JOB SETUP:  Business Development begins by documenting an Opportunity with an assigned Preconstruction Job.  Estimating creates a preliminary estimate in establishing a proposal.  Project Executives soft allocate resources in the event of an awarded contract.  Business Development and Project Executives deliver a proposal and GMP to the Owner.  If awarded, a Notice to proceed is issued by the Owner, and Accounting creates a Job and may transfer costs collected on the Preconstruction Job.  Project Executives hard allocate resources to form the Project Key Players.

As described, how many software systems does your company use to set up jobs?  

BUDGET SETUP:  Estimating submits a detailed estimate as per the required scope of work on the awarded Job.  Project Managers and Estimators review the estimate and make adjustments as necessary.  Once approved, the Project Manager updates the awarded Job with the consolidated estimate in establishing the Original Budget.

As described, how many software systems does your company use to set up jobs?  

COMMITMENT SETUP: Project Administrators create Bid Packages by Trade and assigns qualified Bidders through a searching and filtering process.  On Negotiated Jobs, the Project Administrator will electronically distribute Invitations to Bid to the selected Bidders.  Bidders will respond, and the Project Administrator will electronically issue the appropriate Bid Package(s) and link to applicable on-line Documentation and Addendums.  Bids are collected electronically by the Project Team, and are analyzed to determine high and low Bidders.  Project Managers will issue the Notice of Award to selected Bidders and create Subcontracts and Purchase Orders which will be electronically submitted for approval and signing.  On Hard Bid Jobs, Project Managers will confirm preferred Vendors as per the scope of work and availability, and then create Subcontracts and Purchase Orders which will be electronically submitted for approval and signing.

PAYING A VENDOR: Project Managers and Accounting monitor and update any Vendor and Subcontract Compliance issues as required.  Subcontractors electronically submit Requests for Payment with the necessary supporting Documents attached.  Project Managers review and adjust the request as required, and then approve for payment.  Accounting receives notification of the approved request and processes for payment to the Subcontractor.

INVOICING A CLIENT: Accounting creates the Owner Contract and assigns established the Schedule of Values as per the guidelines outlined in the Job.  The Project Team and Accounting log all costs and transactions against the Job.  The Project Team reviews Reports and Queries to ensure the Job is financially up-to-date prior to creating the Invoice to the Owner.  A Pencil Copy is created by Accounting and the Project Team and is reviewed with the Owner.  The Project Team adjusts the Pencil Copy as required, and then electronically submits an Invoice to the Owner with all associated backup.  The Owner approves and signs the Payment Request, the Draw is then approved internally to release Pay When Paid restrictions with the Subcontractors.

CHANGE MANAGEMENT: The Owner, Architect or Subcontractor will correspond with the Project Team through an RFI, Communication or other.  The Project Manager will create a Potential Change Item with the appropriate Type (Internal, External or Transfer) and Status (Prepending, Pending, Approved or Rejected).  Estimating will aid in the establishing of an estimate for the required work.  The Project Manager will electronically submit a Request for Quotation to the appropriate Subcontractors as per the Scope of Work.  Internal requests may also be issued for those who Self Perform.  The Project Manager will send an approval request to the Owner.  The Owner will issue an approved Owner Change Order to the Project Manager.  The Project Administrator will process the Owner Change Order and update the Current Budget and Owner Billing as necessary.  The Project Administrator will create a Subcontractor Change Order and issue for approval and signing.  The Project Administrator processes the approved Subcontractor Change Order and updates the Commitment value on the Job.

PROJECTIONS AND REVENUE RECEIVED: The Project Manager reviews appropriate Reports and Queries to ensure the Job is financially up-to-date for the current period.  The Cost and/or Revenue Forecast is updated and electronically submitted.  Project Executives review the Forecast and make adjustments if necessary.  Accounting then processes the approved Work in Process Adjustments to establish the Over/Under Billing.