JMW Viewpoint Procedures Manual

Viewpoint Procedures Manual

Project Management Version – 1st Edition

January 2010

Table of ContentsIntroduction4Viewpoint Tips4Superintendent Procedures5Request for Information5Unapproved Invoice Review7Updating Job Quantities and Progress9Adding Subcontract and Vendor Contacts11Project Management Procedures12Job Setup12Adding Subcontractors and Vendors12Adding Subcontract and Vendor Contacts13Creating a Budget13Subcontracts13Purchase Orders14Subcontract Change Orders14Prime Contract Change Orders14Purchase Order Change Orders15Submittals15Cost Projections16Budget Revisions17Unapproved Invoice Review17Moving Cost20Contract Administrator Procedures20Project Setup20Subcontract Entry22Subcontract Change Order Entry24Purchase Order Entry26Purchase Order Change Order Entry26Internal Budget Adjustments26Equipment Management Procedures26Equipment Location Transfers26Equipment Meter Read Entry27Equipment Management Job Costing Procedures27Processing Equipment Maintenance Invoices and Mechanic’s Time30Reports31Equipment Management Reports31Job Cost Reports31Payroll Reports32Custom Reports32Getting Help32

Introduction

Welcome to the J.M. Wilkerson Viewpoint Procedures Manual! This manual was created by JMW employees to document our Viewpoint procedures so that it can be used as a guide for new and existing employees, as well as to provide consistency in our project management and accounting systems. Eventually, our goal is to create a company-wide procedures manual that documents all JMW company procedures.

If you find an error in this manual or discover a better procedure in your work, please document this and share it with JMW staff. This manual is meant to be a living document, changing as JMW improves processes and as the Viewpoint software is updated.

Viewpoint Tips

There are two keys that are frequently used in Viewpoint.

· F1 key is used to display help on the form and field currently being used.

· F4 key is used to pull up the selection list for the current field (commonly referred to as the “lookup” key).

In the My Tasks or the Company folder (see right), users can create subfolders and add frequently used forms and reports for quick access. For example, a superintendent may want to add the following forms to a newly created subfolder, called Daily Tasks:

· AP Unapproved Invoice Review

· JC Progress Entry

· AP Job Payments Report

To create custom folders, right-click My Tasks, select New Subfolder and give the new folder a name. Then, drag any forms or reports to the newly created folder. This creates a copy of those forms and reports in your custom folder.

Superintendent Procedures

Superintendents typically will create RFIs, enter job quantities, code and approve invoices and view reports in Viewpoint. In fact, coding and approving invoices is a vital process served by superintendents and should be performed on a daily basis. It ensures that the job is getting billed accurately for material received and that the invoice is properly coded to the appropriate phase and cost type. Follow the steps below to perform the typical superintendent procedures.

Request for Information

1. Open PM Request for Information.

2. Enter the Job Number.

3. Using the F4 key, select the appropriate RFI Type (see list on right).

4. Assign an RFI Number. Note that RFIs are sorted first by type and then by RFI number. This allows a job to use the same RFI number for different RFI types. If a job is using multiple RFI types, it may be helpful to use the grid to determine the next available RFI number (sort by RFI number by clicking on the RFI header in the grid view… see below)

5. Fill in subject line with general information about the request.

6. Using the F4 key, choose the appropriate current status of the RFI. When you receive a RFI response, this status should be updated.

7. Use the F4 key to choose the Responsible Person. This is typically the project manager for the job.

8. Use the F4 key to choose Requesting Firm (JMW’s firm number is 9999).

9. Use the F4 key to choose Requesting Contact. This is typically the user creating the RFI.

10. Use the F4 key to choose Responding Firm, which is typically the Owner or the Architect.

11. Use the F4 key to select the Contact for responding firm. For information on creating a new contact for the firm, look at Adding Subcontract and Vendor Contacts.

12. Assign the Date Due for the RFI

13. Click the Information Requested tab and enter the RFI question in the space below. Be careful not to use quotes or other symbols in the RFI question, as this will cause a problem with the RFI document (please spell out inches and feet, instead of using “ or ‘).

14. Click on the Distribution tab and add any additional firms that should receive a copy of the RFI.

15. Finally, to create the RFI document, click Tools from the menu bar.

16. Then, click Create with Template and select JMW or JMW Residential, depending which company the job is under.

17. Viewpoint will process the RFI and open a window with some information about the RFI (see below)

18. Click on the View Document button to review the RFI. This will open up the RFI in Microsoft Word. If necessary, changes to the RFI can be made directly in Word.

19. Save the RFI document to the project folder on the server.

20. Use Outlook to attach and email the created RFI or use the Email button next to the View Document button in the Viewpoint PM Document Create and Send form to automatically create an email to the Firm Contact with the RFI already attached. Note that using the Email button will remove any signature from the automatically created email (this will be fixed in a future update of the Viewpoint software).

21. Remember to update the RFI when a Response has been received.

Unapproved Invoice Review

1. Prepare any delivery tickets for comparison to quantities on the scanned invoices. Superintendents are responsible for ensuring billing accuracy regarding quantity received and unit price.

2. In Viewpoint, open AP Unapproved Invoice Review

3. In the Reviewer field, use the F4 key to select the appropriate reviewer initials.

4. Click Display Invoices Posted to a Selected Job and enter the JC Company # (1 for JMW or 20 for JMW Residential) and enter the job number (or use F4 to select the appropriate job).

5. Click the Refresh button to display all invoices available for coding and approval.

6. Go to Tools on the menu bar and select Attachments, then select Thumbnail Viewer. This opens a small window on the right of the screen showing the scanned invoice for the current Seq #. To view the invoice full screen, click on the thumbnail (see below).

7. After reviewing the invoice, the bottom section of the AP Unapproved Invoice Review form needs to be opened up. This is where the coding (phase and cost type) and approval (or rejection) will occur. Open the bottom section by clicking in the Line # field. Note that now the top section is grayed out (to open the top section again, click in the Seq # field).

8. In the bottom section, click the Info tab for a better view of the coding and approval section (see below).

9. Click the Phase field and use the F4 key to select the appropriate phase to charge for the invoice.

10. Go to Cost Type (CT) field and use the F4 key to select the appropriate cost type for the invoice.

11. Approve the invoice by placing clicking on the Approve checkbox.

12. Save the entries by clicking on the blue chevron button (the two arrows on the far right of the bottom section).

13. Move to the next available invoice by clicking on the next invoice on the left side of the top section, where the Month and Seq# columns are displayed (remember to open up the top section of the form by clicking in the Seq # field first) and repeating the steps above. The currently selected invoice will be highlighted in blue (see below).

14. If an invoice needs to be rejected, the phase and cost type do not need to be entered. First click in the Reject checkbox in the lower section of the AP Unapproved Invoice Review form.

15. Next, in the top section, double-click on the Invoice Notes field and, in the popup form, enter detailed information about why the invoice was rejected and click the Add button (see right). Be careful, as notes entered in the Invoice Notes form cannot be edited or deleted. Superintendents can also use the Notes field to relay information to Project Managers on invoices that have been approved.

Updating Job Quantities and Progress

1. Open the JC Progress Entry program. This is a batch program (batch is an accounting term which means making multiple changes at one time).

2. Use the default settings to Create a New Batch for the current month (see right). Typically, this means just hitting the OK button.

3. Next, when the JC Progress Entry form opens, in the Job field, use the F4 key to select the appropriate job or simply enter the job number.

4. After the job number is entered, the form will populate with all of the phases (and cost types) on the job. Scroll to the phase and cost type where a quantity needs to be updated.

5. In Newly Completed column, enter the updated quantity in the Newly Completed field (see below). The same newly completed quantity should be entered for each cost type associated with the phase.

6. Once all update quantities have been entered, go to File on the menu and select Process Batch.

7. This will open a new window called JC Batch Process (see right). Here, choose Validate to ensure that there are no errors in the update.

8. Then click on Preview to view a report showing the phases and quantities that have been changed.

9. Finally, choose Post to finalize the changes in the system. Note that a batch can be deleted from the JC Batch Process window by choosing File on the top menu and select Clear Batch.

Adding Subcontract and Vendor Contacts

1. Superintendents add a contact to a subcontractor or vendor record by hitting the F5 key when in a field where a subcontractor or vendor contact should be selected.

2. By hitting the F5 key, the user is taken to the contact setup form for the subcontractor or vendor.

3. Complete the form by creating a new subcontractor/vendor Contact Code and then filling in the contact information (see right). Don’t forget to save the new contact before closing the form.

4. Once the new contact has been setup, the new contact can be selected using the F4 key.

Project Management Procedures

Project Managers will use Viewpoint on a daily basis; looking at the budget, running job cost projections, entering submittals, using various reports, etc. However, many of the typical PM functions are actually performed by the Contract Administrator in Viewpoint. Instead, JMW PMs will complete Excel worksheets (located at P:\Projects\PM Worksheets) and the Contract Administrator will enter the information into Viewpoint. This is done to reduce the work load of PMs, provide consistency within the Viewpoint software and to reduce expenses and time associated with training PMs on the various Viewpoint forms.

Here is a list of JMW’s standard PM worksheets (click on the worksheets below to automatically open a copy):

· JMW Original Estimate Import Template

· JMW Budget Adjustment Worksheet

· JMW Cost Adjustment Worksheet

· JMW Prime Contract Change Order Worksheet

· JMW Purchase Order Change Order Worksheet

· JMW Purchase Order Worksheet

· JMW Subcontract Change Order Worksheet

· JWM Subcontract Worksheet

· Viewpoint Job Setup

Job Setup

1. Use the Viewpoint Job Setup worksheet to enter job information.

2. Give (or email) the completed Job Setup worksheet to the Contract Administrator so it can be entered into Viewpoint.

3. Provide contract administrator with list of any new subcontractors or vendors who are not currently listed in Viewpoint. Only the contract administrator can input new subs / vendors into Viewpoint.

4. Once this is complete, proceed with setting up the job budget.

Adding Subcontractors and Vendors

1. Project Managers should notify the Contract Administrator to add a new subcontractor to a job. Make sure the following is included:

a. Subcontractor Name, Contact Name, Address, Phone and Fax

b. Copies of appropriate insurance

2. Project Manager should notify Accounts Payable to add a new vendor to Viewpoint.

Adding Subcontract and Vendor Contacts

1. Superintendents add a contact to a subcontractor or vendor record by hitting the F5 key when in a field where a subcontractor or vendor contact should be selected.

2. By hitting the F5 key, the user is taken to the contact setup form for the subcontractor or vendor.

3. Complete the form by creating a new subcontractor/vendor Contact Code and then filling in the contact information (see right). Don’t forget to save the new contact before closing the form.

4. Once the new contact has been setup, the new contact can be selected using the F4 key.

Creating a Budget

1. Complete the JMW Original Estimate Import Template.

2. Once the budget setup form is complete submit the budget to accounts receivable for review.

3. Once review is complete submit the form to the IT Director or Contract Administrator to be imported into viewpoint.

Subcontracts

1. Project Manager completes the JMW Subcontract Worksheet located in the PM Worksheets folder on the Company drive.

2. Save each worksheet in your job file under folder named “Subcontracts”.

3. Subcontract # is: Project Number-Budget Cost Code (aka Phase).

4. Prepare “Exhibit A” Subcontract Scope of Work for each subcontract to be issued. The template, along with sample scopes of work can be located here, P:\Projects\PM Procedures\Subcontract Scopes of Work. Save each scope of work in the job file under folder named “Scopes of Work”. Provide the contract administrator with the following:

a. Completed Subcontract Worksheet

b. Completed Exhibit “A” Scope of Work

c. Copy of the subcontractors proposal

5. The contract administrator will enter the information into Viewpoint and prepare two copies of the Subcontract for PM’s review. Once it has been reviewed, both unsigned copies will be sent to the subcontractor for execution. The subcontractor should return both copies for signature by the PM. One copy is then sent back to the subcontractor and the other copy gets put in the job file. At this time, the Subcontract will be interfaced in Viewpoint and becomes active.

Purchase Orders

1. Project Manager completes the JMW Purchase Order Worksheet located in the PM Worksheets folder on the Company drive.

2. Project Manager then delivers the JMW Purchase Order Worksheet to the Contract Administrator to be entered into Viewpoint along with any necessary backup documentation.

Subcontract Change Orders

1. Complete JMW Subcontract Change Order Worksheet located in P:\Projects\PM Worksheets.

2. This file is a workbook and has tabs at the bottom for all subsequent Change Orders. It is necessary that you save this file for each particular subcontractor. Example: “16300 / 2904 White Electric Change Order Log”.

3. Submit a copy of worksheet and related subcontractor correspondence to Contract Administrator.

4. The Contract Administrator will enter the information into Viewpoint and prepare two copies of the Subcontract Change Order for PM’s review. Once it has been reviewed, both unsigned copies will be sent to the subcontractor for execution. The subcontractor should return both copies for signature by the PM. One copy is then sent back to the subcontractor and one copy gets put in the job file. Immediately after the signed copies are received from the Subcontractor, the Subcontract Change Order will be interfaced into Viewpoint and becomes active.

Prime Contract Change Orders

1. Unlike other change orders, Project Managers are responsible for entering pending PCCOs into Viewpoint. First, open the PM Pending Change Orders form.

2. In the top section of the form, enter COR as the PCO type. Then, give it a change order number and a short description (see example below).

3. Next, in the bottom section of the form, using the Grid view, enter the COR Item number and a description of this item.

4. Select the appropriate Contract Item (typically 1) and Status (typically Submitted for Approval or Pricing).

5. Next enter the amount of the pending change order. Entering the phases, units and other detailed information for the pending change order is not necessary at this time, but can be entered if detailed tracking is needed.

6. Once an owner has agreed to a change order, return to Viewpoint and recreate the change order in the top section of the Pending Change Order form. However, the PCO type should now be PCCO and the PCO number should be the next available PCCO integer.

7. In the bottom section of the form, enter the PCCO Item number and a short description.

8. Next go to the Phases tab and enter the phase(s) that the PCCO applies to with any necessary Units and the amount charged to that phase.

9. Enter additional PCCO Items as necessary.

10. Once all of the PCCO information has been entered click on the PCCO number at the top of the form. Then, go to File and choose PCO Approve.

11. Enter the PCCO number in the Approved Change Order field and select Approve. This approves the PCCO and adds it to the PM Approved Change Order form.

12. Then, use the PM Interface form to interface the PCCO with accounting.

13. Finally, return to the Pending Change Order form and change the value of any COR change orders that were recreated as PCCOs to 0. This method keeps a record of pending owner change orders that still need to be approved as well as owner change orders that have already been approved and interfaced (see example at the beginning of this topic; all COR change orders that have a 0 value have been approved and interfaced).

Purchase Order Change Orders

1. Complete JMW Purchase Order Change Order Worksheet located in P:\Projects\PM Worksheets.

2. This file is a workbook and has tabs at the bottom for all subsequent Change Orders. It is necessary that you save this file for each particular subcontractor. Example: “8250 / 2904 American Door and Hardware Change Order Log”.

3. Submit copy of worksheet and related vendor correspondence to Contract Administrator.

4. The contract administrator will enter the information into Viewpoint and prepare two copies of the Purchase Order Change Order for the PM’s review. Once it has been reviewed, both unsigned copies will be sent to the vendor for execution. The vendor should return both copies for signature by the PM. One copy is then sent back to the vendor and one copy gets put in the job file. At this time, the Purchase Order Change Order will be interfaced into Viewpoint and becomes active.

Submittals

1. Open PM Submittal Entry.

2. In the PM Submittal Entry form, first enter the Project number.

3. Next, use the F4 key to select the Submittal Type. Our Submittal Type is always: SUBPACKAGE.

4. Then, enter a Submittal number. If this is a new Submittal, use the Grid view or the F4 key to see what Submittal numbers have already been used.

5. Next, enter a Revision number. If this is a new Submittal, the Revision number field will automatically populate with 0. If this is to be a revision of a current Submittal, enter the appropriate Revision number.

6. On the Info tab, fill out all appropriate fields (see example on right). This is general information about the Submittal.

7. Next, click on the Submittal Items tab (see below). Each item added to the grid will automatically default the tracking information (i.e. dates due/received from subs/suppliers and architects/engineers, copies sent/received, activity date, etc.) defined from the information entered on the Info tab. Information can be modified as necessary. When adding revisions, any item on the previous revision with a status other than Final is automatically copied to the new revision, allowing you to track each item through to its completion. However, the tracking dates for each item will default from the current revision rather than the previous revision, since this information will typically change for each revision. This form allows you to track the entire process from beginning to end, including any revisions to the original submittal, as well as scheduled activity dates.

8. Next use Create with Template to create the Submittal document. This is available from the Tools menu or by clicking the Document Tools button on the toolbar, and allows you to create and send submittal documents to the subcontractor/supplier and architect/engineer contacts designated on the submittal. When selected, you are prompted to specify a template, which is then used to generate the submittal document based on the information contained in the current record.

9. Once the Submittal document is created, review the document and edit correspondence information as necessary (email address, fax number, etc.).

10. Finally, save it to your project folder and send it to the designated contacts via email or hard copy.

Cost Projections

1. Open JC Cost Projections

2. Change the Batch Month to the previously closed month. For example, if you are entering in cost projections on August 15th, 2009 the previously closed month would be July and you would enter in “07/09”.

3. Click on Create New Batch and then press OK

4. At the top of the screen enter the Job Number.

5. Next, click on File and then Calculate Projections. A form will pop up asking how to perform the calculations (see right). Typically the default selections are correct; however you may wish to change them depending on how you do your projection.

6. Once the options are set, hit the Initialize button. This will automatically calculate the projections for each phase and cost type based on the actual current cost.

7. Next, for each phase and cost type, enter in the total completed projected cost at the bottom of the screen in the row “Costs” and column “Final” (see below).

8. Once all budget line items have been updated with total projected costs, go to File and the menu bar and click on Process Batch.

9. After the popup window opens, click on the Validate button. You can then look at a report with your projected changes by clicking on the Preview button.

10. Finally, click on Post to save and update your projections in Viewpoint.

Budget Revisions

1. Funds allocated within your budget can be shifted from one budget code to another. To do this you need to complete the JMW Budget Adjustment Worksheet located in P:\Projects\PM Worksheets.

2. Make sure the total equals “0” zero. If you add $5,000 to one or more budget code you must deduct $5,000 from one or more budget codes to balance the budget.

3. Once this form is complete, submit it to the Contract Administrator for entry into Viewpoint.

Unapproved Invoice Review

1. Invoices are scanned on Tuesday and Friday, with the exception being at the end of the month’s deadline, when they’re scanned daily.

2. Project Managers process invoices every Monday and Thursday (or daily, as necessary), with the exception being at the end of the month’s deadline, when they are processed daily. It is important that invoices are approved quickly; the faster an invoice is approved, the faster it will show as a cost on the job, providing a more accurate representation of job cost/profit.

3. First, the Project Manager opens the AP Unapproved Invoice Review form.

4. In the Reviewer field, use the F4 key to select the appropriate reviewer initials.

5. Click Display Invoices Posted to a Selected Job and enter the JC Company # (1 for JMW or 20 for JMW Residential) and enter the Job Number (or use F4 to select the appropriate job).

6. Click the Refresh button to display all invoices available for coding and approval.

7. Go to Tools on the menu bar and select Attachments, then select Thumbnail Viewer. This opens a small window on the right of the screen showing the scanned invoice for the current Seq #. To view the invoice full screen, click on the thumbnail (see below).

8. After reviewing the invoice, the bottom section of the AP Unapproved Invoice Review form needs to be opened up. This is where the coding (phase and cost type) and approval (or rejection) will occur. Open the bottom section by clicking in the Line # field. Note that now the top section is grayed out (to open the top section again, click in the Seq # field).

9. In the bottom section, click the Info tab for a better view of the coding and approval section (see example on next page).

10. It is the Project Manager’s responsibility to check the coding (phase and cost type), which has typically already been entered by the Superintendent. Then, make any changes to the phase/cost type and approve (or reject) the invoice.

11. If necessary, go to Phase and Cost Type (CT) fields and use the F4 key to select the appropriate phase and cost type for the invoice.

12. Approve the invoice by placing clicking on the Approve box.

13. Save the entries by clicking on the blue chevron button (the two arrows on the far right of the bottom section).

14. Move to the next available invoice by clicking on the next invoice on the left side of the top section, where the Month and Seq# columns are displayed (remember to open up the top section of the form by clicking in the Seq # field first) and repeating the steps above. The currently selected invoice will be highlighted in blue (see above).

15. If an invoice is rejected, a note must be entered in the Notes field in the top section of the AP Unapproved Invoice Review form. Also, look for any notes that a Superintendent may have already left in the Notes field.

NOTE: If the PM misses the invoice review deadline at the end of the month, and the invoice has been coded and approved by the Superintendent, the invoice may be posted to Job Cost by Accounting.

Moving Cost

1. When costs have been coded to the incorrect budget codes (phase), you may need to move the cost to the correct code. To do so, you need to complete the JMW Cost Adjustment Worksheet located in P:\Projects\PM Worksheets.

2. It is similar to the Budget Revision Worksheet, except you are moving actual costs, not budgeted costs from one cost code to another.

3. The same rule applies. If you are moving $5,000 of actual costs from one cost code you must deduct $5,000 from another.

4. This completed worksheet needs to be turned in to Rae McIntire. She will make the necessary adjustments in Viewpoint.

Contract Administrator ProceduresContract Administrators have a substantial role in using Viewpoint at JMW. CAs will setup new projects, create subcontracts, create purchase orders, enter budget adjustments and enter all change orders (subcontract, prime contract and purchase order change orders). It is imperative that these procedures are done timely, accurately and consistently, as they form the basis for many other accounting and job costing processes.

Project Setup

1. PMs will go to the PM Worksheets folder, located here P:\\company\projects and complete the worksheet: Viewpoint Job Setup.xls

2. Once completed, PMs give the form to the Contract Administrator

3. Contract Administrator enters the information from the worksheet into Viewpoint using the PM Contract Master program, starting with the Info tab. Example below:

4. PM Contract Master fields should be entered as follows:

33

a.

b. Contract: Enter same number as job

c. Description: Enter job name

d. Department: Enter 1

e. Customer: Use F4 to look up client number

f. Pay Terms: Use F4 to select appropriate payment terms for job

g. Retainage: Enter job retainage percentage, if necessary

h. Bill Day: Leave blank

i. Tax Code: Use F4 to look up tax code based on job county

j. Interface Taxes: Do not check

k. Default Bill Type: Leave as None

l. Contract Start Month: Enter month that we will begin work

m. Month Closed: Leave blank

n. Projected Completion Date: Enter current contractual completion date

o. Days in Contract: Enter total days of contract

p. Standard Item Codes: Leave Blank

5.

6. Then select the Items tab and enter contract items as necessary. Typically there is only one contract item. Fields will default based on entries from the Info tab, so only enter a contract amount for each contract item. Example below:

7. After completing PM Contract Master, open the PM Project Master form to enter additional project information.

8. The PM Project Master fields should be entered as follows:

a.

b. Project: Same as Contract number

c. Description: Same as Contract Description

d. Contract: Enter or use F4 to locate contract number (should be the same as job number)

e. Project Manager: Use F4 to choose appropriate PM

f. Bid Number: Leave blank

g. Tax Code: Use F4 to locate County where work is being performed

h. Base Tax On: Use default of Job

i. Liability Template: Enter 1

j. Insurance Template: Use F4 to choose appropriate type of insurance

k. PR State: Use F4 to pick state where work is being performed or enter 2-digit state abbreviation

l. Markup/Discount Rate: Leave blank

m. Projections Minimum %: Leave blank

n. Phases on this Job are Locked: Check this box

o. SL: Use F4 to select appropriate compliance group

p. PO: Leave blank, we do not check compliance on Pos

q. Invoice: Create a Reviewer Group for the job (see Creating a Reviewer Group below)

9. Move to the Add’l Info tab in PM Project Master and fill in any additional job information

10. If the job requires Certified Payroll, select the PR Info tab and check the Certified checkbox

11. Select the Notes tab in PM Project Master and enter the names of Assistant PMs, Site Managers and Superintendents

12. NOC to follow

13. PM/Superintendent to file in county where work is being done

14. Contract Administrator sets up job files at main office

Subcontract Entry

1. PMs fill out PM Worksheet for Subcontracts, attaching any necessary backup documentation. All Subcontracts should have a worksheet and Exhibit “A” attached.

2. In Viewpoint, Contract Administrator opens PM Subcontract Detail (see below).

3. Fill in the Vendor, Contract and Amount fields, using the same values from the PM Subcontract Worksheet.

4. Go to PM Subcontract Header (see right)

5. Find subcontract # and highlight

6. Select Tools from the menu bar

7. Click on Create Template

8. Choose the appropriate template from the list:

a. JMW Subcontract

b. JMW Subcontract w/ Items

c. JMW Residential Subcontract

d. JMW Residential Subcontract w/ Items

9. Click on View Document

10. After the subcontract appears in MS Word, fill in blanks where required, such as: contact person and scope of work

11. Print out the subcontract and give to PM for review

12. Once the subcontract is reviewed and approved, Contract Administrator prints 2 copies out on “blue” paper

13. Attach cover letter (located in the job folder under “subcontracts”) and mail out completed subcontract to subcontractor

14. Once executed subcontract is received back from subcontractor, the subcontract is interfaced in Viewpoint using PM Interface.

Subcontract Change Order Entry

1. Project Manager completes the appropriate PM Change Order Worksheet.

2. In Viewpoint, Contract Administrator opens PM Pending Change Orders (see below).

3. In the top section of the form, specify PCO Type as SCO (Subcontract Change Order). This can be entered manually or by using the F4 key.

4. Next enter the PCO number (Job # followed by the CO # - example: 2902-01)

5. Open up the bottom section of the form by clicking in the PCO Item field. If this is the first item on the change order, the PCO Item field will show a 1.

6. Click on Phases tab at the top of the lower section of the form.

7. Put in the Phase and Cost Type (Use F4 to select from a list) for the change order.

8. The Description will automatically fill in based on the phase selected.

9. Tab to the end or next line to save the entry (the Save button on the menu bar at the top of the form can also be used).

10. It is not necessary to make any further changes on this form as the detail for Subcontract Change Orders is entered in the Subcontract Detail form.

11. Click on Subcontract Detail button at the bottom of the form.

12. This will open a new form where the detail for the Subcontract Change Order is entered (see below).

13. Click on the top line which shows the Phase and Description.

14. Tab over to Vendor and enter the Vendor Number (Use F4 to bring up the vendor list).

15. Tab over to SL # and select the subcontract that this change order applies to (Use the F4 key to pull up existing subcontracts).

16. Tab over to Amount and enter the amount of the change order for the selected phase.

17. Tab over to Sub CO and enter the change order number.

18. Tab over to Notes and type in additional notes from PM worksheet.

19. Close the PM Subcontract Detail form and return to the PM Pending Change Order form.

20. Approve the Subcontract Change Order by clicking on File then PCO Approve (see right).

21. Once the PM Change Order Approval form opens, use the F4 key to select the appropriate Change Order and hit the Approve button.

22. Do not interface the Subcontract Change Order until a signed copy of the SCO has been returned.

23. Once a Subcontract Change Order is ready to be interfaced, open the PM Interface form (see right).

24. Enter the Project Number and check the Interface Change Order box.

25. Next in the ACO field, use the F4 key to select the Subcontract Change Order that needs to be interfaced.

26. In the Include section, make sure that Subcontracts is checked (it should be by default). Uncheck any other options.

27. Next hit the Validate button and then hit the Preview button to see a report of the changes.

28. Finally click the Post button to interface the Subcontract Change Order.

Purchase Order Entry

1. Fill out PM Worksheet for Purchase Orders

2. Open PO Purchase Order Entry

3. Click on “New Batch”

4. Enter top screen with PO info

5. Tab to bottom screen

6. Fill out bottom screen with PO info

7. Once completed, click on chevron button

Purchase Order Change Order Entry

1. Fill out PM Worksheet for CO to PO

2. Open PO Change Order Entry

Internal Budget Adjustments

1. Fill out PM Worksheet for Internal Budget Adjustment

2. Give to Contract Administrator

3. Contract Administrator to enter into Viewpoint

4. Go to PM Pending Change Orders

Equipment Management ProceduresEquipment Location Transfers

1. Open EM Location Transfers.

2. Use F4 to select the equipment number.

3. Enter JC Co: 1 for JMW, 20 for JMWR.

4. Use F4 to select the job that the equipment is getting transferred to – use a location if there should be no charge for the equipment (e.g. the equipment is only being stored at that location).

5. Enter the Date and Time of the equipment transfer.

6. Hit the chevron button to save your entry.

7. Repeat steps 1 through 6 for each piece of equipment that needs to be transferred.

8. Once all of the equipment transfers have been made, select File from the menu bar.

9. Choose Process Batch from the drop down list.

10. Hit the Validate button.

11. Print location transfers, as necessary.

12. Hit the Post button to complete the process.

Equipment Meter Read Entry

1. Go to EM Meter Readings.

2. Use the F4 key to select the appropriate equipment number.

3. Enter mileage for trucks or hours for heavy equipment.

4. Hit the chevron button to save your entry.

5. Repeat steps 1 through 4 above for each meter read.

6. Once all equipment meters have been updated, select File from the menu bar.

7. Choose Process Batch from the drop down list.

8. Hit the Validate button.

9. Print meter update reports, as necessary.

10. Hit the Post button to complete the process.

Equipment Management Job Costing Procedures

Follow the steps below to setup equipment to automatically charge a job when processed monthly. If this is a new job, start with step 1 to create a job template. If a job template has already been created for every job, move to step 3.

1. Create an EM Auto Usage Posting Template (EM Maintenance) for the new job. Name the template using the job number and add equipment that will likely be on this job at some point. You will need to know the phase to charge for each piece of equipment. All equipment on every job uses Rules Table 1 and should have a working day of 8 hours (start at 07:00 and end at 15:00).

2. Assign the template you just created to the job using EM Job Templates (Maintenance). You do not need to enter anything in the Revenue Template box.

3. Use EM Location Transfers (Processing) to move equipment onto the job. This is a batch process; once the equipment has been moved, the batch must be processed for the changes to take effect. First, create a new batch. Make sure that you use the correct month for the batch (this should be the month that the equipment is charging the job).

4. Once you create a new batch, the form shown below opens and you can enter information for the piece of equipment that is getting moved to another job. All of the From information (this shows where the equipment is currently located) automatically populates. You should only enter information about which job the equipment is getting moved to. As with all Viewpoint forms, the F1 key displays help on the field that you are on and the F4 key is the lookup key.

· To JC Co: Enter the job cost company that the equipment is moving to (1= JMW; 2=JMW HeavyQuip; 20=JMW Residential)

· To Job: Enter the job number for the job that the equipment is moving to

· To Location: Locations are non-billable and should not be used unless the equipment will not be charged for the specified time. The most commonly used Location is called Yard in JC Co 2.

· In Date: This is the date that the equipment moved to the new job or location.

· In Time: This is the time that the equipment moved to the new job or location. Use 07:00 when the job will be billed for the entire day.

· Est Out Date: You can give an estimated day when the equipment will no longer be on that job, if desired.

Once the information has been entered, hit the blue Chevron key to save the entry (you will see it populate the grid below). Then, the same steps can be followed to transfer another piece of equipment. Once all the equipment has been entered, you need to process the batch. This is done by going to File on the menu and choosing Batch Process. To process the batch, click on Validate, Preview (this will show you the proposed equipment transfers) and, finally, Post.

5. The first week of every month, use EM Automatic Usage (Processing) to charge the jobs for the previous month’s equipment. This will be done by Rae or Jason once all the equipment has been transferred for the previous month. Once EM Automatic Usage has been processed, PMs should be notified that equipment has been charged to the jobs and that they should run the JC Cost Report.

6. Finally, the Controller will job cost equipment in Viewpoint based on the job number defined when entering the invoice into Viewpoint. This is done by running the JMW EM Job Cost with Open Jobs report and following the procedure listed in the Accounts Receivable section.

Processing Equipment Maintenance Invoices and Mechanic’s Time

Yard Responsibilities

1. When ordering parts and equipment maintenance items, include the Job Number and the Equipment Number on the invoice.

This will ensure proper coding of equipment invoices.

Office Responsibilities

1. When an equipment maintenance invoice arrives in the mail, the Contract Administrator will circle the Job Number and Equipment number.

2. The invoice will then be passed to Accounts Payable for scanning and Unapproved Invoice Entry

a. AP will enter the invoice as an Equipment charge (not Job Cost charge)

b. AP will enter the Equipment Number circled on the invoice

c. AP will enter the Job Number circled on the invoice (the Job Number is entered in a user defined field in the header)

3. All equipment maintenance invoices will be approved by Equipment Project Manager on a regular schedule (at least once a week).

a. Equipment PM will enter the Cost Code and Cost Type for the invoice

b. Equipment PM will approve or reject the invoice (if rejected, the rejection reason will be entered in the Invoice Notes field)

4. Accounts Payable will post the approved invoices and deal with any rejected invoices, as necessary

5. Controller, after the end of each month, will manually transfer the equipment maintenance charges to each job, based on a custom Viewpoint report

Mechanics Time

1. Mechanics will fill out a special mechanic’s timesheet which has an extra column for Equipment Number. Mechanics will fill out the mechanics time sheet, including the Job Number and Equipment Number (if applicable). All equipment maintenance time will be charged to the piece of equipment serviced. Travel time will be charged to the job serviced.

2. Payroll Administrator will enter time as an equipment charge on the Mechanics Timesheet Entry grid.

3. Controller will manually charge back jobs for all equipment charges based on a custom Viewpoint report.

Reports

The Viewpoint software includes hundreds of standard reports. Additionally, JMW has created a number of custom reports in an effort to display data in a way better suited to the way the company functions.

Below are some recommended reports, including a few custom reports.

Equipment Management Reports (you must be in or select Company 2 when creating these reports)

· EM Equipment by Job - This report lists the Equipment that has been charged to Jobs. It lists the Hours and Amounts totaled by Equipment and Job.

· EM Equipment Location History by Job - This report in Equipment order lists the Equipment and its current Job assignment. Below each piece of equipment is a list of transfer transactions for the time chosen in the input parameters.

Job Cost Reports

· JC Cost by Job, Phase and Cost Type - The JC Cost by Job, Phase and Cost Type provides actual hours, units, and dollars in a cross tab format by listing cost types as columns and job/phases in rows. Input ranges (Beginning and Ending) are available for job, phase, cost type, and month.

· JC Cost Totals Drilldown - The JC Cost Totals Drilldown has basically 3 levels to drill down to. Prior to drill down each Job is listed. This level includes Job, original estimate, current estimate, actual cost, and variance. On the second level phase, original estimate, current estimate, actual cost (or projected) and variances by phase are included. On the third level are Cost type, unit of measure, current estimated hours, units and cost, and actual(or projected) hours, units and cost. Input parameters include an option to include actual or projected information, and beginning and ending job.

· JC Labor Production Report - This report allows you to make comparisons of your weekly, job to date, and estimated labor production rates by phase. The production rate is defined as labor units completed, typically entered through JC Progress, divided by hours worked. By using the difference of estimated and Job To Date (JTD) figures for both units and hours, the report will then calculate the production rate needed to meet your estimate (Production Rate to Meet Estimate column) as of the week ending date. Finally, based on your rate of production, the report will show if you are ahead or behind on hours to date (To Date Hours +/-) and for the week (Wkly Hours +/-) as well as forecast over/under hours at job completion (Job End Hours +/-). The report also subtotals hours and units by the first two characters of each phase.

· JC Labor Report - This report primarily allows you to compare estimated and job to date hours and cost by phase for the labor cost type specified in the input parameter. Users are required to input the labor cost type, 2, but may also include more estimated and actual dollars by entering additional cost types (you should enter 5 to include fringe). The report also prints Units and UC (unit cost) columns in order to calculate a variance between projected and estimated costs. The variance column subtracts the estimated cost (labor and additional cost types) from a unit based projected calculation, which uses the same logic as the other Viewpoint standard JC Unit Cost reports.

· JC Unit Cost by Pay Item Detail to CT - This report, grouped and sorted by Contract, Item, Phase, and Cost Type, provides comparison of units, unit cost (costs/unit), and dollars between Estimated, This Period, and Job To Date time frames along with a Gain/Loss column To Date (Actual Units * Estimated Unit Cost - Actual Cost) and Projected (Current Estimated Cost - Projected Cost). The units and cost for the columns in "This Period" summarize job cost detail entered between the Beginning and Ending Date inputs, which are useful for showing weekly job performance.

Payroll Reports

· PR Hours by Job and Craft - This list summarizes hours by Employee, Craft and Job. The hours are displayed by Regular, Overtime, and Double Time as determined by the Earn Code used in time card entry. The report may be run for a range of PR End Dates, Jobs, or Crafts.

· PR Job Cost Report - The PR Job Cost Report prints earning and liability amounts from Payroll sorted by Job for a range of Payroll Ending Dates. All amounts will be actual as calculated in Payroll. All information is available for this report after payroll is processed and is not based on the interface to Job Cost.

Custom Reports

Custom reports are developed either in-house by the IT Director or by Viewpoint’s Crystal Report Group. A custom report created by Viewpoint typically costs around $500, so if reports can be created in-house that is preferred.

Currently JMW has over 30 custom reports (with only 2 created by the Viewpoint Crystal Reports Group). If you have a need for a custom report, please contact the IT Director with your request. Additionally, JMW has created various PM Worksheets and other templates to be used in conjunction with Viewpoint. Please contact the IT Director if you would like an additional worksheet or template created (or modified).

Getting Help

The IT Director is available for Viewpoint training for an individual or group. Please contact the IT Director with your training request.