management application from your workstation, you can view
schedule data from within an Expedition project.

Note the following conditions before you link a Primavera project group
or project to Expedition:
■ You can link only one Primavera project group or project per
Expedition project.
■ Expedition assumes a continuous, seven-day work calendar for the
linked Primavera project regardless of its calendar assignment in the
Primavera schedule.
■ You must save SureTrak projects as project groups.
■ You must update data dictionary files for the Primavera project each
time you change the Activity Codes Dictionary. For P3 and SureTrak,
choose Tools, Update Data Dictionary. Choose Advanced, then click
Update Now/OK. For Primavera Enterprise, choose File, Commit
Changes, then File, Referesh Data to refresh the data and save
changes.

One set of .DDF files Link Expedition to a Primavera schedule First, create the data
contains multiple project dictionary files for the project you want to access by opening the project in
data. the Primavera project management application and choosing Tools,
Update Data Dictionary. Choose the Advanced option to update all data
fields and use the other defaults in the dialog box, then click OK. Two
files, FILE.DDF and FIELD.DDF, are created in the current project folder.
Exit the Primavera project management application, then open the
Expedition project to which you want to link. Choose Define, Project
Preferences, then click the Schedule tab.
492 Part 7: Exchanging Expedition Data

To link to a specific project in a


Primavera project group,
select the Primavera project
group name and project ID.

Mark to filter underway


activities by RESP code
assignment for daily reports.

If you change the Expedition Project Preferences Schedule tab to link to a


different Primavera project group or project after you associate activities
from the schedule with Expedition documents, you must also change any
Expedition documents associated with activities that no longer exist.

When a user schedules or modifies dictionaries in a Primavera project


management application, project data are locked exclusively. If you work
in a multiuser environment, you can mark the Connect to Schedule as
Needed checkbox in the Expedition User Preferences General tab to
instruct Expedition to open and close Btrieve connections to the Primavera
project management application as necessary. This minimizes interference
when a user modifies the Primavera schedule. To keep the Btrieve
connection open in Expedition, clear this checkbox.
Exchanging Expedition Data with a Primavera Schedule 493

Display a list of all activities in the linked Primavera project


Double-click Schedule in the Project Information folder in the Project
View.

Expedition lists activities by early


start date.

Expedition displays this schedule icon in the lower right corner to


indicate that the current project is connected to a Primavera schedule.

For details about filtering and Sort or filter schedule data You can also sort and filter the list of
sorting, see Filtering and activities in the Schedule window to view activities for a specific date,
Sorting in the Working with
Log and Document Windows date range, RESP code, or other information. Expedition provides several
chapter. standard sorts and filters. Open the Schedule window and choose
Organize, Filter, or Organize, Sort. Select a standard filter or sort, or
create a new one.

Because Primavera project management applications store


data in a different format than Expedition, some small differ-
ences exist in the syntax of the criteria that select activities
based on dates. Primavera recommends that you look at the
sample filters to see the syntax (in the Filter Expression dialog
box in Expedition) before you create a new filter based on
dates.
494 Part 7: Exchanging Expedition Data

The following example uses an Early Finish (EF) within 180 Days filter
and is sorted in activity ID order.
Exchanging Expedition Data with a Primavera Schedule 495

Exporting Expedition Data to Create or Status Activities


in Primavera Projects
You can create activities and update actual dates and costs for Primavera
activities based on the associated Expedition document for which you
have recorded start or completed dates. Use Primavera Enterprise/P3/
SureTrak activities to update submittal activity dates. If you choose to
update submittals from the schedule, the dates are updated from the linked
application. When you select a Ref Activity in the Approval Period field,
the actual start date becomes the required finish date, and the actual start
date becomes the required start date. If you choose to update submittals
from the lead time, the dates are calculated based on the duration of each
schedule activity.

If you are not using schedule activities to update submittal activity dates,
you can manually enter the dates for each submittal activity in the Start
and Finish fields. Mark the checkboxes when each activity has started or
finished.

For a complete list of the When you create new activities in the Primavera project from Expedition,
Primavera data created or the activity ID and description, early start, early finish, cost code and title,
updated during the export, see
the Fields Expedition Exports and company abbreviation (for the RESP activity code in the Primavera
to Primavera Schedules project) are added.
appendix in Part 8.
Expedition data are exported via reports located in the SCHEDULE.PBL
environment; you can also run the reports using InfoMaker. Although you
can use InfoMaker to modify export reports and save them in .CSV
format, the resulting file format may not match the format required to
successfully import to the Primavera project.

For a complete list of reports Use Expedition export reports You can export Expedition data for
that you can use to export use in a Primavera project using any of the export reports provided in the
data to Primavera schedules,
see the Expedition Environ- SCHEDULE.PBL report environment. Each report contains the infor-
ments appendix in Part 8. mation required from Expedition to create and status activity data in the
Primavera schedule.
You can open an export report in Expedition’s Print Preview and then
choose File, Save As, to save the report in .CSV format. You can export
data to Primavera projects from submittals (for the seven different activity
types), submittal packages, materials deliveries, change orders, punch
lists, contracts and purchase orders, punch lists, and requisitions.
Primavera uses a separate Expedition Schedule Update program to import
the Expedition data.
496 Part 7: Exchanging Expedition Data

The old R_EXPORT.PBL Export Expedition data to Primavera projects Choose Tools,
environment is still Update Schedule, to automatically select the SCHEDULE.PBL report
available for users who library, which is the report environment for export reports.
upgraded to Expedition 6.0
and created customized
schedule export reports.

Select the report that corresponds to the type of export you want to
perform. Reports are available for information about contracts and
purchase orders, change orders, contacts, cost codes and titles, specifi-
cation sections, materials delivery, punch lists, requisitions, submittal
packages, bid packages, and submittals. For example, to export submittal
approval activities to create these activities in the Primavera project, select
r_sa_update from the list. Click Print Preview after you select a report.

This sample report shows both


create and update rows from a
punch list export.

Expedition exports different


data in each SCHEDULE.PBL
report. The activity ID and
description, vendor code, and
start/finish dates are used to
create or update the activities
in the Primavera schedule.
Exchanging Expedition Data with a Primavera Schedule 497

Choose File, Save As, and select the CSV with Headers format in the Save
As Type field in the Save As dialog box. Accept the default folder for the
export report, Expwin\Reports, or browse to another location. Type a
filename to identify the report without an extension, which Expedition
supplies automatically when you specify a file type, then click OK.

After you create the .CSV export file, it can be imported into the
Primavera project for which you want to create or update activities.

Import Expedition data into the Primavera project To import


Expedition data, open the project in the Primavera project management
application. To install EXPTOP3, double-click SETUP.EXE in the
Utils\Exptop3 folder on the Expedition CD-ROM. To run EXPTOP3,
double-click EXPTOP3.EXE in the folder in which you installed the
application.
Select the appropriate document for which you created the .CSV file, then
type the .CSV filename in the File Name field. Click OK to start the
update process. If information in the .CSV file does not match an existing
activity in the Primavera schedule, the update process creates one. If the
information matches an existing activity, the process updates it. When the
update process finishes, click Exit. When prompted whether to schedule
the project, click Yes. This selection gives you exclusive access to the
project and, if you are updating, schedules the project using the Expedition
data you imported.
498 Part 7: Exchanging Expedition Data

Assigning Activity IDs to Expedition Documents


After you create all the necessary activities in the Primavera schedule and
link the Expedition project to it, you can assign activity IDs to Expedition
documents and view early and actual start and finish dates, original and
remaining durations, percent complete, and total float for individual activ-
ities.

Assign activity data Open the Expedition document and select an


activity ID in the Activity ID field. To view activity data, choose View,
Schedule Activity. You can use this function in contracts, submittals,
requisitions, daily reports, and other documents in which you entered
activity IDs. You can also access activity data by selecting the record from
the log, then choosing View, Schedule Activity.

If you are working with submittals, Expedition displays the seven


different activities associated with the submittal. Other Expedition
documents display one activity.

Primavera schedule
dates were used to
update the start and
completion dates for the
materials delivery.

You can also see the


associated schedule
activity for the
document from the log.
Exchanging Expedition Data with a Primavera Schedule 499

Updating Expedition Documents with Schedule Dates


For Expedition documents that have at least one activity associated with
them, you can use early start and finish dates from the Primavera schedule
to update start, completed, or required dates. You can update dates in
contracts, daily reports, purchase orders, requisitions, punch lists,
materials delivery, requests and changes, RFIs, drawing sets, trends,
notices, non-compliance notices, proposals, change management,
submittals, or submittal packages using Primavera schedule dates.

Update Submittals You can update submittals by choosing Tools,


Update Submittals, Update from Schedule. If a Submittal Package
document window is open, all submittals in the package are updated with
schedule dates from the Primavera project. If a Submittal Document
window is open, only that submittal is updated. If the Submittals log or
Submittal Packages log is open, all submittals in the log are updated. You
can filter these logs to control which submittals in the package are
updated.

For details about the dates Update dates in Expedition using Primavera schedule dates
updated in Expedition and the Open the document that contains associated schedule dates, then click that
corresponding Primavera
dates, see Updating document’s Schedule tab and reselect the activity ID in the corresponding
Expedition Dates with field; for example, an activity ID column is provided for punch lists. When
Primavera Schedule Dates in you reselect the activity, you are prompted to update the Expedition date
Help.
with the associated schedule activity dates.
501

Exchanging Expedition Data with


Other Applications
This chapter describes how to export
In this chapter Expedition data to other applications, such as
spreadsheets or databases.
Exporting Expedition Data to
Other Applications
You can import data for contacts, cost codes
Importing Data from Other
Applications and titles, drawings, notepads, punch lists,
Using Expedition with requests for information, specification
PrimeContract sections, change orders, contracts, daily
Exchanging Data with Mobile on a reports, notices, proposals, and submittals into
Palm/OS-Based PDA
Expedition from other applications using
Expedition Analyzer
comma-separated value (.CSV) files.
Import Specifications
You can also use Expedition with PrimeCon-
tract to perform transactions over the Web, and
with your PDA to enter information as you
walk a site for complete mobility. Analyzer
enables you to analyze your Expedition data.
502 Part 7: Exchanging Expedition Data

Exporting Expedition Data to Other Applications


You can export Expedition data to an Excel spreadsheet, a dBASE file,
Lotus .WK1 or .WKS files, text with HTML format, or other file formats.
Select any export report from the export report environment, then create
the export file using the Save As function from Print Preview.

See the Planning and Adding You must have access rights to export data.
an Expedition Project
chapter, or type access or
security in Help for more
information. Export data from an Expedition project From a project, choose
Tools, Export. In the Report Library field, select the module from which
you want to export.

For a complete list of export/ Select the report that corresponds to the type of data you want to export.
import reports, see Appendix Reports are available for change orders, contacts, contracts, cost codes,
B, Expedition Environments.
daily reports, drawings, notepads, notices, proposals, punch lists, requests
for information, specification sections, and submittals. For example, to
export cost codes and titles, select r_export_cost_codes from the list. Click
Print Preview after you select a report.

The Report Library field automatically defaults to the library


that corresponds to the log you are in.
Exchanging Expedition Data with Other Applications 503

Choose File, Save As, and select an export format in the Save As Type
field in the Save As dialog box. To retain the column headings in the
exported file, choose the with headers export format, such as Excel With
Headers.

In the Save In field, select the folder in which you want to store the export
report; in the File Name field, type a name to identify the report without an
extension, which Expedition supplies automatically when you specify a
file type. Click OK.

The following example shows cost codes and titles report data exported to
a Microsoft Excel file called COSTACCT.
504 Part 7: Exchanging Expedition Data

For more information, see the You can also export information from Expedition to create and update
Exchanging Expedition Data schedule activities in Primavera projects.
with a Primavera Schedule
chapter.
Exchanging Expedition Data with Other Applications 505

Importing Data from Other Applications


You can import data from comma-separated value (.CSV) files to insert
and update data for the modules listed below. The import file must contain
specific column names on the first line of the CSV file being imported.
The best way to set up an import file is to first export data from Expedition
to the CSV format, since Expedition supplies the correct field name
placement when you run the export.

Follow these guidelines for preparing import files:


■ Use an export CSV file as a template for the import file.
■ You cannot import fields that cannot be edited onscreen.
■ Do not include blank lines or records in the import file. The first row
must be a “header.”
■ The import file can contain both master and detail column infor-
mation in the same row; master and detail columns can be inter-
spersed.
■ Import files must include all key fields for the type of data imported;
for example, import files for the Company Directory must include the
contact initials. Key fields are identified in the following table; the
table name (shown in all uppercase letters) precedes each field name.

Imported Data Key Field Names


Company Data* VNMT.vendor_abbrev
VNDT.initials (to import addresses)
Cost Worksheet CSMT_TABLE.cost_code
Submittals† SBPK.package_number
SBMT_TABLE.submittal_no
Specification Sections SPEC.section_value
Punch Lists PNMT.punch_list_name
Notepads NPMT.note_pad
Requests for Infor- CRQT.to_vendor
mation CRQT.from_vendor
CRQT.change_number
CRQT.item_type
506 Part 7: Exchanging Expedition Data

Drawings DWMT_TABLE.drawing_number
Change Orders CHMT_TABLE.contract_type
CHMT_TABLE.cntr_to_vndr
CHMT_TABLE.cntr_from_vndr
CHMT_TABLE.change_number
CHMT_TABLE.item_type
CHMT_TABLE.to_vendor
CHMT_TABLE.from_vendor
CHMT.contract_number
Contracts/POs CNMT_TABLE.item_type
CNMT_TABLE.to_vendor
CNMT_TABLE.from_vendor
Daily Reports DRMT.vendor_abbrev
DRMT.report_date
DRMT.report_period
DRMT.vendor_abbrev_ini
Notices CNTE.item_type
CNTE.to_vendor
CNTE.from_vendor
Proposals CPMT_TABLE.contract_type
CPMT_TABLE.cntr_to_vndr
CPMT_TABLE.cntr_from_vndr
CPMT_TABLE.contract_number
CPMT_TABLE.item_type
CPMT_TABLE.to_vendor
CPMT_TABLE.from_vendor
* If you are importing contact initials, the VNMT.vendor_abbrev must be included in
each VNDT.initials record.

† You can only import submittals that are in packages. If importing only SBMT rows,
you still must include the SBPK.package_number in the import file.

Import data to an Expedition project From the Taskbar, click Start,


Programs, Primavera, Expedition Utilities, Import to open the Expedition
Import Utility.

Type the name of the file


you are importing data
from (or click Browse).

Select the project you are


importing data into.

Select the document type


you are populating with
new data.
Exchanging Expedition Data with Other Applications 507

Click Import to import the data; this process adds new records to the
specified document or updates records if they exist. If duplicate records
are encountered during the import, they are ignored. When the import
process is complete, click Close.

Import automatically creates a log file containing row numbers of


duplicate rows, columns that were ignored, and any other errors. This file,
EXPIMPRT.LOG, is located in the \EXPWIN\REPORTS folder, and is
overwritten each time you import data using the Import utility.
508 Part 7: Exchanging Expedition Data

Using Expedition with PrimeContract


If you use PrimeContract to perform transactions on the web, you can use
Expedition to send and receive information to and from PrimeContract.

For complete information on using Expedition with PrimeContract, see


PrimeContract in Help.
Exchanging Expedition Data with Other Applications 509

Exchanging Data with Mobile on a Palm/OS-Based PDA


Mobile allows you to use any Palm/OS compatible PDA (version 3.0 or
later) with Expedition to extend the reach of Expedition anywhere in the
field. You can download information from Expedition, and record infor-
mation as you walk around a jobsite, then upload the information back to
Expedition.

For complete information on using Mobile with Expedition, see Mobile in


Help.
510 Part 7: Exchanging Expedition Data

Expedition Analyzer
The Expedition Analyzer is an analytical tool that combines the power of
Expedition's database with OLAP technologies. With the Analyzer, you
can analyze Expedition data in various ways.

For information on using the Analyzer, see Analyzer in Help.


Exchanging Expedition Data with Other Applications 511

Import Specifications
This section lists the fields that can be imported into Expedition for each
module and table.

Expedition
Module Column Name
Table Name

Change Orders CHMT_TABLE Approve_Vendor_1

Change Orders CHMT_TABLE Approve_Vendor_1_ini

Change Orders CHMT_TABLE Approve_Vendor_2

Change Orders CHMT_TABLE Approve_Vendor_2_ini

Change Orders CHMT_TABLE Approve_Vendor_3

Change Orders CHMT_TABLE Approve_Vendor_3_ini

Change Orders CHMT_TABLE Approved_Date

Change Orders CHMT_TABLE Approved_Date_2

Change Orders CHMT_TABLE Approved_Date_3

Change Orders CHMT_TABLE Ball_in_court

Change Orders CHMT_TABLE Ball_in_court_ini

Change Orders CHMT_TABLE Change_Date

Change Orders CHMT_TABLE Change_in_sum

Change Orders CHMT_TABLE Change_Issue

Change Orders CHMT_TABLE Change_number

Change Orders CHMT_TABLE Company_name_3

Change Orders CHMT_TABLE Cntr_from_vendor

Change Orders CHMT_TABLE Cntr_from_vendor_ini

Change Orders CHMT_TABLE Cntr_sys_type

Change Orders CHMT_TABLE Cntr_To_vendor

Change Orders CHMT_TABLE Cntr_to_vendor_ini

Change Orders CHMT_TABLE Completion_Date

Change Orders CHMT_TABLE Contract_Number

Change Orders CHMT_TABLE Contract_type


512 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Change Orders CHMT_TABLE From_Company_name

Change Orders CHMT_TABLE From_Manager

Change Orders CHMT_TABLE From_Vendor

Change Orders CHMT_TABLE From_Vendor_ini

Change Orders CHMT_TABLE Has_Started

Change Orders CHMT_TABLE Initiator_Log_Number

Change Orders CHMT_TABLE Is_Approved

Change Orders CHMT_TABLE Item_type

Change Orders CHMT_TABLE Lump_Cost

Change Orders CHMT_TABLE Lump_Tax

Change Orders CHMT_TABLE Net_Change

Change Orders CHMT_TABLE Original_Sum

Change Orders CHMT_TABLE Ref_Activity_ID

Change Orders CHMT_TABLE Ref_Cost_Category

Change Orders CHMT_TABLE Ref_Cost_Account

Change Orders CHMT_TABLE Ref_from_abbrev

Change Orders CHMT_TABLE Ref_from_abbrev_ini

Change Orders CHMT_TABLE Ref_Number

Change Orders CHMT_TABLE To_abbrev

Change Orders CHMT_TABLE To_abbrev_ini

Change Orders CHMT_TABLE Ref_type

Change Orders CHMT_TABLE Remarks

Change Orders CHMT_TABLE Required_Date

Change Orders CHMT_TABLE Responded_Date

Change Orders CHMT_TABLE Respondent_Log_number

Change Orders CHMT_TABLE Signed_by_1

Change Orders CHMT_TABLE Signed_by_2

Change Orders CHMT_TABLE Signed_by_3


Exchanging Expedition Data with Other Applications 513

Expedition
Module Column Name
Table Name

Change Orders CHMT_TABLE Spec_section

Change Orders CHMT_TABLE Start_Date

Change Orders CHMT_TABLE Status

Change Orders CHMT_TABLE Time_change

Change Orders CHMT_TABLE Title

Change Orders CHMT_TABLE To_Company_name

Change Orders CHMT_TABLE To_manager

Change Orders CHMT_TABLE To_vendor_ini

Change Orders CHMT_TABLE To_vendor

Change Orders CHMT_TABLE Unit_Cost

Change Orders CHMT_TABLE Unit_Tax

Change Orders CHMT_TABLE Vendor_Role

Change Orders CHDT_TABLE Ball_in_court

Change Orders CHDT_TABLE Ball_in_court_ini

Change Orders CHDT_TABLE Completion_Date

Change Orders CHDT_TABLE Description

Change Orders CHDT_TABLE Item_number

Change Orders CHDT_TABLE Material_Code

Change Orders CHDT_TABLE Quantity

Change Orders CHDT_TABLE Ref_Activity_ID

Change Orders CHDT_TABLE Ref_Item_Num

Change Orders CHDT_TABLE Ref_Resource

Change Orders CHDT_TABLE Sales Tax

Change Orders CHDT_TABLE Sales Tax_Rate

Change Orders CHDT_TABLE Start_Date

Change Orders CHDT_TABLE Status

Change Orders CHDT_TABLE Stock_Number

Change Orders CHDT_TABLE Unit_Price


514 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Change Orders CHDT_TABLE Units

Company VNMT company_name

Company VNMT contract_number

Company VNMT dbe

Company VNMT default_initials

Company VNMT default_location

Company VNMT mbe

Company VNMT remarks

Company VNMT spec_section

Company VNMT tax_id_number

Company VNMT vendor_abbrev

Company VNMT vendor_role

Company VNMT wbe

Contact VNDT address_line_1

Contact VNDT address_line_2

Contact VNDT address_line_3

Contact VNDT beeper_phone

Contact VNDT city

Contact VNDT copies

Contact VNDT country

Contact VNDT country_code

Contact VNDT extension

Contact VNDT fax

Contact VNDT initials

Contact VNDT location

Contact VNDT mail_address

Contact VNDT mail_method

Contact VNDT mobile_phone


Exchanging Expedition Data with Other Applications 515

Expedition
Module Column Name
Table Name

Contact VNDT name

Contact VNDT office_phone

Contact VNDT paper_size

Contact VNDT postal_code

Contact VNDT state

Contact VNDT tax_id_number

Contact VNDT title

Contracts CNMT_TABLE Accepted_By

Contracts CNMT_TABLE Accepted_by_1

Contracts CNMT_TABLE Accepted_by_2

Contracts CNMT_TABLE Accepted_Date_1

Contracts CNMT_TABLE Accepted_Date_2

Contracts CNMT_TABLE Bill_Add_Line_1

Contracts CNMT_TABLE Bill_Add_Line_2

Contracts CNMT_TABLE Bill_Add_Line_3

Contracts CNMT_TABLE Bill_City

Contracts CNMT_TABLE Bill_Company

Contracts CNMT_TABLE Bill_Country

Contracts CNMT_TABLE Bill_Postal_Code

Contracts CNMT_TABLE Bill_Country_Code

Contracts CNMT_TABLE Bill_State

Contracts CNMT_TABLE Bill_Vendor_Abbrev

Contracts CNMT_TABLE Bill_Vendor_Abbrev_ini

Contracts CNMT_TABLE Completion_Date

Contracts CNMT_TABLE DBE

Contracts CNMT_TABLE Description

Contracts CNMT_TABLE Document_Date

Contracts CNMT_TABLE Document_Number


516 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Contracts CNMT_TABLE Fob_Via

Contracts CNMT_TABLE Freight

Contracts CNMT_TABLE From_Add_Line_1

Contracts CNMT_TABLE From_Add_Line_2

Contracts CNMT_TABLE From_Add_Line_3

Contracts CNMT_TABLE From_City

Contracts CNMT_TABLE From_company

Contracts CNMT_TABLE From_Country

Contracts CNMT_TABLE From_Country_Code

Contracts CNMT_TABLE From_Postal_Code

Contracts CNMT_TABLE From_State

Contracts CNMT_TABLE From_Vendor

Contracts CNMT_TABLE From_Vendor_ini

Contracts CNMT_TABLE Item_type

Contracts CNMT_TABLE Lump_Cost

Contracts CNMT_TABLE Lump_Tax

Contracts CNMT_TABLE Lump_Tax_Rate

Contracts CNMT_TABLE Managers_Name

Contracts CNMT_TABLE MBE

Contracts CNMT_TABLE Reference_Number

Contracts CNMT_TABLE Ref_Activity_ID

Contracts CNMT_TABLE Ref_Cost_Account

Contracts CNMT_TABLE Ref_Cost_Category

Contracts CNMT_TABLE Remarks

Contracts CNMT_TABLE Ship_Add_Line_1

Contracts CNMT_TABLE Ship_Add_Line_2

Contracts CNMT_TABLE Ship_Add_Line_3

Contracts CNMT_TABLE Ship_City


Exchanging Expedition Data with Other Applications 517

Expedition
Module Column Name
Table Name

Contracts CNMT_TABLE Ship_Company

Contracts CNMT_TABLE Ship_Country

Contracts CNMT_TABLE Ship_Country_Code

Contracts CNMT_TABLE Ship_Postal_Code

Contracts CNMT_TABLE Ship_State

Contracts CNMT_TABLE Ship_Vendor_Abbrev_ini

Contracts CNMT_TABLE Ship_Vendor_Abbrev

Contracts CNMT_TABLE Spec_Section

Contracts CNMT_TABLE Start_Date

Contracts CNMT_TABLE Status

Contracts CNMT_TABLE Terms

Contracts CNMT_TABLE To_Add_Line_1

Contracts CNMT_TABLE To_Add_Line_2

Contracts CNMT_TABLE To_Add_Line_3

Contracts CNMT_TABLE To_City

Contracts CNMT_TABLE To_Company

Contracts CNMT_TABLE To_Country

Contracts CNMT_TABLE To_Country_Code

Contracts CNMT_TABLE To_Postal_Code

Contracts CNMT_TABLE To_State

Contracts CNMT_TABLE To_Vendor_ini

Contracts CNMT_TABLE Unit_Cost

Contracts CNMT_TABLE Unit_Tax

Contracts CNMT_TABLE WBE

Contracts CNMT_TABLE Has_Started

Contracts CNMT_TABLE Has_Completed

Contracts CNDT_TABLE Ball_in_court

Contracts CNDT_TABLE Ball_in_court_ini


518 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Contracts CNDT_TABLE Completion_Date

Contracts CNDT_TABLE Item_Number

Contracts CNDT_TABLE Material_Code

Contracts CNDT_TABLE Package_Number

Contracts CNDT_TABLE Quantity

Contracts CNDT_TABLE Ref_Activity_Id

Contracts CNDT_TABLE Ref_Resource

Contracts CNDT_TABLE Sales_Tax

Contracts CNDT_TABLE Sales_Tax

Contracts CNDT_TABLE Status

Contracts CNDT_TABLE Stock_Descriptn

Contracts CNDT_TABLE Submittal

Contracts CNDT_TABLE Units

Contracts CNDT_TABLE Unit_Price

Cost Codes CSMT_TABLE cost_code

Cost Codes CSMT_TABLE title

Cost Codes CSMT_TABLE projected_to_commit

Daily Reports DRMT Additional_Comments

Daily Reports DRMT Daily_Report

Daily Reports DRMT Day_of_week

Daily Reports DRMT Precipitation

Daily Reports DRMT Report_Date

Daily Reports DRMT Report_Number

Daily Reports DRMT Report_Period

Daily Reports DRMT Sky

Daily Reports DRMT Temperature

Daily Reports DRMT Vendor_Abbrev

Daily Reports DRMT Vendor_Abbrev_ini


Exchanging Expedition Data with Other Applications 519

Expedition
Module Column Name
Table Name

Daily Reports DRMT Wind

Daily Reports DREQ Description

Daily Reports DREQ Equipment_Source

Daily Reports DREQ Equipment_Type

Daily Reports DREQ Remark

Daily Reports DRLB Apprentices

Daily Reports DRLB Category

Daily Reports DRLB Change_Number

Daily Reports DRLB Field_Source

Daily Reports DRLB Foremen

Daily Reports DRLB Journeymen

Daily Reports DRLB Remark

Daily Reports DRLB Supervisors

Daily Reports DRLB Work_Area

Daily Reports DRVS Company_Repsnted

Daily Reports DRVS Remark

Daily Reports DRVS Time_of_Visit

Daily Reports DRVS Vendor_Abbrev

Daily Reports DRVS Vendor_Abbrev_ini

Daily Reports DRVS Visitor_Name

Drawings DWMT_TABLE area

Drawings DWMT_TABLE bid_package

Drawings DWMT_TABLE designer

Drawings DWMT_TABLE designer_ini

Drawings DWMT_TABLE discipline

Drawings DWMT_TABLE drawing_number

Drawings DWMT_TABLE drawing_phase

Drawings DWMT_TABLE file_number


520 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Drawings DWMT_TABLE spec_section

Drawings DWMT_TABLE title

Notepads NPMT contract_number

Notepads NPMT description

Notepads NPMT note_pad

Notepad Items NPDT ball_in_court

Notepad Items NPDT ball_in_court_ini

Notepad Items NPDT date_closed

Notepad Items NPDT date_opened

Notepad Items NPDT date_required

Notepad Items NPDT item_number

Notepad Items NPDT notes

Notepad Items NPDT status

Notices CNTE Approved_Date

Notices CNTE Ball_in_court

Notices CNTE Ball_in_court_ini

Notices CNTE Change_Date

Notices CNTE Change_Issue

Notices CNTE Change_Number

Notices CNTE Cntr_From_Vendor

Notices CNTE Cntr_From_Vendor_ini

Notices CNTE Cntr_Sys_Type

Notices CNTE Cntr_To_Vendor

Notices CNTE Cntr_To_Vendor_ini

Notices CNTE Completion_Date

Notices CNTE Contract_Number

Notices CNTE Cost

Notices CNTE From_Vendor


Exchanging Expedition Data with Other Applications 521

Expedition
Module Column Name
Table Name

Notices CNTE From_Vendor_ini

Notices CNTE From_Manager

Notices CNTE Has_Completed

Notices CNTE Has_Started

Notices CNTE Item_Type

Notices CNTE Ref_Activity_Id

Notices CNTE Ref_Cost_Account

Notices CNTE Ref_Cost_Category

Notices CNTE Ref_From_Abbrev

Notices CNTE Ref_From_Abbrev_ini

Notices CNTE Ref_To_Abbrev

Notices CNTE Ref_To_Abbrev_ini

Notices CNTE Ref_Type

Notices CNTE Remarks

Notices CNTE Required_Date

Notices CNTE Responded_Date

Notices CNTE Spec_Section

Notices CNTE Start_Date

Notices CNTE Status

Notices CNTE Time_Change

Notices CNTE To_Manager

Notices CNTE To_Vendor

Notices CNTE To_Vendor_ini

Proposals CPMT_TABLE Approved_Date

Proposals CPMT_TABLE Approved_Date_2

Proposals CPMT_TABLE Ball_in_court

Proposals CPMT_TABLE Ball_in_court_ini

Proposals CPMT_TABLE Change_Date


522 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Proposals CPMT_TABLE Change_Issue

Proposals CPMT_TABLE Change_Number

Proposals CPMT_TABLE Cntr_From_Vendor

Proposals CPMT_TABLE Cntr_From_Vendor_ini

Proposals CPMT_TABLE Cntr_Sys_Type

Proposals CPMT_TABLE Cntr_To_Vendor

Proposals CPMT_TABLE Cntr_To_Vendor_ini

Proposals CPMT_TABLE Completion_Date

Proposals CPMT_TABLE Contract_Number

Proposals CPMT_TABLE Contract_Type

Proposals CPMT_TABLE From_manager

Proposals CPMT_TABLE From_Vendor_ini

Proposals CPMT_TABLE Has_Started

Proposals CPMT_TABLE Has_Completed

Proposals CPMT_TABLE Item_type

Proposals CPMT_TABLE Lump_Cost

Proposals CPMT_TABLE Lump_Tax

Proposals CPMT_TABLE Lump_Tax

Proposals CPMT_TABLE Ref_Activity_Id

Proposals CPMT_TABLE Ref_Cost_Account

Proposals CPMT_TABLE Ref_Cost_Category

Proposals CPMT_TABLE Ref_From_Abbrev

Proposals CPMT_TABLE Ref_From_Abbrev_ini

Proposals CPMT_TABLE Ref_Number

Proposals CPMT_TABLE Ref_To_Abbrev

Proposals CPMT_TABLE Ref_To_Abbrev_ini

Proposals CPMT_TABLE Ref_Type

Proposals CPMT_TABLE Remarks


Exchanging Expedition Data with Other Applications 523

Expedition
Module Column Name
Table Name

Proposals CPMT_TABLE Required_Date

Proposals CPMT_TABLE Responded_Date

Proposals CPMT_TABLE Signed_by_1

Proposals CPMT_TABLE Signed_by_2

Proposals CPMT_TABLE Spec_Section

Proposals CPMT_TABLE Start_Date

Proposals CPMT_TABLE Status

Proposals CPMT_TABLE Time_Change

Proposals CPMT_TABLE Title

Proposals CPMT_TABLE To_Manager

Proposals CPMT_TABLE To_Vendor

Proposals CPMT_TABLE To_Vendor_ini

Proposals CPMT_TABLE Unit_Cost

Proposals CPMT_TABLE Unit_Tax

Proposals CPMT_TABLE Vendor_Role

Proposals CPDT_TABLE Ball_in_court

Proposals CPDT_TABLE Ball_in_court_ini

Proposals CPDT_TABLE Completion_Date

Proposals CPDT_TABLE Description

Proposals CPDT_TABLE Item_Number

Proposals CPDT_TABLE Material_Code

Proposals CPDT_TABLE Quantity

Proposals CPDT_TABLE Ref_Activity_Id

Proposals CPDT_TABLE Ref_Item_Num

Proposals CPDT_TABLE Ref_Resource

Proposals CPDT_TABLE Sales_Tax

Proposals CPDT_TABLE Sales_Tax

Proposals CPDT_TABLE Start_Date


524 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Proposals CPDT_TABLE Status

Proposals CPDT_TABLE Stock_Number

Proposals CPDT_TABLE Units

Proposals CPDT_TABLE Unit_Price

Punch Lists PNMT contract_number

Punch Lists PNMT from_vendor

Punch Lists PNMT from_vendor_ini

Punch Lists PNMT long_descrpt

Punch Lists PNMT punch_list_name

Punch Lists PNMT short_descrpt

Punch Lists PNMT to_vendor

Punch Lists PNMT to_vendor_ini

Punch List Items PNDT ball_in_court

Punch List Items PNDT ball_in_court_ini

Punch List Items PNDT date_closed

Punch List Items PNDT date_opened

Punch List Items PNDT date_required

Punch List Items PNDT description

Punch List Items PNDT duplicated_by

Punch List Items PNDT elevation

Punch List Items PNDT item_number

Punch List Items PNDT location

Punch List Items PNDT ref_activity_id

Punch List Items PNDT responsible_item

Punch List Items PNDT room

Punch List Items PNDT status

Punch List Items PNDT value

Request for Information CRQT answer


Exchanging Expedition Data with Other Applications 525

Expedition
Module Column Name
Table Name

Request for Information CRQT approved_date

Request for Information CRQT approved_date2

Request for Information CRQT ball_in_court

Request for Information CRQT ball_in_court_ini

Request for Information CRQT change_date

Request for Information CRQT change_issue

Request for Information CRQT change_number

Request for Information CRQT cntr_from_vndr

Request for Information CRQT cntr_from_vndr_ini

Request for Information CRQT cntr_to_vndr

Request for Information CRQT cntr_to_vndr_ini

Request for Information CRQT completion_date

Request for Information CRQT contract_number

Request for Information CRQT contract_type

Request for Information CRQT cost

Request for Information CRQT from_manager

Request for Information CRQT from_vendor

Request for Information CRQT from_vendor_ini

Request for Information CRQT has_completed

Request for Information CRQT has_started

Request for Information CRQT item_type

Request for Information CRQT ref_activity_id

Request for Information CRQT ref_from_abbrev

Request for Information CRQT ref_from_abbrev_ini

Request for Information CRQT ref_number

Request for Information CRQT ref_to_abbrev

Request for Information CRQT ref_to_abbrev_ini

Request for Information CRQT ref_type


526 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Request for Information CRQT remarks

Request for Information CRQT required_date

Request for Information CRQT responded_date

Request for Information CRQT signed_by1

Request for Information CRQT signed_by2

Request for Information CRQT spec_section

Request for Information CRQT start_date

Request for Information CRQT status

Request for Information CRQT time_change

Request for Information CRQT title

Request for Information CRQT to_manager

Request for Information CRQT to_vendor

Request for Information CRQT to_vendor_ini

Specification Section SPEC description

Specification Section SPEC section_value

Submittal Packages SBPK contract_number

Submittal Packages SBPK forwarded_to

Submittal Packages SBPK forwarded_to_ini

Submittal Packages SBPK package_number

Submittal Packages SBPK received_from

Submittal Packages SBPK received_from_ini

Submittal Packages SBPK required_finish

Submittal Packages SBPK required_start

Submittal Packages SBPK returned_by

Submittal Packages SBPK returned_by_ini

Submittal Packages SBPK sent_to

Submittal Packages SBPK sent_to_ini

Submittal Packages SBPK status


Exchanging Expedition Data with Other Applications 527

Expedition
Module Column Name
Table Name

Submittal Packages SBPK submittal_no

Submittal Packages SBPK title

Submittals SBMT_TABLE appr_activity

Submittals SBMT_TABLE approval_finish

Submittals SBMT_TABLE approval_lead_time

Submittals SBMT_TABLE approval_start

Submittals SBMT_TABLE approve_has_finished

Submittals SBMT_TABLE approve_has_started

Submittals SBMT_TABLE code

Submittals SBMT_TABLE construction_activity

Submittals SBMT_TABLE construction_finish

Submittals SBMT_TABLE construction_has_finished

Submittals SBMT_TABLE construction_has_started

Submittals SBMT_TABLE construction_start

Submittals SBMT_TABLE contract_number

Submittals SBMT_TABLE delivery_actv

Submittals SBMT_TABLE delivery_finish

Submittals SBMT_TABLE delivery_has_finished

Submittals SBMT_TABLE delivery_has_started

Submittals SBMT_TABLE delivery_lead_time

Submittals SBMT_TABLE delivery_start

Submittals SBMT_TABLE drawing

Submittals SBMT_TABLE fab_rel_activity

Submittals SBMT_TABLE fab_release_fin

Submittals SBMT_TABLE fab_release_lead_time

Submittals SBMT_TABLE fab_release_st

Submittals SBMT_TABLE fab_time

Submittals SBMT_TABLE fabricate_actv


528 Part 7: Exchanging Expedition Data

Expedition
Module Column Name
Table Name

Submittals SBMT_TABLE fabricate_finish

Submittals SBMT_TABLE fabricate_lead_time

Submittals SBMT_TABLE fabricate_start

Submittals SBMT_TABLE fabstart_has_finished

Submittals SBMT_TABLE fabstart_has_started

Submittals SBMT_TABLE filed_app_date

Submittals SBMT_TABLE filed_vendor

Submittals SBMT_TABLE filed_vendor_ini

Submittals SBMT_TABLE forwarded_to

Submittals SBMT_TABLE forwarded_to_ini

Submittals SBMT_TABLE item_number

Submittals SBMT_TABLE items_in_submttl

Submittals SBMT_TABLE package_number

Submittals SBMT_TABLE received_from

Submittals SBMT_TABLE received_from_ini

Submittals SBMT_TABLE release_has_finished

Submittals SBMT_TABLE release_has_started

Submittals SBMT_TABLE required_finish

Submittals SBMT_TABLE required_start

Submittals SBMT_TABLE resubmit_activity

Submittals SBMT_TABLE resubmit_finish

Submittals SBMT_TABLE resubmit_has_finished

Submittals SBMT_TABLE resubmit_has_started

Submittals SBMT_TABLE resubmit_lead_time

Submittals SBMT_TABLE resubmit_start

Submittals SBMT_TABLE returned_by

Submittals SBMT_TABLE returned_by_ini

Submittals SBMT_TABLE second_app_code


Exchanging Expedition Data with Other Applications 529

Expedition
Module Column Name
Table Name

Submittals SBMT_TABLE second_app_code_ini

Submittals SBMT_TABLE second_app_date

Submittals SBMT_TABLE sent_to

Submittals SBMT_TABLE sent_to_ini

Submittals SBMT_TABLE source_vendor

Submittals SBMT_TABLE source_vendor_ini

Submittals SBMT_TABLE submit_act_date

Submittals SBMT_TABLE submit_activity

Submittals SBMT_TABLE submit_finish

Submittals SBMT_TABLE submit_has_finished

Submittals SBMT_TABLE submit_has_started

Submittals SBMT_TABLE submit_lead_time

Submittals SBMT_TABLE submit_start

Submittals SBMT_TABLE submittal_no

Submittals SBMT_TABLE title

Submittals SBMT_TABLE user_appr_date

Submittals SBMT_TABLE user_code

Submittals SBMT_TABLE user_code_ini


Part 8

Appendices
In this part Fields Expedition Exports to Primavera
Schedules
Expedition Environments
T his part contains technical information on Expedition
tables and library files.

Fields Expedition Exports to Primavera Schedules lists


the fields used for each Expedition document type.

Expedition Environments shows you how to use


InfoMaker to view Expedition environment information.
533

Fields Expedition Exports to


Primavera Schedules
The tables in this appendix list the Expedition
In this appendix fields used for each document type, the corre-
sponding column in the comma-separated
Update Primavera Dictionaries
values (.CSV) Update file, and the field value
Update Primavera Activities
created or updated in the Primavera schedule
Update Primavera Enterprise
Dictionaries during import from Expedition.
Update Primavera Enterprise
Activities The first column in each Update file is an
export identifier.
534 Appendices

Update Primavera Dictionaries


RESP Code From Contacts

Expedition Field CSV column P3/SureTrak Field


Export Identifier 1 N/A
vendor_abbrev 2 Code Value
company_name 3 Code Value Description

CNTR Code From Contract Number

Expedition Field CSV column P3/SureTrak Field


Export Identifier 1 N/A
document_number 2 Code Value
description 3 Code Value Description

SPCS Code From Spec Section

Expedition Field CSV column P3/SureTrak Field


Export Identifier 1 N/A
section_value 2 Code Value
description 3 Code Value Description

BIDP From Bid Packages

Expedition Field CSV column P3/SureTrak Field


Export Identifier 1 N/A
bid_package 2 Code Value
description 3 Code Value Description

Cost Accounts

Expedition Field CSV column P3/SureTrak Field


Export Identifier 1 N/A
cost_code 2 Cost Account Code
title 3 Cost Account Title

Any computed field from Expedition appears as a calculated


field in InfoMaker (for example, compute_0005).
Fields Expedition Exports to Primavera Schedules 535

Update Primavera Activities


Submittal Preparation
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
submit_activity 2 Activity ID
compute_0003 3 Activity Description
submit_start 4 ES – Start On
submit_has_started 5 AS
submit_finish 6 XF
submit_has_finished 7 AF
received_from 8 RESP
compute_0009 9 ISSB

Approval Period
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
appr_activity 2 Activity ID
compute_0003 3 Activity Description
approval_start 4 ES – Start On
approve_has_started 5 AS
approval_finish 6 XF
approve_has_finished 7 AF
sent_to 8 RESP
compute_0009 9 ISSB

ReSubmit
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
resubmit_activity 2 Activity ID
compute_0003 3 Activity Description
resubmit_start 4 ES – Start On
resubmit_has_started 5 AS
resubmit_finish 6 XF
resubmit_has_finished 7 AF
536 Appendices

received_from 8 RESP
compute_0009 9 ISSB

Release to Manufacturer
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
fab_rel_activity 2 Activity ID
compute_0003 3 Activity Description
fab_release_st 4 ES – Start On
release_has_started 5 AS
fab_release_fin 6 XF
release_has_finished 7 AF
source_vendor 8 RESP
compute_0009 9 ISSB

Fabrication Time
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
fabricate_actv 2 Activity ID
compute_0003 3 Activity Description
fabricate_start 4 ES – Start On
fabstart_has_started 5 AS
fabricate_finish 6 XF
fabstart_has_finished 7 AF
received_from 8 RESP
compute_0009 9 ISSB

Delivery Time
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
delivery_actv 2 Activity ID
compute_0003 3 Activity Description
delivery_start 4 ES – Start On
delivery_has_started 5 AS
delivery_finish 6 XF
Fields Expedition Exports to Primavera Schedules 537

delivery_has_finished 7 AF
source_vendor 8 RESP
compute_0009 9 ISSB

Submittal Packages
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
compute_0003 3 Activity Description
required_start 4 ES - Start On
required_finish 5 XF
contract_number 6 CNTR
received_from 7 RESP
compute_0008 8 ISSB

Drawing Sets
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
set_title 3 Activity Description
designer 4 RESP
Required_start 5 ES – Start On
has_started 6 AS
Required_finish 7 XF
has_finished 8 AF
progress 9 Activity % Complete
bid_package 10 BIDP
contract_number 11 CNTR
project_name 12 N/A

Daily Reports
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
activity_id 2 Activity ID
activity_title 3 Activity Description
538 Appendices

vendor_abbrev 4 RESP
early_start 5 ES – Start On
has_started 6 AS
early_finish 7 XF
has_finished 8 AF
percent_complete 9 Activity % Complete
original_duration 10 Activity Org Dur
remaining_duration 11 Activity Rem Dur
contract_number 12 CNTR

Materials
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
first_delivery 3 AS
final_delivery 4 AF
compute_0005 5 Activity % Complete
compute_0006 6 Activity Description
cntr_to_vndr 7 RESP
start_date 8 ES
completion_date 9 XF
contract_number 10 CNTR
spec_section 11 SPCS

Punchlists
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
description 3 Activity Description
date_required 4 XF
ball_in_court 5 RESP
start_date 6 ES - Start-On
has_started 7 AS
finish_date 8 AF
has_finished 9 N/A
contract_number 10 CNTR
Fields Expedition Exports to Primavera Schedules 539

Budgeted Contracts/Purchase Orders


CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
description 3 Activity Description
to_vendor 4 RESP
start_date 5 ES – Start On
has_started 6 AS
completion_date 7 XF
has_completed 8 AF
spec_section 9 SPCS
document_number 10 CNTR
cost_code 11 Cost Account
distributed_value 12 Actual Cost To Date

Committed Contracts/Purchase Orders


CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
description 3 Activity Description
to_vendor 4 RESP
start_date 5 ES – Start On
has_started 6 AS
completion_date 7 XF
has_completed 8 AF
spec_section 9 SPCS
document_number 10 CNTR
cost_code 11 Cost Account
distributed_value 12 Actual Cost To Date

Schedule of Values
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
percent_complete 3 Activity % Complete
540 Appendices

this_period 4 Actual This Period


total_complete 5 Actual To Date
cost_code 6 Cost Account
application_no 7 N/A
description 8 Activity Description
scheduled_value 9 Budgeted Cost
from_vendor 10 RESP

Changes
CSV
Expedition Field P3/SureTrak Field
column
Export Identifier 1 N/A
ref_activity_id 2 Activity ID
cost_code 3 Cost Account
change_number 4 N/A
item_type 5 N/A
contract_number 6 CNTR
cost 7 Actual Cost To Date
spec_section 8 SPCS
to_vendor 9 RESP
compute_0010 10 Activity Description
time_change 11 Activity Rem Dur
Fields Expedition Exports to Primavera Schedules 541

Update Primavera Enterprise Dictionaries


Vendor and Company Information in Project Code RESP
Expedition Field P3e Table P3e Field
vnmt.vendor_abbrev task_actv actv_code_type_id
vnmt.company_name task_actv actv_code_id
RESP ActivityType act_code_type

Contract Number and Title in Project Code CNTR


Expedition Field P3e Table P3e Field
cnmt.document_number task_actv actv_code_type_id
cnmt.description task_actv actv_code_id
CNTR ActivityType act_code_type

Specification Section and Title in Global Code SPCS


Expedition Field P3e Table P3e Field
spec.section_value task_actv actv_code_type_id
spec.description task_ actv actv_code_id
SPCS ActivityType act_code_type

Bid Package and Description in Project Code BIDP


Expedition Field P3e Table P3e Field
bdpk_table.bid_package task_actv actv_code_type_id
bdpk_tabledescription task_actv actv_code_id

Create Project Code ISSB for Submittal Activities


Expedition Field P3e Table P3e Field
none (all submittals get a code task_actv actv_code_type_id,
value Y for ISSB code which actv_code_id, proj_id ISSB
means Is Submittal)

Update Cost Account Information


Expedition Field P3e Table P3e Field
csmt.cost_code task_actv actv_code_type_id
csmt.title task_actv actv_code_id
542 Appendices

Update Primavera Enterprise Activities


Drawing Sets
Expedition Field P3e Table P3e Field
dsmt_table.ref_activity_id task task_id
dsmt_table.set_title task task_name
dsmt_table.ball_in_court task_actv actv_code_type_id,
actv_code_id, proj_id RESP
dsmt_table.required_start task cstr_type= cs_mso cstr_date
(ES On)
dsmt_table.has_started task act_start_date
dsmt_table.required_finish task expect_end_date
dsmt_table.has_finished task act_end_date
dsmt_table.progress task NOT STORED, CALCU-
LATED (pct)
dsmt_table.bid_package task_actv actv_code_type_id,
actv_code_id, proj_id BIDP
dsmt_table.contract_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR

Daily Reports
Expedition Field P3e Table P3e Field
dsch.activity_id task task_id
dsch.activity_title task task_name
dsch.vendor_abbrev task_actv actv_code_type_id,
actv_code_id, proj_id RESP
dsch.early_start task cstr_type=cs_mso
cstr_date (ES On)
dsch.has_started task act_start_date
dsch.early_finish task expect_end_date
dsch.has_finished task act_end_date
dsch.percent_complete task NOT STORED, CALCU-
LATED (pct)
dsch.original_duration task target_drtn_hr_cnt
dsch.remaining_duration task remain_drtn_hr_cnt
dsch.contract_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR
Fields Expedition Exports to Primavera Schedules 543

Materials
Expedition Field P3e Table P3e Field
mdmt.ref_activity_id task task_id
mdmt.first_delivery task act_start_date
mdmt.final_delivery task act_end_date
mdmt.material_title task task_name
mdmt.cntr_to_vendor task_actv actv_code_type_id,
actv_code_id, proj_id, RESP
mdmt.start_date task early_start_date
mdmt.completion_date task expect_end_date
mdmt.contract_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR
mdmt.spec_section task_actv actv_code_type_id,
actv_code_id, proj_id SPCS

Punchlists
Expedition Field P3e Table P3e Field
pndt.ref_activity_id task task_id
pndt.description task task_name
pndt.ball_in_court task_actv actv_code_type_id,
actv_code_id, proj_id RESP
pndt.start_date task cstr_type= cs_mso
cstr_date (ES On)
Set Constraint type of Must
Start ON and set the
Constraint
date to start_date from
PunchListDetails.
pndt.has_started task act_start_date
pndt.finish_date task remaining_finish
pndt.has_finished task act_end_date
pnmt.contract_number (only task_actv actv_code_type_id,
field from PunchLists all other actv_code_id, proj_id CNTR
fields are from PunchList-
Detail)
544 Appendices

Submittals
Expedition Field P3e Table P3e Field
sbmt.submit_activity task task_id
sbmt.appr_activity task task_id
sbmt.resubmit_activity task task_id
sbmt.fab_rel_activity task task_id
sbmt.fabricate_actv task task_id
sbmt.delivery_actv task task_id
sbmt.construction_activity task task_id
sbmt.title task task_name
sbmt.submit_start task cstr_type= cs_mso cstr_date
(ES On)
sbmt.submit_has_started task act_start_date
sbmt.submit_finish task expect_end_date (XF)
sbmt.submit_has_finished task act_end_date
sbmt.received_from task_actv actv_code_type_id,
actv_code_id, proj_id RESP
none (all submittals get a code task_actv actv_code_type_id,
value Y for ISSB code which actv_code_id, proj_id ISSB
means Is Submittal)

Budgeted Contracts/Purchase Orders


Expedition Field P3e Table P3e Field
cnmt/pomt.ref_activity_id task task_id
cnmt/pomt.description task task_name
cnmt/pomt.to_vendor task_actv actv_code_type_id,
actv_code_id, proj_id RESP
cnmt/pomt.start_date task cstr_type= cs_mso
cstr_date (ES On)
cnmt/pomt.has_started task act_start_date
cnmt/pomt.completion_date task expect_end_date
cnmt/pomt.has_completed task act_end_date
cnmt/pomt.spec_section task_actv actv_code_type_id,
actv_code_id, proj_id SPCS
cnmt/pomt.document_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR
csdt.cost_code projcost acct_id
csdt.distributed_value projcost target_cost
Fields Expedition Exports to Primavera Schedules 545

Committed Contracts/Purchase Orders


Expedition Field P3e Table P3e Field
cnmt/pomt.ref_activity_id task task_id
cnmt/pomt.description task task_name
cnmt/pomt.to_vendor task_actv actv_code_type_id,
actv_code_id, proj_id RESP
cnmt/pomt.start_date task cstr_type= cs_mso
cstr_date (ES On)
cnmt/pomt.has_started task act_start_date
completion_date task expect_end_date (XF)
cnmt/pomt.has_completed task act_end_date
cnmt/pomt.spec_section task_actv actv_code_type_id,
actv_code_id, proj_id SPCS
cnmt/pomt.document_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR
csdt.cost_code projcost acct_id
csdt.distributed_value projcost target_cost

Schedule of Values
Expedition Field P3e Table P3e Field
rqdt.ref_activity_id task task_id
rqdt.description task task_name
rqdt.percent_complete task NOT STORED, CALCU-
LATED (pct)
rqdt.total_complete projcost act_cost
csdt.cost_code projcost acct_id
rqdt.description projcost expense_name
rqdt.scheduled_value projcost target_cost (is the budgeted
expense cost)
rqmt.from_vendor task_actv actv_code_type_id,
actv_code_id, proj_id RESP

Change Orders
Expedition Field P3e Table P3e Field
chmt.ref_activity_id task task_id
csdt.cost_code projcost acct_id
chmt.contract_number task_actv actv_code_type_id,
actv_code_id, proj_id CNTR
chmt.distributed_value projcost target_cost
546 Appendices

chmt.spec_section task_actv actv_code_type_id,


actv_code_id, proj_id SPCS
chmt.to_vendor task_actv actv_code_type_id,
actv_code_id, proj_id RESP
compute_0010 task task_name
chmt.time_change task remain_drtn_hr_cnt
547

Expedition Environments
Expedition reports and forms are stored in
In this appendix environments (.PBL library files) for each
document type.
Expedition Environment Tables
Use InfoMaker to access the names of the
.PBL library files containing Expedition
document types and the reports, forms,
dunning letters, multiproject reports, and
embedded reports for each one.

Expedition stores all form .PBL library files in


EXPWIN\FORMS and all report and dunning
letter .PBL library files in
EXPWIN\REPORTS.
548 Appendices

Expedition Environment Tables


In environment tables, as in Expedition, forms begin with f_; dunning
letters begin with d_; reports begin with r_; multiproject reports begin with
m_; and embedded reports begin with em_.

Display Expedition environments To view environment infor-


mation, open InfoMaker.

Click Envt to access


environment infor-
mation, then choose
File, Open to open the
Select Library dialog
box.

If you upgraded from a previous version when you installed


Expedition, new reports and forms (if any) are placed in a
.PBL file named NEWXX.PBL. By default, this file is placed in
the EXPWIN\REPORTS folder. You can use the Entry, Copy
command in InfoMaker to transfer these reports and forms to
their proper environment for the associated Expedition
document.
Expedition Environments 549

Navigate to the
EXPWIN folder.

Double-click the FORMS


folder to open a list of forms
.PBL files, or REPORTS to
open a list of reports .PBL
files.

Double-click a .PBL file to


open a list of reports or forms
for that environment.

In this example, there are


embedded reports (em_) and
forms (f_).
551

Index
A B
Access rights Back up
setting for a group of users across projects 28 network database 126
setting for a user 27 scheduled 129
user levels 26 single projects 122
Acronyms, choosing for logs, documents, and fields 80 standalone database 124
Actions 7 Backup/Restore program 122, 124, 126, 129
Activities BAT files 76
creating P3 from Expedition 51 Bid packages
updating 535 command 92
updating Primavera Enterprise 542 defining 92
Activity codes dictionary 419 setting up for drawings 339
Actual costs 195 Budget
distributing to the cost worksheet 251, 259 collecting committments into 284
Actual start and finish dates 388, 391, 431 Budgeted costs 195
Adaptive Server Anywhere 7.0 User Guide xvi distributing to the cost worksheet 223
Address Build issues 330
adding for contact 30 Business item
deleting for contact 33 adding to a meeting 187
Administration. See Expedition Administration Applica-
tion. C
Administrator Change document reason codes
Expedition 26 command 90
project 26 defining 90
Agenda Change documents
producing from previous meeting minutes 188 adding 270, 300
AIA certification for payment form 254 applying markup 303
Alerts 7 change orders 298
Analyzer, using with Expedition 510 costing generated 282
Application for payment. See Requisitions. defining reason codes 268
Application setup forms 323
user preferences 110 generating 313
Architect 17 generating from change management 273
Areas, setting up for drawings 339 non-compliance notices 293
ASA 7.0 User guide xvi notices 292
Attachments printing 287
adding to daily reports 421 proposals 296
command 421 reports 323
viewing 74 requests 295
viewing in other applications 76 types 292
Attendees Change management
adding to meetings 187 adding documents 270
Autofill adding multiple commitment documents to the esti-
contact 34 mated phase 285
552 Index

applying markup 303 adding multiples for one company 30


collecting committments into a budget 284 adding number of copies for distribution 30
collecting into a change order 279 adding on the fly 32
collecting into a proposal 281 adding paper size 30
costing generated documents 282 adding remarks 30
creating work process 266 assigning default 42
defining reason codes 90, 268 copying 32
deleting documents 278 customizing assignments 42
deleting generated change documents 278 default 42
distributing costs 205 defining key 23
forms 287 deleting 33
generating change documents from 273 entering E-mail addresses 145
generating contracts from 274 forms 36
initiating from notices, non-compliance notices, or re- including paper size for drawings 339
quests for information 269 reports 36
modifying generated change documents 277 saving in project/group list 35
modifying the work process 267 setting preferences 97
multiple rounds of negotiations 283 specifying paper sizes 30
process 264 using autofill 34
reports 287 using with distribution lists 40
restricting access 267 Contracts
setting preferences 104, 266 adding 212
using 263–287 adding line items to requisitions 222
Change orders 298 creating first requisition 236
applying advanced markup to 308 creating from requisitions 241
applying markup 303 entering initial information 43
applying standard markup to 306 forms 226
approving 322 generating from change management 274
collecting documents generated from change manage- generating materials delivery documents from 400
ment into 279 generating materials delivery records from 218
collecting into 320 generating requisitions from 220
forms 323 generating submittals from 217
reports 323 generating the first requisition 221
setting preferences 101 lump sum 213, 220, 222
Change process 290 reports 226
Changes setting preferences 101
setting preferences 101 status 225
Column headings, customizing 79 unit price 213, 220, 222
COM files 76 using hammock activities with 215
Commitments Copies
adding multiple documents to the estimated phase 285 printing multiple 438
collecting into a budget 284 specifying number for drawing distribution 30
Committed costs 195 Correspondence
distributing to the cost worksheet 223 adding documents manually 166
Communications forms 167
setting preferences 98 recording submittals in 379
tracking 163 reports 167
Company sending to logs 164
adding 29 viewing document items 165
Construction manager 15 Cost codes
Construction Specification Institute (CSI) 197 actuals 196
Contacts adding 197
adding 29 budget 196
adding addresses 30 committment 196
Index 553

copying from one project to another 201 in InfoMaker 477


defining 199 in reports 85, 477
distributing costs to 260 with daily reports 415
exchanging data with Primavera schedules 198 with drawings 368
funding 196 with punch lists 432
setting up 44
Customer support xix
specific costs 208
variance 196
Cost Distributions command 223 D
Cost worksheet Daily reports
actual costs 195 adding 412
adjusting manually using trends 204, 231 adding attachments to 421
budgeted costs 195 assign multiple materials to 417
committed costs 195 creating filters for 413, 419, 492
defining cost codes 199 forms 423
distributing actual costs to 251, 259 generating 422
distributing budgeted and committed costs to 223 including underway schedule activities 413, 419
distributing costs to 202 linking to materials delivery 417
funding 195 listing visitors 416
getting information from 207 posting material deliveries 404
items tracked 195 printing 423
modifying headings 44 recording material deliveries 417
reports 209 recording resource use 414
setting up 197 reports 423
setting up and using 193–209 using 411–423
using 194 Database
using costing for a subcontractor 282 adding 119
variance 195 for a Novell Netware server version of Expedition
Costs 121
collecting into change orders 320 for a Windows 95/98/2000 or Windows NT Expedi-
collecting into proposals 318 tion Database Server version of Expedition
distributing 202, 216, 311 120
distributing actual 259 for stand-alone version of Expedition 120
distributing budgeted and committed to the cost work- backing up, network 126
sheet 223 backing up, scheduled 129
distributing using change management 205 backing up, standalone 124
items tracked in cost worksheet 195 maintaining 115
rolling forward 319, 321 restoring, standalone 125
setting distribution preferences 311 Dates
summary on cost worksheet 207 actual 388, 431
tracking in Expedition 194 early 388, 431
Create Group command 454, 478 updating for submittals 391
CSI. See Construction Specification Institute (CSI). updating punch list required date 431
CSV files 501, 505, 533 dBASE, exporting to 502
Currency Default
setting preferences 100 contacts 42
Current Users command 78 form, changing 441
Custom fields password 4
adding 82 user name 4
creating 82 DEMO sample project 14
creating dictionary terms 84 Design review phase 336, 337, 348, 367
using Designer 17
in documents 85 Dictionaries
in forms 477
554 Index

defining windows 10, 58


bid packages 92 Drawing areas
change document reason codes 90 command 95
custom fields 84 defining 95
disciplines 92 Drawing sets
drawing areas 95 adding drawings to an existing set 366
approved for construction 349
elevations 95
as builts 350
file numbers 93 creating 348
paper sizes 93 creating a new set for design review 351
phases 94 creating a set approved for construction 353
punch lists 430 creating a set awarded for contract 355
roles 89 creating a set of revisions due to a change 357
rooms 96 creating a set to distribute for information 359
specification sections 88 creating an approved set for bid 354
status codes 89 creating transmittals for 364
submittal types 91 creating using existing sketches 361
distribute for contract award 350
updating Primavera 534, 541
distribute for information 350
Disciplines
distribute revisions due to a change 350
command 92, 339
distribute sketches 350
defining 92
issue for design review 349
for drawings 339
linking to a schedule 365
Distribution lists resending 350, 363
adding 39 reviewing 344
command 393 submitting as builts 362
compiling for submittals 393 updating for design review 367
copying to another list 41 Drawings
editing 40 adding documents 340
setting up 39 areas 95, 339
setting up for drawings 339 bid packages 339
using in transmittals 98, 154 creating a change document from 352
Distribution phase 336, 337, 346, 348 creating revisions for 341
Documents creating sets 348
adding 61 creating sketches for 341
adding correspondence manually 166 design review phase 336, 337, 348
adding items 61 disciplines 339
changing order in folder 78 distribution lists 339
choosing acronyms and titles for 80 distribution phase 336, 337, 346, 348
deleting 62 file numbers 339
editing 62 forms 369
exchanging with local and remote users 138 generating multiple 340
grouping 70 identifying revisions for the design review cycle 345
linking with issues 326 identifying revisions for the distribution cycle 346
receiving via E-mail 148 identifying sketches for revisions 347
report library 442 overview 336
rolling costs forward 319 paper sizes 339
routing incoming 150 phases 339
sending printing 369
to correspondence logs 164 reports 369
to local users 136 reviewers 346, 347
to remote users 136 reviewing current status 343
via E-mail 146 reviewing sets 344
using 59 setting up data 339
Index 555

tracking 335–369 using with your PDA 509


updating for design review 367 what’s new xii
using filters in 352 workspace 5
using the transmittal creation queue 345 Expedition Administration Application
workflow diagram 337 starting 116
Dunning letters EXPEMPTY.DB 119
command 98, 444 EXPIMPRT.LOG file 507
environment tables 547 EXPWIN.DB 119
insurance certificates 428
library files 547
materials delivery 409 F
notepads 181 Features, new xii
printing 444 Fields
multiple copies 438 changing names 80
using custom fields in 477 customizing labels 79
exported to Primavera schedules 533–??
File numbers
E command 93
Early start and finish dates 388, 431 defining 93
Elevations defining for drawings 339
defining 95 Files
dictionary 430 attaching to documents 73
E-mail. See Mail. Filters
Engineer 17 applying to a log 66
ENGR sample project 14 complex 67
Environment tables, using in Expedition 547 creating for daily reports 413, 419, 492
Excel, exporting to 502 for drawings 352
EXE files 76 operators 65
Expedition schedule data 68
activities, creating Primavera activities from 51 standard 67
add users 117 tips 69
adding a group database 119 Forms
administration application, starting 116 change documents 323
administrator 26 change management 287
configuring for mail 143 changing default form 441
customer support xix command 441
database, adding 119 contacts 36
documentation xvi contracts 226
environment tables 547 correspondence 167
exchanging data with other applications 501–529 creating in InfoMaker 480
export reports 495 daily reports 423
exporting data to other applications 502 drawings 369
fields exported to P3/SureTrak 533–?? environment tables 547
import specifications 511 insurance certificates 428
importing data from other applications 505 invoices 262
key concepts 11 issues 331
linking with a Primavera schedule 49 letters 172
main window 5 library files 547
new features 5 materials delivery 409
register serial numbers 116 meeting minutes 190
starting 4 notepads 181
using the Analyzer 510 printing 441
using with Mobile 509 mulitple copies 438
using with PrimeContract 508 purchase orders 226
556 Index

requests 323 PowerBar 446


requisitions 254 reports and forms 449
submittals 397 running executable from 464
telephone calls 183 sending reports via E-mail 451
transmittals 161 starting 446
trends 232 using design mode to edit reports 451
using custom fields in 477 Installation guide xvi
Funding costs 195 Insurance certificates
adding 426
G dunning letters 428
General contractor 16 forms 428
Generate a Document command 340 printing 428
Generate a Transmittal command 394 reports 428
Generate Daily Report Wizard 422 tracking 425–428
Get Changes, Materials and Schedule command 406 Internet, using Expedition on xii
Group Invoices
add 71 adding to purchase orders 256
logs and documents 70 closing out a PO using multiple invoices 257
tips 71 closing out a PO using one invoice 256
Group database. See Database. copying 261
deleting 258
H distributing actual costs 259
Hammock activities forms 262
using for contracts 215 reports 262
using with submittals 388 setting preferences 101
Help, online xvi setting project preferences 256
HOSP sample project 14 Issues
HTML adding 327
format, exporting to 502 displaying linked documents 329
forms 331
linking documents to existing 328
I linking to
Import specifications 511 daily reports 415
InBox drawings 368
how Expedition finds E-mail 149 insurance certificates 427
setting up 138 punch lists 432
InfoMaker submittals 379
adding reports to 480 linking to submittals 380
adding retrieval arguments 483 removing linked documents from 329
adding tables to 480 reports 331
adding text to reports 473 using build issues feature to link documents 330
Create Executable Wizard 463 using to link documents 326
creating an executable application 463 Item types
creating custom reports and forms with 469–484 defining 81
creating reports from templates 471
customizing reports and forms with 445–468 K
documentation xvi
Key contact
formatting buttons 446, 451
defining 23
functions 446, 451
Key fields, importing 505
identifying table and field names 59
linking tables in 482
online manuals 447 L
overview 448 Layouts 58, 72
Index 557

setting preferences 112 advanced 106


Letters standard 105
adding using the standard editor (RTF) 168 standard 304
creating using Microsoft Word 168 applying to change orders and proposals 306
dunning, printing mulitple copies 438 using 303
forms 172 using subtotals 310
generating from existing 170 Material codes
reports 172 using with material delivery records 401
RTF 168 Materials delivery
saving as a separate file 171 adding 400
setting preferences 113, 168 adding documents to the log 402
standard editor (RTF) 113, 168 adding to requisitions 406
submittals 397 assigning a ticket to multiple materials 404
templates, creating 169 codes 219
using Microsoft Word 113 dunning letters 409
Licenses, assigning 117 forms 409
Line items generating documents from a unit price contract or
adding from contract/PO to existing requisition 222, purchase order 400
238 generating records from contracts 218
adding in lump sum, unit price, headers, subtotal, or generating records from purchase orders 218
blank line item format 238 linking with daily reports 417
adding to uncertified requisitions 237 posting to daily reports 404
numbering 101 printing 409
Logs 10 recording 403
adding layouts 72 reports 409
choosing acronyms and titles for 80 tracking 399–409
grouping 70 updating stored 245
printing 439 using Primavera schedule dates 403
using 58 Meeting minutes
viewing schedule activities from 498 adding 186
Lotus, exporting to 502 adding attendees 187
Lump sum/line item preferences adding business items 187
setting for new requisitions 220 copying 188
forms 190
M producing an agenda from last meeting 188
Mail reports 190
configuration strategies 144 Meetings. See Meeting minutes.
configuring Expedition 143 Menu bar 6
entering contact addresses 145 Microsoft Exchange
queue, using 137 installing 139, 140
receiving an Expedition document 148 setting up a user in the personal address book 141
sending an Expedition document 146 Microsoft Word
sending documents 136 using as letter editor 113
sending reports with InfoMaker 451 using to create letters 168
setting up 139 Mobile
setting user preferences 111 using with Expedition 509
Markup 12, 215 Modify Preview command 440
advanced 304 Multiple rounds of negotiations 283
applying to change orders and proposals 308 Multi-project reports
creating default advanced values 305 command 443
creating default standard values 304 creating in InfoMaker 483
forms 303 environment tables 547
setting preferences printing 443
558 Index

running in InfoMaker 463, 466 defining 94


defining for drawings 339
N design review 336, 337, 348, 367
Negotiations distribution 336, 337, 346, 348
using mulitple rounds 283 Phone calls. See telephone calls
Non-compliance notices 293 Powerscope xvi
adding 177 Primavera Enterprise (P3e)
initiating change management from 269 schedules
sending 177 updating activity fields 542
Notepads updating dictionary fields 541
adding 179 Primavera Project Planner (P3)
adding notes to 180 fields exported to 533–??
deleting 180 including linked activities on daily reports 413, 419
dunning letters 181 updating dictionary fields 534
forms 181 using linked activities in
reports 181 change documents 301
using 179 materials delivery 403
Notices 292 punch lists 430
adding 175 Primavera schedules
initiating change management from 269 assigning activity IDs to Expedition documents 498
non-compliance 177 creating/updating activities from Expedition activities
sending 175 51
Numbering line items 102 displaying all activities 493
documents that can be exported from Expedition 489
O exchanging Expedition data with 487
Objects Expedition fields exported to 533
placing in Project Center 38 exporting Expedition data to create or status activities
ODBC 495
connecting to 470, 480 filtering data 493
OFFC sample project 14 importing Expedition data into 497
Online documentation for InfoMaker 447 linking Expedition to 47
Owner 16 linking to 491
linking with Expedition 47
P setting up for use with Expedition 488
Palm-OS sorting data 493
using with Expedition 509 updating activity fields 535
Paper sizes updating dictionary fields 534, 541
command 93 updating Expedition documents with schedule dates
defining 93 499
defining for drawings 339 updating linked submittal activities 382
specifying for contact 30 PrimeContract
Password contract messages 215
default 4 setting preferences 107
Payment using with Expedition 508
creating the first requisition for 236 Print command 438, 465
generating the first requisition for 221 Print preview 440
Payment applications. See Requisitions. Printers
Payment requisitions. See Requisitions. setting up 440
PBL files 448, 549 Printing
PDA change documents 287
using with Expedition 509 dunning letters 444
Phases forms 441
command 94 log windows 439
Index 559

multiple copies 438 Punch lists


multi-project reports 443 adding items to 431
reports 442 creating 430
transmittals 159 defining elevations 95
Progress defining rooms 96
recording 242, 244 dictionaries 430
Project administrator 26 elevations 95
Project Center 7 producing 429–433
customizing 37 using linked schedule activities in 430
objects 38 Purchase orders
Project Jumpstart Wizard 22 adding 212
Project preferences adding invoices to 256
change distributions 311 adding line items to requisitions 222
markup closing out using multiple invoices 257
advanced 106, 305 closing out using one invoice 256
standard 105, 304 creating first requisition 236
setting 97 creating from requisitions 241
change management 104 forms 226
change orders 101 generating materials delivery documents from 400
communication 98 generating materials delivery records from 218
generating requisitions from 220
contacts 97
generating submittals from 217
contracts 101 generating the first requisition 221
currency 100 lump sum 213, 220
invoices 101 reports 226
PrimeContract 107 setting preferences 101
purchase orders 101 unit price 213, 220
requisitions 102
schedules 98 R
transmittal queue 98 Reason codes
Projects defining 268
adding 21 Remarks
adding via an administrator 23 adding to contact 30
backing up, single 122 Reports
defining the key contact 23 adding calculated fields 475
deleting 23 adding columns 476
planning 20 adding drawing objects 474
restoring, single 122 adding elements 473
security 26 adding fields 481
templates adding pictures 475
creating 24 adding retrieval arguments 483
view 6 adding selection criteria to 484
customizing 78 adding shading 459
Proportional fonts, using in letters 438 adding tables 471
Proposals 296 adding text blocks 473
applying advanced markup to 308 adding to InfoMaker 480
applying standard markup to 306 aligning columns 459
collecting documents generated from change manage- change documents 323
ment into 281 change management 287
collecting into 318 changing fonts and point size 459
PRX files 124 contacts 36
Punch List Elevations command 95 contracts 226
Punch List Rooms command 96 correspondence 167
560 Index

creating from templates in InfoMaker 471 telephone calls 183


creating new from existing 470 transmittals 161
creating new in InfoMaker 480 trends 232
customizing using InfoMaker 445–468 troubleshooting preview 462
daily reports 423 using an existing report as a template 470
detail band 450 using custom fields in 477
drawings 369 working with tables and columns 471
editing in InfoMaker’s design mode 451 See also Daily reports.
editing text blocks 458 Requests and changes 295
environment tables 547 forms 323
export, using 495 reports 323
filtering 456 using schedule activities in 301
footer band 450 Requests for information
formatting adding 173
changing text color and size 478 initiating change management from 269
elements 458 using 173
grouping 454 Requisitions
header band 450 adding line items from a contract or PO 238
insurance certificates 428 adding line items to 222
invoices 262 AIA form 254
issues 331 approved change orders, adding to 406
landscape 458 calculating retainage 246
letters 172 certifying 248
library for current period 249
overview 448 creating contracts from 241
selecting 442 creating first one for payment 236
using in InfoMaker 471 creating periodic payments based on the previous req-
library files 547 uisition 240
linking tables in 482 creating purchase orders from 241
materials delivery 409 distributing actual costs to the cost worksheet 251
meeting minutes 190 forms 254
multi-project 438 generating for project payment 221
notepads 181 generating from contracts/POs 220
organizing information 454 getting change orders, materials for delivery, and
portrait 458 schedule dates 406
previewing 461 materials delivery, adding to 406
printing 442 process overview 234
multiple copies 438 recording progress 244
relaying from remote sites using dial-in access 253
multi-project 443
reports 254
producing multi-project 466 reviewing activity data in 498
prompt for criteria 456 schedule of values 406
purchase orders 226 sending to local users 253
remove columns 459 sending to remote users 253
requests 323 setting lump sum/line item preferences 220
requisitions 254 setting preferences 102
running a series using InfoMaker 463 setting retainage calculations 220
saving in a different file format 466 setting up 235
sections 450 transferring information from an existing one to a new
sizing objects equally 460 one 250
sorting 454 uncertified, adding line items to 237, 238
spacing columns 459 updating 242
submittals 397 updating current 240
summary band 450 updating schedule dates in 499
Index 561

updating stored materials 245 Materials Presently Stored Not in D or E (Column F)


using preferences for in contracts 214 407
Resources using with materials deliveries 406
recording on daily reports 414 Security 26
RESP activity code 419, 492 project 26
Restore Send mail feature 136
single projects 122 Send to InBox command 136
standalone database 124 Serial numbers
Restore Default Tree Names and Orders command 78 adding 116
Restricted user 27 registering 116
Retainage Sketches
calculating 246 creating drawing sets using 361
setting calculations for new requisitions 220 creating for drawings 341
using calculation options for in contracts 214 identifying for drawing revisions 347
Retrieval arguments incorporating in drawing revision 347
adding to reports 483 Sort 65
Review cycles adding specifications 69
updating submittals 382 applying to a log 66
Reviewers tips 69
tracking in submittals 386 Spec Sections command 88
Revisions Specification sections, defining 88
creating for drawings 341 Spelling checker, using 63
RFI. See Requests for information. Standard editor
Rich Text Format (RTF) 438 using for letters 113, 168
using in letters 168 Status bar 10
Roles 15 Status codes
architect 17 defining 89
command 89 Status command 89
construction manager 15 Submittal packages
defining 89 adding 374, 376
designer 17 adding submittals to 377
engineer 17 creating 45
general contractor 16 deleting 375
owner 16 remove submittals from 377
Rooms review cycle 376
defining 96 structuring using CSI codes 376
dictionary 430 updating submittals 378
Submittal Types command 91
Submittals
S adding 375
Sample projects 14 adding to a submittal package 377
SAMPLE.DB 119 bar chart 374
Save Rows As command 466 building activities 46
SCHEDBUP 129 compiling distribution lists 393
Schedule activities copying 380
filtering 68 creating 45
including in daily reports 419 creating InfoMaker report using 480
setting preferences 98 defining types 91
using in change documents 301 deleting 375
using Primavera 403 forms 397
using to update submittals 388 generating from a contract or PO 217
Schedule Activity command 391, 403 letters 397
Schedule of values managing 371–397
creating 237 multiple reviewers 386
562 Index

printing 397 using with drawings 345


process 372 Transmittals
producing transmittals from 393, 395 adding to database 159, 396
recording scheduling information 389 copying 156
reports 397 creating 152
review cycle 392 creating from submittals 161, 393, 395
revision sets 386 deleting 153
specifying activity duration 390 delivering 159
specifying succeeding activities 390 E-mailing 160
updating activity dates 382, 388, 391 faxing 160
updating from a package 378 forms 161
updating scheduling information 389 generating
updating using review cycles 382 copies 156
using hammock activities 388 from other documents 157
viewing status 392 printing 159, 160, 396
Subtotals reports 161
using in markup 310 updating and sending 395
Support, customer xix using distribution lists in 154
SureTrak Trends 228
fields exported to 533–?? adding 229
including linked activities on daily reports 413, 419 forms 232
updating activity fields 535 reports 232
updating dictionary fields 534 using to manually adjust the cost worksheet 231
using linked activities in
change documents 301
materials delivery 403 U
punch lists 430 Unit price contract
Sybase database xix generating materials delivery records from 400
Unit price line items
numbering 102
T Update Drawings By Reviewer command 367
Table and field names, identifying 59 Update From Lead Time command 391
Tax Update From Schedule command 389
calculating amounts 247 Update Package command 378
per line item 102, 238 URLs, attaching to documents 73
per lump sum 238 User name
Technical support xix default 4
Telephone calls User preferences
documenting 182 application setup 110
forms 183 general 108
reports 183 layouts 112
Templates mail setup 111
creating for letters 169 setting 108
creating for projects 24 User-defined types, creating 81
creating InfoMaker reports with 471 Users
using as basis for new project 24 adding 117
Titles Expedition administrator 26
choosing for logs and documents 80 project administrator 26
copying from one project to another 201 restricted 27
Toolbar 6 sending documents to 146
Transmittal creation queue Utilities, backup and restore 122, 124, 126, 129
command 395
opening 159
specifying delivery method 159
Index 563

V
Variance 195
Visitors, listing in reports 416

W
Web site address, attaching to documents 73
What’s new in Expedition xii, 5
Workspace 5
World Wide Web, using Expedition on xii

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