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City of South Bend Projectmates Playbook
Projectmates® Updated 09/2022 Copyright© 2022 Systemates, Inc. Page 1 of 24 Projectmates Standard Operating Procedures for the City of South Bend https://cityofsouthbend.projectmates.com/ | Standard Operating Procedures Updated 09/2022 Page 2 of 24 Contents 1. Navigation Overview ....................................................................................................................... 3 Getting Started ................................................................................................................................... 3 Project Navigation .............................................................................................................................. 5 2. Document Management .................................................................................................................. 6 File Structure Overview ...................................................................................................................... 6 To Upload Documents ........................................................................................................................ 7 3. Photo Albums ................................................................................................................................. 8 4. Tasks .............................................................................................................................................. 9 Schedules .......................................................................................................................................... 9 Meeting Minutes ............................................................................................................................... 10 Action Lists ....................................................................................................................................... 11 5. Construction Management ............................................................................................................ 12 RFIs ................................................................................................................................................. 12 Submittals ........................................................................................................................................ 13 Daily Field Reports ........................................................................................................................... 14 Site Visit Reports .............................................................................................................................. 15 Discussion Forum ............................................................................................................................ 15 6. Cost Tracking ............................................................................................................................... 16 Budget ............................................................................................................................................. 16 Contracts .......................................................................................................................................... 17 Proposed Change Orders ................................................................................................................ 19 Change Orders ................................................................................................................................. 21 Invoices & Pay Applications ............................................................................................................. 23 | Standard Operating Procedures Updated 09/2022 Page 3 of 24 1. Navigation Overview Getting Started System Requirements: • Internet Explorer 10 or above (JavaScript, Cookies, pop-ups enabled), Google Chrome, Mozilla Firefox, or Apple Safari • High speed Internet connection Log into your Projectmates site: • Open Internet browser, go to https://cityofsouthbend.projectmates.com/ • Enter Username and Password (Passwords are CaSe SeNsItIvE) • Follow the onscreen instructions to allow pop-up windows. Forgot your password? • Click on the Forgot your password? link. Enter your username and click Email me. A link to reset your password will be emailed to you. My Work: • For users working in multiple projects, Projectmates offers a "Ball in Court" dashboard view of action items and deadlines for all current projects. • Bar graph displays pending and overdue items. • Click the module name next to the bar graph to view item details. My Projects • Select a project and click the "Open" button OR click on the project name; you are taken to the selected project where you may begin your work. | Standard Operating Procedures Updated 09/2022 Page 4 of 24 Inside a Project • Once inside a project, information is organized into three frames for easy navigation. • The links at the top are for navigating through the various workflow utilities and documents within the system, such as Documents or Tasks. • Click a tab, and the respective modules will appear below. Click on each utility button to access the sub menus, which display in the Left Frame. Project Leapfrogging • Once inside a project, click the project name or magnifying glass located in the top-right corner to navigate quickly to another project. | Standard Operating Procedures Updated 09/2022 Page 5 of 24 Project Navigation | Standard Operating Procedures Updated 09/2022 Page 6 of 24 2. Document Management File Structure Overview Access to document folders varies from user to user. Your view may differ from the view below. | Standard Operating Procedures Updated 09/2022 Page 7 of 24 To Upload Documents Document Version Control – When uploading a new version of a file, it is not necessary to change the file name. Simply upload the file using the same naming convention and Projectmates will create a 2nd, 3rd, 4th version, and so forth. Earlier versions can always be accessed by clicking Version Number. 1. Click on Upload icon next to the file folder. 2. In the upload window: a. Drag and drop files or click in the box to choose files. b. Select to notify appropriate parties that documents are uploaded. 3. Click Save. | Standard Operating Procedures Updated 09/2022 Page 8 of 24 3. Photo Albums ↓ ↓ To Upload Photos 1. Click on Upload icon next to the photo album. 2. Drag and drop files or click in the box to choose files. 3. Enter Title, Click Save. | Standard Operating Procedures Updated 09/2022 Page 9 of 24 4. Tasks Schedules ↓ ↓ Consultant Schedule: Consultants will upload their project schedules on a regular basis to provide the city with project updates. Contractor Schedule: Contractors may upload their construction schedules on a regular basis to provide owner with updates and project look ahead. Schedules can be imported from Microsoft Project or other common scheduling tool. Milestone Schedule: The Milestone Schedule is designed for the city to capture tasks from Kick Off to 1 Year Walk. This schedule should be updated directly in Projectmates. 1. Do not add or rename milestones since milestones are reported across all projects. 2. Update planned start and planned finish dates when you are added to the project or as soon as possible. 3. Modify planned start and planned end by modifying the duration of tasks or by adjusting the lag days for predecessors only. 4. To hard enter a date or override a predecessor, break the predecessor for a given task. Then you can save a new planned start or planned finish date. Otherwise, the date will revert to the date based on the predecessor relationship. Or follow instructions in #3 above and adjust the duration or lag days for the predecessors. | Standard Operating Procedures Updated 09/2022 Page 10 of 24 Meeting Minutes ↓ ↓ Construction Progress Meetings: The city will determine if module will be used on the project. If yes, determine who is responsible for completing minutes (Project Manager, contractor, architect/engineer). ONLY click Save & Finalize when you are finished documenting the meeting and have reviewed it for accuracy. Once finalized, you cannot edit the meeting minutes; issue an addendum for corrections. When adding other attendees who are not Projectmates users, you can include an email if you'd like the person to receive an email copy of the meeting minutes. Example name and email formats that are acceptable for other attendees: Skeeter Davis skeeter@systemates.com, Mike Bates (MBates@fredweber.com), sarika@baller.com | Standard Operating Procedures Updated 09/2022 Page 11 of 24 Action Lists ↓ ↓ The Action List tool is used to manage multiple checklists. • Closeout Checklist: The Project Manager is responsible for completing closeout checklist items. • Punchlist: o Workflow: Contractor marks as complete. City will verify. o Areas: To be filled out after project creation. o Disciplines: Will be templated based on CSI standards o Complete/Verify: 1. From the Log, filter by All, Incomplete, To be Verified, and Verified action list items. 2. Check the box under column "Completed?" or "Verified?" then click Save to mark an item complete. 3. Additional information can be added or viewed by clicking the Comment and File Attachment icons located on the action list log. | Standard Operating Procedures Updated 09/2022 Page 12 of 24 5. Construction Management RFIs ↓ ↓ External contractors enter RFIs in Projectmates. First Recipient can respond or route to another team member as needed. Default number of Days: 7 Days First Recipient = City or External Inspector Copy to = Project Manager, Construction Manager, Consultant • All items: This will show you all RFIs entered into the system. • My items: This will show you any RFIs you created or have been routed to you for your approval. Here you may be able to Route, Close, Resubmit, Void, and Delete. (Depending on Access Rights) • Create new Item: Initiates a new RFI. Once required fields are completed, select Save as Draft, Save & Finalize, or reset to clear the fields on the form and start over. To Initiate an RFI, click Create New Item, complete RFI form, and click Save & Finalize. Access Rights options when working with RFIs: Route: Forward this item to any Projectmates team member. Close: Close this item. Resubmit: Resubmit this item. Void: Voids this item (Admin Only). Delete: Delete this item (Admin Only). | Standard Operating Procedures Updated 09/2022 Page 13 of 24 Submittals ↓ ↓ Submittals workflow: Contractor enters Submittals in Projectmates. First Recipient can respond or route to another team member as needed. Default number of Days: 10 Days First Recipient = City or External Inspector Copy to = Project Manager, Construction Manager, Consultant • All items: Shows all Submittals entered into the system for this project. • My items: Shows any Submittals you created or have been routed to you for your approval. Here you may be able to Route, close by selecting Final Action, Delete, and Void. (Depending on Access Rights) • Create new Item: Initiates a new Submittal. Once required fields are completed, select Save as Draft, Save & Finalize, or reset to clear the fields on the form and start over. | Standard Operating Procedures Updated 09/2022 Page 14 of 24 Daily Field Reports ↓ ↓ Contractor Log: Contractor submits field report to the Project Manager. Complete Work Description, Weather, Personnel, Inspections, etc. If extensive photo documentation is involved, upload pictures into the photo album module. Daily Inspection Report: Inspector fills out daily reports. Complete Work Description, Weather, Personnel, Inspections, etc. If extensive photo documentation is involved, upload pictures into the photo album module. Note: Progress pictures should be uploaded in the Photo Album module. 1. Click on Create new item. Start the field report. 2. Enter field information throughout the day by clicking Save as Draft. 3. When the report is complete, go to Notifications tab and select Publish Immediately from the drop-down. 4. Click Save & Finalize to submit. Timesaver Tip: Reports can be copied from one day to the next. To copy a field report, open the report from the All items section and click Copy Report. | Standard Operating Procedures Updated 09/2022 Page 15 of 24 Site Visit Reports ↓ ↓ Project Managers and consultants complete this form when doing site visits. If extensive photo documentation is involved, City personnel can upload pictures into the photo album module. 1. Click on Create new item. Start the field report. 2. Enter field information throughout the site visit by clicking Save as Draft. 3. When the report is complete, click Save & Finalize to submit. Discussion Forum ↓ ↓ Discussion Forums are one of the simplest, most effective ways of enabling team members to communicate without the hassle of long-running email correspondence. Use Discussion Forums to conduct topic-based discussions. | Standard Operating Procedures Updated 09/2022 Page 16 of 24 6. Cost Tracking Budget ↓ ↓ As you navigate through each tab, different information is automatically calculated to easily navigate financials. See below: Budget Cost Variance Invoices | Standard Operating Procedures Updated 09/2022 Page 17 of 24 To Edit the Budget To edit line items, click the Expand icon to view all sub-items or click on the item description. After the sub-items have been expanded, click the edit icon to open the edit form. The Edit Budget Item window will appear. Make any necessary changes/updates, then click Save. A confirmation will appear Close the Edit window and repeat with other sub- items as necessary. Contracts ↓ ↓ Contract creation workflow: Project Manager creates commitments in Projectmates by creating contract from the budget. Contract Approval Process: 1. Internal-Project Manager | Standard Operating Procedures Updated 09/2022 Page 18 of 24 To Create a New Contract 1. View the appropriate Budget thread. 2. Check the boxes next to the items for the contract, then click Actions > Create Contract. 3. Input Item #, Description, Division, and Group. 4. Click Select Awarded To and select company name. 5. If creating a GC Contract, remember to fill in Retainage %. 6. If creating a GC Contract, also remember to fill out the Orig. Substantial Completion Date. Click Show next to Additional Contract Details to expand the menu. 7. Fill out Orig. Sub. Completion. 8. Click the Save or Save & Next button. 9. On the Items tab, enter Amount for the Schedule of Values. | Standard Operating Procedures Updated 09/2022 Page 19 of 24 10. On the Attachments tab, upload any backup documents, including the contract or proposal. 11. On the Start Approval tab, select approval type from the drop-down menu, and then click the Start Approval button. Proposed Change Orders ↓ ↓ PCO Creation Workflow: General Contractor will enter in PCO again awarded contract. PCO Approval Process: 1. Toy Villa 2. Internal-Project Manager To Create a New Proposed Change Order 1. Click Add new PCO. | Standard Operating Procedures Updated 09/2022 Page 20 of 24 2. Select the contract from the drop-down list. All contract information will be pulled into the change order. The PCO No. will auto-populate after the Contract is selected. 3. Select a Reason Code. 4. Link RFI when appropriate. 5. Select a PCO Type. 6. Enter Days Change only if the PCO will increase or decrease the Substantial Completion Date. 7. Click the SAVE button. 8. Jump to the Items tab. Enter the Item No., WBS/Section code, Descriptions, and Amount for all PCO items. 9. Click the ADD button after entering an item. 10. After adding all items, click the Save button. | Standard Operating Procedures Updated 09/2022 Page 21 of 24 11. Jump to Attachments tab. Upload any backup documents. 12. Jump to Start Approval tab. When ready, select the approval type. 13. Click on Start Approval to begin the electronic approval process. Change Orders ↓ ↓ Change Order creation workflow: Project Manager will enter change orders into Projectmates. Otherwise, client will enter change orders into Projectmates. Change Order Approval Process: 1. Toy Villa 2. Internal-Project Manager 3. Internal-Board Clerk To Create a New Change Order 1. Click Add new Change Order. | Standard Operating Procedures Updated 09/2022 Page 22 of 24 2. Select the contract from the drop-down list. All contract information will be pulled into the change order. The change order Item # will auto-populate after the contract is selected. 3. Update the Description. 4. Select a Reason Code. 5. Link PCO when appropriate. 6. Enter Days Changed only if the change order will increase or decrease the Substantial Completion Date. 7. Click Save & Next. 8. On the Items tab, enter the change order amount next to the appropriate line item(s) in the contract schedule of values. 9. Click the Save button after entering all amounts. 10. On the Attachments tab, upload any backup documents. | Standard Operating Procedures Updated 09/2022 Page 23 of 24 11. On the Approval tab, click on Start Approval to begin the electronic approval process. Invoices & Pay Applications ↓ ↓ Invoice Creation Workflow: External business partners who are users in Projectmates enter in invoices and pay applications. Otherwise, internal users can enter in the invoices and pay applications directly. Invoice Approval Process: General Invoices 1. Internal-Project Inspector 2. Toy Villa Invoice Approval Process: Invoice retainage Release 1. Internal-Project Manager 2. Internal-Board Clerk 3. Toy Villa To Create a New Invoice/Pay App 1. Click Create new item. 2. Select the contract from the drop-down list. All contract information will be pulled into the invoice. | Standard Operating Procedures Updated 09/2022 Page 24 of 24 3. Enter the Pay Period From Date and To Date. 4. Click the Save button. 5. On the Items tab, enter the dollar amounts OR percentage % next to the appropriate line item(s) in the invoice. 6. Click the Save button after entering all amounts. 7. On the Attachments tab, upload any backup documents. 8. On the Approve tab, select approval type from the drop-down menu, and then click the Start Approval button.