Overview

Primavera Expedition Software

for
Contract Administration

Dr. Abdalla ElDaoushy

[Link]

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Abdalla ElDaoushy, Institute of National Planning, Cairo, EGYPT
Expedition Software & Business Needs
 Track Submittal Reviews and determine the impact on the
Schedule.

 Manage Design-Changes and distribute Contract-

Drawings-Revisions to Contractors.

 Review Change-Orders for financial and technical impact

(Cost & Time Impact) and make recommendations to the
Client.

 Forecast Project Budget (due to different changes).

 Communicate up to date Project Details to the Clients.

Expedition Software

 It is a complete Company Solution based on the concept that

the Data Stream from the Field Personnel on the Site to the
Top Executive in the Office is linked together to form a
validated, comprehensive picture of the Project.

o Expedition accelerates the Review Process.

o It keeps everyone informed.
o It gets the Answers you need.
o It simplifies your Project Schedule.
o Expedition enables sending documents from the Job
Site to the Home Office and vice-versa.
o Expedition enables to share information with all
Participants.
o Received Documents are added to the Project
Database --- reduces data entry.
o E-mail Queue sends multiple documents all at once.
o Uses current e-mail system.
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  Managing Project Costs:
o Creating or using predefined Cost Codes & Titles.
o Creating Cost Worksheet grouped by CSI
(Construction Specification Institute) Division or
Category (see later).
o Types of Cost Documents:
 CO: Change Order
 CON: Contract
 COR: Change Order Request
 EST: Estimate
 INV: Invoice
 PO: Purchase Order
 PCO: Proposed Change Order
 RQS: Requisition
 . . .

 Communication:
o Save Time.
o Get the look that you want.
o Show Project Status.

 Key Benefits:
o Improve Project Information Flow.
o Provide one Central Location for Project Data.
o Reduce Errors.
o Controls and Manages Work Flow.

 How Do You Benefit?

o Same Page, Same Time.
 Everyone can see different views of the same
data.
 Consistent data regardless of how it is entered.
 Data is viewed by the tool each person is
comfortable using.

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 Project Documents & Budget Control

Two Essential Components:

1. Track Submittals

o Reviews and Approvals.

o Ensures Materials are perfectly to Specifications.

2. Control Changes

a. From Initial Cost Estimate through Approval.

b. Identifies impact on Project Costs and Project
Schedule (Time).

Hint:
Contract Changes & Submittals are the two key
elements that can slow down progress of a
Construction Project.

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 Definitions:

The Contract Documents could be classified into four major types

as follows:

1. Main Documents (Contracts & Purchase Orders)

2. Cost Documents

3. Change Documents

4. Other Documents

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 1. Main Documents

1.1 Contract
 A Contract is a written agreement between two parties in
which one party agrees to perform specified work for another
party for a certain price.

 The Contract usually involves Labor only or Labor &

Materials.

 It includes a Description of the work to be performed.

 A Contract usually includes a list of the Special Terms

and/or Conditions that apply to the Contract.

 It also lists the Start & Finish Dates along with a Negotiated
Price.

o The Negotiated Price can be Lump Sum and/or Unit

Price.

 Expedition gives you the complete up to date Contract

Status including Pending and Approval Changes.

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 Printed Prime Contract:

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 Printed SubContract:

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1.2 Purchase Orders

 A document containing the information about the Purchase of

Materials or Services, including:

o Description of Services or Items Ordered.

o Payment Terms and Negotiated Prices.

o Required Delivery Dates.

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Printed Purchase Order:

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2 Project Cost Management

2.1 Cost Codes & Cost Worksheet

 A Central Location where we can distribute and monitor our
Project Budgeted, Committed, Funding, and Actual Costs.

 Use “Cost Codes” to break down costs in the “Cost

Worksheet”. For example, you may have a Contract of Lump
Sum $50,000.00 for which $25,000.00 is assigned for Rough
Carpentry and $25,000.00 is assigned for Finish Carpentry.

To track each Carpentry’s Cost separately in the Cost

Worksheet, create 2 Cost Codes (Rough & Finish for
example) and assign $25,000.00 to each of them.

 Some Companies base their Cost Codes on the Standard CSI

(Construction Specification Institute) Codes.

 The more meaningful you make the Cost Codes; the easier it is
to analyze Cost Details.

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  Example of Distributing the Budget of the Project in the Cost
Worksheet using the Cost Codes:

Cost Code Title Value

(created)
01 01040 OH Coordinate Construction $250,000
01 01300 VN Scheduling Software $7,000
02 02100 SC Excavation $50,000
02 02200 SC Earthwork and $160,000
Landscaping
02 02500 SC Paving $70,000
02 02700 VN Utilities Earthwork and $20,000
Piping
03 03400 VN Pre-cast Concrete $300,000
16 16100 SC Electrical System $113,000
16 16785 SC Security System $30,000
Total $1,000,000

2.2 Invoices ‫ﺍﻟﻔﻮﺍﺗﻴﺮ‬

U U

It is a document for recording billing information

for contracts and purchase order. ‫ﻣﺴﺘﻨﺪﺍﺕ ﺗﺴﺠﻴﻞ‬
‫ﺍﻟﻤﺪﻓﻮﻋﺎﺕ ﺍﻟﻔﻌﻠﻴﺔ ﻣﻘﺎﺑﻞ ﺃﻭﺍﻣﺮ ﺗﺸﻐﻴﻞ ﺗﻢ ﺗﻨﻔﻴﺬﻫﺎ ﺑﺎﻟﻔﻌﻞ‬

2.3 Request for Payment (Requisition) ‫ﺍﻝﻣﺴﺘﺨﻠﺼﺎﺕ‬

U U

A request for payment from the contractor to the

U U U U

owner for a portion of work performed, validated by

schedule of values for the work performed, or
materials installed since the last payment.

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2.4 Cost Categories

Budgeted Costs represent the target or estimated costs for

each work item. It is usually contractually agreed upon
and distributed to the Budget Section of the Cost
Worksheet. ‫ﻫﻲ ﺍﻱ ﺗﻜﺎﻟﻴﻒ ﺗﺨﺺ ﺍﻟﻤﻘﺎﻭﻝ ﺍﻟﺮﺋﻴﺴﻲ ﻣﻦ ﺍﻟﻤﺎﻟﻚ‬

o Committed costs
U

Costs associated with Subcontracts and/or Purchase

U U U

Orders, distributed to the Committed Section of the

U U U U

Cost Worksheet.
U U

‫ﻫﻲ ﺃﺟﻤﺎﻟﻲ ﺗﻜﺎﻟﻴﻒ ﺍﻟﻌﻘﻮﺩ ﺍﻟﻔﺮﻋﻴﺔ )ﻣﻘﺎﻭﻟﻲ ﺍﻟﺒﺎﻃﻦ( ﻭﺃﻭﺍﻣﺮ ﺍﻟﺸﺮﺍء‬

o Actual Cost
U

It is represented by the Requisition & Invoices received

and issued
‫ﺍﻟﺘﻜﺎﻟﻴﻒ ﺍﻟﻔﻌﻠﻴﺔ ﻭﺍﻟﺘﻲ ﺗﻤﺜﻠﻬﺎ ﻣﺴﺘﻨﺪﺍﺕ ﺍﻟﻔﻮﺍﺗﻴﺮ ﺍﻟﻮﺍﺭﺩﺓ ﻭﺍﻟﺼﺎﺩﺭﺓ‬

o Funding Costs
U

Track money from various services (City, State, and

Government).
‫ﺍﻟﺘﻜﺎﻟﻴﻒ ﺍﻟﺘﻲ ﺗﺘﻌﻠﻖ ﺑﺎﻟﺘﻤﻮﻳﻞ ﺍﻟﺨﺎﺭﺝ‬

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 Authorized
Budget Funding
Change (Requisitions)

Cost Worksheet

Budget Committed Actual

Invoices
Contracts
Changes Purchase
Payment
Orders
Requests
Changes
(Requisitions)

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 • You can distribute Contract’s (or PO) Costs to the Budgeted,
Committed, or Funding Section of the Cost Worksheet as
follows:

o Use the Budgeted Section for the total amount

available to spend on the Project (usually between
the Owner & the General Contractor).

o Use the Committed Section for amounts you have

agreed to pay someone else (usually between the
General Contractor & the SubContractors).

o Use the Funding Section to cost out a Contract

funded by more than one resource.

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 o Original Amount
The amount of the contract contained when the
project started.

o Approved Amount
The amount due to a change in progress for
which documents exist and approved.

o Pending amount
Due to a change in progress for which
documents exist but are not approved.

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3 Change Management:
1BU U

 Tracking Contract Change Documents

U

After Project Parties accept a Contract or Purchase Order

and work begins, any changes resulting from changed
U U

specifications, scope of work, site conditions, or project

schedule affect the initial contract costs.

The process of formally changing a contract requires several

steps, each of which should be fully documented.

Expedition helps you to identify changes from initiation

U

through resolution and compresses the time frame for the

approval process.

 Project’s Change Process

U

o Change in condition (CIC)

U

A change document to notify someone of an

U U

unexpected change. (usually from SubContractor to

General Contractor).

o Request for Information (RFI) (Contract

U

information)
A Request for a change document that asks for
U U

information or clarification on some aspects (parts)

of a project.

o Answer (ANS)
U

A Request change document to respond to a Request

U U

for Information (RFI).

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 o Request for Proposal (RFP) (Contract
information)

A Proposal Change Document that asks a

SubContractor to provide an estimate of
requirements to complete a change.

o Proposed Change Order (PCO) (Contract

information)

A Proposal Change Document that outlines a

Subcontractor's price estimate of the cost to
complete a proposed change.

o Change Order Request (COR) (Contract

information)

A Request Change Document to request action on a

recognized problem.

o Change Order (CO) (Contract information)

A Change Document to specify a redirection in plans
or new work items, as well as any approved cost and
effort.

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 Subcontractor
CO ‫ﻭﻳﺘﻢ ﺍﻟﺘﻌﺪﻳﻞ ﻓﻲ ﺍﻟﻌﻘﺪ‬
Contractor
CO
Owner
COR
Contractor
PCO
Subcontractor
RFP
Contractor
ANS
Design Professional

RFI
Contractor
Subcontractor
CIC

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Abdalla ElDaoushy, Institute of National Planning, Cairo, EGYPT
 Documenting the Change Process

Page 25 ppts Anas Wahdan

Add
CIC or RFI

Generate

REP or ANS

Generate

Distribute Cost Worksheet

COR or PCO Pending Revision
Cost

Cost
Collect Cost from Automatically
CORs or PCOs Transferred

Approved CO Cost Worksheet

Add
CO Approved Revision

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Abdalla ElDaoushy, Institute of National Planning, Cairo, EGYPT
4 Other Documents

o Punch List

A list of items that must be completed before the

project can be finished. ‫ﻳﻤﻜﻦ ﺃﻋﺘﺒﺎﺭﻫﺎ ﻣﺴﺘﻨﺪ ﺗﻜﻠﻔﺔ‬

o Submittal (Logs)
U U

A Document that tracks items which must be

reviewed and approved before they can be used in a
U U

project.
:‫ﺃﻣﺜﻠﺔ‬
‫ﺃﻋﺘﻤﺎﺩ ﻣﻮﺍﺻﻔﺔ ﻧﻮﻉ ﻣﻌﻴﻦ ﻣﻦ ﺍﻟﺤﺪﻳﺪ ﺍﻟﻤﺴﺘﺨﺪﻡ ﻓﻲ ﺍﻟﻤﺸﺮﻭﻉ‬
‫ﺃﻋﺘﻤﺎﺩ ﺍﻟﺮﺳﻮﻣﺎﺕ ﺍﻟﺘﻲ ﺳﻴﺘﻢ ﻣﻦ ﺧﻶﻟﻬﺎ ﺗﻨﻔﻴﺬ ﺍﻟﻤﺸﺮﻭﻉ‬
‫ﺃﻋﺘﻤﺎﺩ ﻋﻴﻨﺔ ﻣﻦ ﺍﻟﻄﻮﺏ ﺍﻟﻤﺴﺘﺨﺪﻡ‬

o Transmittal (Communication)
U U

A memo or cover letter that accompanies project

documents or items such as material samples.
Transmittals accompany items to indicate what,
when , and why they were forwarded

o Dunning letter (Communication)

U U

A letter to remind project participants to deliver

specific items or perform certain tasks.

o Cost Codes
U

Codes used in the Cost Worksheet to classify

different types of work associated with a project.
Once a project is underway, you can compare
budgeted, committed, funding, and actual costs for
U U U U U U U U

each cost code.

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 o Ball in Court (BIC)
A term used to identify the company & person
(Logs)
responsible for an action item.

o Companies & Contacts (Project Participants)

This Module identifies each Player or Party to the
Contract. Use Contacts to track address, role, and
phone identification.

o Issues (Project Participants)

A "folder" that groups different documents related

to a similar topic so you can access them in one place
instead of searching for them across different
modules.

Issues can include a wide range of project concerns,

such as problems that must be resolved before a job
is completed, or conditions that can lead to changes
or claims. Organizing project information by issue
enables you to quickly review each problem that
may affect the project schedule or costs at
completion.

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 Contracts & Engineering Drawings (Logs)

 The Drawing Log ensures that everyone is building using the

latest Drawings and Specifications.

 Expedition helps you to use the Drawings Log to manage

your Drawings, keep on top of the latest revision, and ensure
the distribution to all Project Participants.

 Tracking Contract Drawings

o Compress the Drawing Approval Cycle.

o Maintain an accurate history of revisions

o Create and maintain Distribution Lists

 Identify Copies Sent and Paper Size

• For each Contact who will be receiving and

reviewing Drawings, you can enter the
paper size and the number of copies for each
individual.

o Relate Drawing Changes to Financial Changes

o Create Transmittals for each Drawing Set sent for

review or distribution

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  Steps for Managing Drawings

1. Establish Drawings Sets

a. Drawings are usually contained in Sets foe easier
distribution, review, and record keeping. Typically,
sets correspond to Phases such as Schematic,
Issued for Bid, and Issued for Construction.
b. Categorize Standard Drawing Disciplines (All
Projects/Dictionaries/Drawings/Disciplines…)
i. For example: Civil, Mechanical, Electrical,
Structural, . . . etc

2. Define Distribution Lists (Define/Distribution List…)

Create Distribution Lists for Project Participants
involved in the Transmittal, Submittal, or Contract
Drawing Processes

3. Create Multiple Drawings for each Discipline

4. Log Issued Drawings revisions

5. Package a group of Drawings as a Set of Drawings

a. Drawings are usually contained in Sets for easier
distribution, review, and record keeping. Typically,
Sets correspond to Phases such as Schematic,
Issued for Bid, and Issued for Construction.
b. When to Use?
i. Log/Send revisions for:
1. Changes or RFIs
2. Drawings for a Design Phase

6. Forward the Drawing Set for Review or Distribution

7. Update Drawings by Reviewers

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 Hint:

Display from the Computer the Drawing Documents

& Drawing Sets

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 Linking Expedition to Primavera Schedule

 Expedition used an ODBC link to:

o Create Data Dictionaries

o Define link to Schedule File

o View current Project Schedule

o Refresh information in Expedition using Update Tools

 Linking Submittal Schedule Dates

o Use the Schedule tab to link activities defined in P3 or

P3e to Submittals.

o This determines when Submittals are required to be

prepared and Approved (Required Start & Required
Finish) before Construction Activities can begin.

o Enter the Lead Time (duration) and allow Expedition

to calculate the Start & Finish Dates for:

 Delivery Time
 Fabrication Time
 Release to Manufacture
 Approved Period
 Submittal Preparation

Hint:
Show the above discussions on the Computer…..
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 Recording Project Events

Expedition enables to record Project Events through

Meetings Minutes and Daily Reports beside Printing
Daily Reports & Meeting Minutes

o Daily Reports (Logs)

Expedition provides:

 Report of Daily Work Activities,

 Record Equipment used at the Site,

 Maintain Totals of Field-Force Labor,

 Keep a Daily Log of all Site Visitors,

 Track Materials Delivered to the Job Site,

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Printed Daily Report:

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 o Phone Calls, Meeting, Correspondence, RFI’s,
and Notices (Communication)
We can use these modules for recording
information that may affect both the submittal and
change processes. For example, a change in
condition may result in meetings, phone calls, and
notes, then letters and correspondence that lead to a
formal contract change.

o Change Orders and Proceed Orders (Contract

Information)

Result from changes in the Scope of work, Site

Conditions, or Schedule Delays. we can post costs
associated with these changes to the Cost Worksheet
so we have a total financial picture of past events
and projected future costs.

o Tracking & Statusing Submittals (Logs)

Submittals include Contract Drawings, Sample

Materials, etc that need Approval. The Submittals
module helps to ensure Contract Compliance by
tracking who received what and when they received
it.

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 o Submittal Flow

Review/Approval
Received Sent Returned Forwarded

If Days Held
> Planned

Transmittal Dunning
Transmittal
Letter

Correspondence
Sent

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Printed Submittal:

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Printed Insurance Certificate:

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Printed Punch List:

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Abdalla ElDaoushy, Institute of National Planning, Cairo, EGYPT