Académique Documents
Professionnel Documents
Culture Documents
Expedition 8.0
User’s Guide
© 1997 - 2002 Primavera Systems, Inc. All rights reserved.
No part of this document may be reproduced or transmitted in any form or by any means without the prior
written consent of Primavera Systems, Inc. (Primavera)
While reasonable efforts have been made to ensure the accuracy of this document, Primavera assumes no
liability resulting from any omission or inaccuracies in this document or from use of the information obtained
herein. Primavera reserves the right to make changes to any products described herein to improve reliability,
function, or design, and reserves the right to revise this document and to make changes from time to time in
content hereof with no obligation to notify any person of revisions or changes. Primavera does not assume any
liability arising out of the application or use of any product described herein; neither does it convey license under
its patent rights or the rights of others.
Telephone: 1-610-667-8600
FAX: 1-610-667-7894
E-mail: usatech@primavera.com
World Wide Web site: http://www.primavera.com
Computer Software Copyrights: The Primavera software products described in this document may not be
copied, reproduced, modified, or distributed in any manner without Primavera's express written permission.
Use and Disclosure Restrictions: The software described in this document is the property of Primavera. It is
furnished under a license agreement and may be used and/or disclosed only in accordance with the terms of the
agreement.
US Government Rights: Use, duplication, or disclosure by the US Government is subject to restrictions set
forth in the Primavera license agreement and as provided in DFARS 227.7202-1(a) and 227.7202-3(a) (1995),
DFARS 252.227-7013(c)(1)(ii) (OCT 1988), FAR 12.212(a) (1995), FAR 52.227-19, or FAR 52.227-14 (ALT
III), as applicable.
Trademarks: Primavera, Primavera sundial logo, Primavera Enterprise, Primavera Expedition, Primavera
Methodology Manager, Primavera Portfolio Analyst, Primavera Progress Reporter, Primavera Project Planner,
P3, Primavera Project Planner for the Enterprise, P3e, Primavera Software Development Kit, Primavera
TeamPlay, Primavera TeamPlay ESP, Primavera TeamPlay Methodology Manager, Primavera TeamPlay
Portfolio Analyst, Primavera TeamPlay Project Manager, Primavera TeamPlay TeamPlayer, and Primavision,
are either registered trademarks, trademarks, or service marks of Primavera Systems, Inc., in the United States
and/or in other countries.
Windows, Windows 95, Windows 98, Windows 2000, and Windows NT are trademarks of Microsoft Corpo-
ration.
Other brands or product names are trademarks or registered trademarks of their respective holders.
Table of Contents
Preface................................................................................................. xi
What’s New in Expedition.................................................................................. xii
Expedition Documentation ................................................................................ xvi
About This Manual .......................................................................................... xviii
Expedition Customer Support ........................................................................... xix
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
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 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
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
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 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
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.
Part Contents
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.
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*
*For 24-hour support, you can also visit Primavera’s online Knowledgebase at http://www.primavera.com/support/
knowledgebase.html
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.
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
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.
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.
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
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:
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.
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.
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.
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.
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.
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
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
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
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
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.
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
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
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).
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
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
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.
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.
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.
Expedition adds
the salutation
“Dear...” when you
enter the contact’s
title and last name.
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
Open the project to which you copied the companies, then open the
Company Directory to display the information just added.
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).
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
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.
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.
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.
The Default Company Setup dialog box displays the default contact
assignments for the currently open project.
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
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
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
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.
■ 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.
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
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.
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.
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.
Drag a column
divider to
change the
column width.
Double-click a
document icon to
open its document
window.
You can restore the original settings by choosing View, Restore Default
Column Settings.
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.
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.
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 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.
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
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.
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.
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 Between Is not between a specified low value and high value
AND When one expression and another expression is true, the row
is selected
Operator Description
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.
The following two examples list all contacts that have a contract value
greater than $100,000:
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.
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.
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.
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.
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
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
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.
To change the
document’s order,
type the new number
in this column.
Customizing Log and Document Windows 79
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.
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
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.
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
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.
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
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.
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.
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
Enter up to 23
characters for the file
number description.
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
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
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.
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
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
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.
Click to use
Standard markup.
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).
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.
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.
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.
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.
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.
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
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.
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
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
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.
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.
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.
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.
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:
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.
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.
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
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
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:
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.
Open the document window for the item you want to send, then choose
File, Send, Send to InBox, and specify the recipient.
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
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
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.
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.
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.
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
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.
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
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
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
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.
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.
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.
Mark to indicate
the actions the
recipient should
take.
To address the
transmittal, use
the default To
and From contact
addresses, or
change them.
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.
New transmittal
number and
current date
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.
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.
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 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.
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.
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
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.
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.
Type the
question.
Type your
signature
and the Type the
approval answer.
date.
Select a
reason code.
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.
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
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.
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.
Adding a Meeting
Use a Meeting Minutes document window to record all pertinent infor-
mation about a meeting, such as attendees and business items.
If an Express Select
user this
comments meeting’s
on a meeting priority
minute item, level.
Expedition
sends the
coordinator
e-mail.
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
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
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.
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.
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
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.
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
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:
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.
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
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
The following figure illustrates the basic process for distributing costs to
the Cost Worksheet.
Setting Up and Using the Cost Worksheet 203
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.
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
For a quick glance at the current status Review the totals at the
bottom of the Cost Worksheet.
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
Type a description
of the contract
work.
214 Part 4: Working with Contracts, Project Costs, and Changes
Set requisition
preferences and
retainage calcu-
lation options that
apply to any requi-
sition generated
from this contract.
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.
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.
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.
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
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.
■ 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
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
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
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.
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
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
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
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.
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 also generate a trend from a trend by choosing Tools, Generate A
Document to start the Generate New Trend Wizard.
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.
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
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.
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
You can also add a new requisition by choosing Edit, Add Item, while in
the Payment Requisitions log or Requisition document window.
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.
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
Change item
numbers to
reorder rows.
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.
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
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.
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.
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.
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).
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.
...or enter
retainage for
each line item if
retainage
percentages
vary among line
items.
Preparing Requisitions for Payment 247
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.
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.
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.
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
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.
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.
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.
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.
You can only add a new invoice list to the Contract/PO Invoice
List log by creating a new contract or PO.
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 infor-
mation from the PO.
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:
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
Copying an Invoice
Expedition enables you to copy an existing invoice on a contract/PO to
create a new one.
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.
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.
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.
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
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.
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
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.
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.
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
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 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 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.
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.
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
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
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
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.
Type a
description of
the problem
and sign it.
Record
approval
information
in this area.
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 Collected
Changes tab contains
data about documents
merged into this one
using Collect.
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 infor-
mation
about unit
price items.
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.
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
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.
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.
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
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.
Indicates the
order in which
Expedition
applies the
markup
categories to the
document
Click to add a
new row below
the current
row.
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.
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.
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.
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.
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.
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
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.
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.
For single change documents, the generate process also includes these two
steps:
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.
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
Expedition adds
collected documents to
the Collected Changes
tab on the Proposal.
Using Individual Requests and Changes 319
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.
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.
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.
Changes to decreased
when you enter a
negative number of days,
or to unchanged for zero.
Using Individual Requests and Changes 323
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
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.
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
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
Design review
Drawing Rev. D
CIVIL
DWG C1-C20 Drawing Rev. 1
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).
The following diagram illustrates how to perform the stages of the design
review and distribution cycles in Expedition.
Generate set of
Generate set of drawings drawings and add
and add drawing(s) drawings for
for review distribution
Create transmittals
and print reproduction Update log with dates
order
Update drawings
returned by reviewer
Drawing phases identify the purpose for the issued drawing, such as
Issued for Bid (IFB) or Issued for Construction (IFC).
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
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.
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.
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.
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
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.
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.
Identifies each
reviewer
associated with
the sketch
348 Part 5: Logging and Tracking Information
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.
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.
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
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.
EARTH
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
Select the
drawings
to include
in the set.
Click to
create a
new
drawing.
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 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
Click to create
the transmittals.
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
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...
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.
You must enter a unique value Expedition automatically assigns the submittal
to identify the submittal. the next available sequential number.
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
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.
Mark each
submittal for
which you want
to change status
and/or dates.
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.
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
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
The following steps outline the process for updating submittal schedule
dates from review cycle dates:
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.
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
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.
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.
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
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.
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.
An “A”
indicates an
actual start
or finish for
an activity.
392 Part 5: Logging and Tracking Information
Primary submittal
coordinator from
Project Properties
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.
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.)
You can also generate a transmittal at any time for a selected submittal by
choosing Tools, Generate a Transmittal.
Managing Submittals 395
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
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.
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
Select a contract or
purchase order.
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.
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
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.
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.
Click to include
underway schedule
activities and/or
meetings on the report.
To record field personnel, click the Field Force tab, then choose Edit, Add
Item, and enter information about labor use in the appropriate fields.
Listing Visitors
Use the Visitors tab on the Daily Report document window to record the
names of site visitors and the companies they represent.
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.
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.
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.
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.
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.
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
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.
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
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
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 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.
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.
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.
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.
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.
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.
Button Function
Button Function
Exit InfoMaker.
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.
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
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.
You can use the following formatting buttons in the Design toolbar in
InfoMaker to make your printed Expedition report meet your company’s
requirements.
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.
Button Function
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.
Button Function
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.
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
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
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.
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
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 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:
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
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.
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.
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
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.
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.
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
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.
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).
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
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
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.
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
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
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
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
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
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
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
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
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.
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
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.
Click the SQL Data button in the Design toolbar, then choose File, Save,
to save the report.
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.
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
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:
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
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.
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
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.
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.
Primavera schedule
dates were used to
update the start and
completion dates for the
materials delivery.
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
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.
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
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.
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.
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.
Import Specifications
This section lists the fields that can be imported into Expedition for each
module and table.
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Expedition
Module Column Name
Table Name
Appendices
In this part Fields Expedition Exports to Primavera
Schedules
Expedition Environments
T his part contains technical information on Expedition
tables and library files.
Cost Accounts
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
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
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
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)
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
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.
Navigate to the
EXPWIN folder.
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
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