AiM™ 6.3 Reference Guide Capital Planning and Project ...aim.vcu.edu/files/support/docs/releasenotes/AiM 6.3... · CPPM System 2 REVISIONS This document is based on AiM 6.0. Subsequent

AiM™ 6.3 Reference Guide

Capital Planning and Project Management (CPPM)

System

© 2014 AssetWorks LLC

1777 NE Loop 410, Suite 1250

San Antonio, Texas 78217

(800) 268-0325


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REVISIONS

This document is based on AiM 6.0. Subsequent releases have prompted the following revisions to this

baseline:

1. Universal Action List Screen – CPPM 6.1.1 The Universal Action List Screen is a new screen for

the CPPM System. This screen is a simple to use screen for managing lists of action items that

require a response.

2. Optional Subcode – CPPM 6.2.1 The subcode is now optional at the capital project level (it is

required at the component level) until an associated transaction forces the inclusion of the

subcode to support updating the financial tables. The Capital Project Screen, Account Setup View

has its own view to support subcode flexibility. The Subcode View establishes a valid list of

subcodes for the capital project. When selecting subcodes for components or on transactions

associated to the capital project, only those subcodes defined in this view are available for

selection.

3. Capital Project Account Sequence – CPPM 6.2.2 Users also now have the ability to sort the

accounts/funding sources in the Account Setup View to keep the most current/desired at the top of

the list. By default, accounts are sorted by account and then subcode.

4. Capital Project Offset Account – CPPM 6.2.3 The offset account logic has changed for work

order/phase-related transactions associated to capital projects. These transactions will use the

normal work order/phase offset account and not the capital project offset account. The capital

project offset account is only used for non-work order and non-contract based transactions (i.e.,

direct expense and capital project related purchase order transactions). It still selects the capital

project charge account when using the capital project funding method on the Phase Screen.

5. Timesheet Component Type – CPPM 6.2.4 The capital project component types can now be

identified as timesheet-related. Timesheet-related components can only accept transactions from

timesheets created on the Capital Project Timesheet Screen. This feature allows multiple

component types to be associated to timesheets only.

Once the capital project component is activated, the timesheet components create a committed

cost based on the component budget. When the direct expense record is approved, the committed

cost is reduced and the expensed cost for the component/capital project increases. Capital project

timesheets no longer produce anticipated cost as the new committed cost process replaces this

action.

6. Consultant Contract Accounting Modification – CPPM 6.2.5 The account setup for consultant

contracts provides three different ways to process the subcode:

a. If all the accounts and subcodes are predefined, the accounting works as it did prior to the

account modifications.

b. If the accounts are defined but the subcodes are left null, the subcodes are associated at

the point of expense allocation. All subcodes are allowed in this scenario.


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c. If the accounts have predefined subcodes on the capital project, the accounts will be

selected at the point of expense allocation and subcodes can be associated only based on

a filtered list of allowable subcodes defined in the account setup view of the capital project.

7. Reference Number – CPPM 6.2.6 The Reference Number field is captured and searchable for the

following screens: Construction Contract, Consultant Contract, Construction Change Order,

Amendment, Payment Application, and the Consultant Contract Invoice Screens.

8. Amendment Total Field Search – CPPM 6.2.7 Users can now search against the Amendment

Total Field.

9. Construction Contract Total Fields Search – CPPM 6.2.8 Users can now search against the

fields on the Construction Contract Screen, Totals and Line Totals Blocks.

10. Amendment UDF – CPPM 6.2.9 The Amendment Screen now has a User Defined Fields (UDF)

view.

11. Construction Contract Change Order UDF – CPPM 6.2.10 The Construction Contract Change

Order Screen now has a User Defined Fields (UDF) view.

12. Planned Budget Forecast View on the Capital Project Screen – CPPM 6.3.1 The Planned

Budget Forecast View allocates the planned budget for capital project components across fiscal

years.

13. Allotment Request Screen – CPPM 6.3.2 The Allotment Request Screen enables the posting of

funds at a future date. Once approved, this request can automatically update the capital project

funding adjustment and funding source adjustment transactions depending on the type of allotment

request.

14. Funding Transfer Screen – CPPM 6.3.3 The Funding Transfer Screen enables users to transfer

approved transactions from one funding source to another. This can take place based on the

funding source itself or based on the funding sources of a specified capital project.

15. Internal Work Agreement – CPPM 6.3.4 This screen formalizes the agreement between project

managers and internal O&M managers to provide work for capital projects. This screen displays

phases once the internal work agreement and component are associated to the phase in the

Contractor and Capital Project Blocks, respectively. The amount identified is the amount of

committed cost for a given agreement line item (costs roll up to both the capital project and the

work order, respectively).

16. Internal Work Amendment – CPPM 6.3.5 The Internal Work Amendment Screen enables the

project manager to change either the existing committed amount or the end date of an Internal

Work Agreement. New internal work agreement line items can also be created on this screen.

17. Activities View – CPPM 6.3.6 Users create an activity listing and are able to enter baseline start,

estimated start, actual start, actual end, estimated end, and baseline end dates for each activity.

Users can give them unique identifiers for sort order and integration matching with Microsoft


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Project, etc. They can also decide to tie the actual start or end dates of these activities to specific

milestones if they would like (at the Milestone Screen). This view is located on two screens: Capital

Project Screen and the Date Manager Screen.

18. Terms and Taxes added to multiple screens – CPPM 6.3.7 The following screens now support

terms and taxes: Direct Expense Screen, Construction Contract Screen, Consultant Contract

Screen, Pay Application Screen, and the Consultant Invoice Screen.


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TABLE OF CONTENTS

REVISIONS ..................................................................................................................................................................... 2

INTRODUCTION ........................................................................................................................................................... 11

STANDARD VIEWS ........................................................................................................................................................ 13

CPPM SYSTEM ............................................................................................................................................................ 15

CHAPTER 1: CAPITAL PROJECT .............................................................................................................................. 15

KEY CONCEPTS ........................................................................................................................................................... 15 CAPITAL PROJECT VIEWS ............................................................................................................................................. 22 PROJECT COMPONENT GROUP SCREEN ....................................................................................................................... 25 PROJECT COMPONENT GROUP VIEWS .......................................................................................................................... 26 PROJECT COMPONENT SCREEN ................................................................................................................................... 26 PROJECT COMPONENT VIEWS ...................................................................................................................................... 28 CHECKLIST SCREEN .................................................................................................................................................... 30

CHAPTER 2: DATE MANAGER .................................................................................................................................. 31

KEY CONCEPTS ........................................................................................................................................................... 31 DATE MANAGER VIEWS ................................................................................................................................................ 31

CHAPTER 3: BUDGET MANAGER ............................................................................................................................. 33

KEY CONCEPTS ........................................................................................................................................................... 33

CHAPTER 4: BUDGET REVISION .............................................................................................................................. 34

KEY CONCEPTS ........................................................................................................................................................... 34 BUDGET REVISION VIEWS ............................................................................................................................................ 36

CHAPTER 5: PROGRESS REPORT ........................................................................................................................... 37

KEY CONCEPTS ........................................................................................................................................................... 37 PROGRESS REPORT VIEWS .......................................................................................................................................... 38

CHAPTER 6: ISSUE ..................................................................................................................................................... 39

KEY CONCEPTS ........................................................................................................................................................... 39 ISSUE VIEWS ............................................................................................................................................................... 40 ISSUE LINE ITEM SCREEN ............................................................................................................................................. 40 ISSUE LINE ITEM VIEWS................................................................................................................................................ 41

CHAPTER 7: MEETING MINUTES .............................................................................................................................. 43

KEY CONCEPTS ........................................................................................................................................................... 43 MEETING MINUTES VIEWS ............................................................................................................................................ 44

CHAPTER 8: UNIVERSAL ACTION LIST ................................................................................................................... 45

KEY CONCEPTS ........................................................................................................................................................... 45 ACTION ITEMS DETAIL SECTION .................................................................................................................................... 46 UNIVERSAL ACTION LIST VIEWS.................................................................................................................................... 46

FINANCE MODULE ...................................................................................................................................................... 47


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CHAPTER 9: FUNDING GROUP ................................................................................................................................. 47

KEY CONCEPTS ........................................................................................................................................................... 47 FUNDING GROUP VIEWS .............................................................................................................................................. 49

CHAPTER 10: FUNDING SOURCE ............................................................................................................................. 50

KEY CONCEPTS ........................................................................................................................................................... 50 FUNDING SOURCE VIEWS ............................................................................................................................................. 51

CHAPTER 11: DIRECT EXPENSE .............................................................................................................................. 52

KEY CONCEPTS ........................................................................................................................................................... 52 FINANCIAL TRANSACTIONS ........................................................................................................................................... 54 DIRECT EXPENSE VIEWS .............................................................................................................................................. 55

CHAPTER 12: DIRECT EXPENSE APPROVAL ......................................................................................................... 56

KEY CONCEPTS ........................................................................................................................................................... 56

CHAPTER 13: CAPITAL PROJECT FUNDING ........................................................................................................... 57

KEY CONCEPTS ........................................................................................................................................................... 57 ACCOUNTS .................................................................................................................................................................. 57 FUNDING SOURCE ....................................................................................................................................................... 57

CHAPTER 14: FUNDING SOURCE ADJUSTMENT ................................................................................................... 58

KEY CONCEPTS ........................................................................................................................................................... 58 FUNDING SOURCE ADJUSTMENT VIEWS ........................................................................................................................ 58

CHAPTER 15: CONTRACT ENCUMBRANCE ADJUSTMENT .................................................................................. 60

KEY CONCEPTS ........................................................................................................................................................... 60 ACCOUNTS .................................................................................................................................................................. 61 FUNDING SOURCE ....................................................................................................................................................... 62 FINANCIAL TRANSACTIONS ........................................................................................................................................... 62

CHAPTER 16: WORK ORDER ALLOCATION ............................................................................................................ 63

KEY CONCEPTS ........................................................................................................................................................... 63

CHAPTER 17: ALLOTMENT REQUEST ..................................................................................................................... 65

KEY CONCEPTS ........................................................................................................................................................... 65 FUNDING SOURCE DETAIL ............................................................................................................................................ 66 ALLOTMENT REQUEST VIEWS ....................................................................................................................................... 66

CHAPTER 18: FUNDING TRANSFER ......................................................................................................................... 67

KEY CONCEPTS ........................................................................................................................................................... 67 FUNDING TRANSFER VIEWS.......................................................................................................................................... 69

TIME AND ATTENDANCE MODULE .......................................................................................................................... 70

CHAPTER 19: CAPITAL PROJECT TIMESHEET ...................................................................................................... 70

KEY CONCEPTS ........................................................................................................................................................... 70

CONTRACT ADMINISTRATION MODULE ................................................................................................................. 71


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CHAPTER 20: CONTRACTOR .................................................................................................................................... 71

KEY CONCEPTS ........................................................................................................................................................... 71 CONTRACTOR VIEWS ................................................................................................................................................... 72 ADDRESS CODE SCREEN ............................................................................................................................................. 72 ADDRESS CODE VIEWS ................................................................................................................................................ 73

CHAPTER 21: CONSULTANT CONTRACT ................................................................................................................ 74

KEY CONCEPTS ........................................................................................................................................................... 74 FINANCIAL TRANSACTIONS ........................................................................................................................................... 76 CONSULTANT CONTRACT VIEWS .................................................................................................................................. 77 CONSULTANT CONTRACT LINE ITEM SCREEN ................................................................................................................ 78 CONSULTANT CONTRACT LINE ITEM VIEWS ................................................................................................................... 79

CHAPTER 22: AMENDMENT ...................................................................................................................................... 80

KEY CONCEPTS ........................................................................................................................................................... 80 AMENDMENT VIEWS ..................................................................................................................................................... 81 LINE ITEM SCREEN....................................................................................................................................................... 82 LINE ITEM SCREEN VIEWS ............................................................................................................................................ 83

CHAPTER 23: CONSTRUCTION CONTRACT ........................................................................................................... 84

KEY CONCEPTS ........................................................................................................................................................... 84 FINANCIAL TRANSACTIONS ........................................................................................................................................... 87 CONSTRUCTION CONTRACT VIEWS ............................................................................................................................... 87 CONSTRUCTION CONTRACT LINE ITEM SCREEN ............................................................................................................ 88 CONSTRUCTION CONTRACT LINE ITEM VIEWS ............................................................................................................... 90

CHAPTER 24: CONSTRUCTION CHANGE ORDER .................................................................................................. 91

KEY CONCEPTS ........................................................................................................................................................... 91 CONSTRUCTION CHANGE ORDER VIEWS ....................................................................................................................... 92 CONSTRUCTION CHANGE ORDER LINE ITEM SCREEN .................................................................................................... 92 CONSTRUCTION CHANGE ORDER LINE ITEM VIEWS ....................................................................................................... 93

CHAPTER 25: CONSTRUCTION CHANGE DIRECTIVE ............................................................................................ 94

KEY CONCEPTS ........................................................................................................................................................... 94 CONSTRUCTION CHANGE DIRECTIVE VIEWS .................................................................................................................. 95

CHAPTER 26: CONSTRUCTION CHANGE PROPOSAL ........................................................................................... 97

KEY CONCEPTS ........................................................................................................................................................... 97 CONSTRUCTION CHANGE PROPOSAL VIEWS ................................................................................................................. 98

CHAPTER 27: REQUEST FOR INFORMATION ....................................................................................................... 100

KEY CONCEPTS ......................................................................................................................................................... 100 REQUEST FOR INFORMATION VIEWS ........................................................................................................................... 101

CHAPTER 28: ARCHITECT SUPPLEMENTAL INSTRUCTIONS ............................................................................ 103

KEY CONCEPTS ......................................................................................................................................................... 103 ARCHITECT SUPPLEMENTAL INSTRUCTIONS VIEWS ...................................................................................................... 104

CHAPTER 29: SUBMITTAL ....................................................................................................................................... 105


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KEY CONCEPTS ......................................................................................................................................................... 105 SUBMITTAL VIEWS ..................................................................................................................................................... 106

CHAPTER 30: COMMISSIONING PLAN ................................................................................................................... 107

KEY CONCEPTS ......................................................................................................................................................... 107 COMMISSIONING PLAN VIEWS .................................................................................................................................... 108 COMMISSIONING PLAN LINE ITEM SCREEN .................................................................................................................. 108 COMMISSIONING PLAN LINE ITEM VIEWS ..................................................................................................................... 109

CHAPTER 31: PUNCH LIST ...................................................................................................................................... 110

KEY CONCEPTS ......................................................................................................................................................... 110 PUNCH LISTS VIEWS .................................................................................................................................................. 111 PUNCH LIST LINE ITEM SCREEN .................................................................................................................................. 111 PUNCH LIST LINE ITEM VIEWS .................................................................................................................................... 112 SUBCONTRACTORS SCREEN ...................................................................................................................................... 112

CHAPTER 32: INTERNAL WORK AGREEMENT ..................................................................................................... 113

KEY CONCEPTS ......................................................................................................................................................... 113 INTERNAL WORK AGREEMENT VIEWS ......................................................................................................................... 115 LINE ITEM DETAIL SCREEN ......................................................................................................................................... 115 INTERNAL WORK AGREEMENT LINE ITEM VIEWS .......................................................................................................... 116 WORK ORDER DETAIL SCREEN .................................................................................................................................. 116

CHAPTER 33: INTERNAL WORK AMENDMENT..................................................................................................... 117

KEY CONCEPTS ......................................................................................................................................................... 117 INTERNAL WORK AMENDMENT VIEWS ......................................................................................................................... 119 INTERNAL WORK AMENDMENT LINE ITEM DETAIL SECTION ........................................................................................... 119 INTERNAL WORK AMENDMENT LINE ITEM VIEWS ......................................................................................................... 120

PURCHASING MODULE ............................................................................................................................................ 121

CHAPTER 34: PURCHASE ORDER ......................................................................................................................... 121

KEY CONCEPTS ......................................................................................................................................................... 121 FINANCIAL TRANSACTION ........................................................................................................................................... 126 PURCHASE ORDER VIEWS .......................................................................................................................................... 126 PURCHASE ORDER LINE ITEM SCREEN ....................................................................................................................... 126 PURCHASE ORDER LINE ITEM VIEWS .......................................................................................................................... 129 DISBURSEMENT DEFAULT SCREEN ............................................................................................................................. 129

CHAPTER 35: PURCHASE RECEIVE ....................................................................................................................... 131

KEY CONCEPTS ......................................................................................................................................................... 131 PURCHASE RECEIVE VIEWS ....................................................................................................................................... 132 PURCHASE RECEIVE LINE ITEM SCREEN ..................................................................................................................... 133 PURCHASE RECEIVE LINE ITEM VIEW .......................................................................................................................... 133 REJECTION SCREEN .................................................................................................................................................. 133

CHAPTER 36: PURCHASE DISBURSEMENT.......................................................................................................... 135

KEY CONCEPTS ......................................................................................................................................................... 135 PURCHASE DISBURSEMENT VIEWS ............................................................................................................................. 135 PURCHASE DISBURSEMENT LINE ITEM SCREEN ........................................................................................................... 135


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PURCHASE DISBURSEMENT LINE ITEM VIEW ............................................................................................................... 136

CHAPTER 37: BLANKET PURCHASE ORDER ....................................................................................................... 137

KEY CONCEPTS ......................................................................................................................................................... 137 BLANKET PURCHASE ORDER VIEWS ........................................................................................................................... 138

CHAPTER 38: VENDOR CATALOG ......................................................................................................................... 139

KEY CONCEPTS ......................................................................................................................................................... 139 VENDOR CATALOG LINE ITEM SCREEN ........................................................................................................................ 139

CHAPTER 39: VENDOR CATALOG PART ............................................................................................................... 140

KEY CONCEPTS ......................................................................................................................................................... 140

CHAPTER 40: REVERSE DISBURSEMENT ............................................................................................................. 141

KEY CONCEPTS ......................................................................................................................................................... 141 REVERSE DISBURSEMENT VIEWS ............................................................................................................................... 141 REVERSE DISBURSEMENT LINE ITEM SCREEN ............................................................................................................. 141 REVERSE DISBURSEMENT LINE ITEM VIEW .................................................................................................................. 142

ACCOUNTS PAYABLE MODULE ............................................................................................................................. 143

CHAPTER 41: PURCHASE ORDER INVOICE.......................................................................................................... 143

KEY CONCEPTS ......................................................................................................................................................... 143 FINANCIAL TRANSACTIONS ......................................................................................................................................... 145 PURCHASE ORDER INVOICE VIEWS ............................................................................................................................. 145 PURCHASE ORDER INVOICE LINE ITEM SCREEN .......................................................................................................... 145 PURCHASE ORDER INVOICE LINE ITEM VIEWS ............................................................................................................. 147

CHAPTER 42: PURCHASE ORDER INVOICE APPROVAL .................................................................................... 148

KEY CONCEPTS ......................................................................................................................................................... 148

CHAPTER 43: PURCHASE ORDER INVOICE ADJUSTMENT ................................................................................ 149

KEY CONCEPTS ......................................................................................................................................................... 149 PURCHASE ORDER INVOICE ADJUSTMENT VIEWS ........................................................................................................ 150 PURCHASE ORDER INVOICE ADJUSTMENT LINE ITEM SCREEN ...................................................................................... 150 DISBURSEMENT SCREEN ............................................................................................................................................ 151

CHAPTER 44: CONSULTANT INVOICE ................................................................................................................... 153

KEY CONCEPTS ......................................................................................................................................................... 153 FINANCIAL TRANSACTIONS ......................................................................................................................................... 155 CONSULTANT INVOICE VIEWS ..................................................................................................................................... 155 CONSULTANT INVOICE LINE ITEM SCREEN ................................................................................................................... 156 CONSULTANT INVOICE LINE ITEM VIEWS ..................................................................................................................... 156

CHAPTER 45: PAYMENT APPLICATION ................................................................................................................. 158

KEY CONCEPTS ......................................................................................................................................................... 158 FINANCIAL TRANSACTIONS ......................................................................................................................................... 161 PAYMENT APPLICATION VIEWS ................................................................................................................................... 161 PAYMENT APPLICATION LINE ITEM SCREEN ................................................................................................................. 162 PAYMENT APPLICATION LINE ITEM VIEWS ................................................................................................................... 163


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APPENDICES ............................................................................................................................................................. 164

LIST OF TABLES ....................................................................................................................................................... 164

GLOSSARY ................................................................................................................................................................ 166


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INTRODUCTION

The Capital Planning and Project Management (CPPM) system was developed through the efforts of a

Special Interest Group (SIG). The purpose of this product is to enhance significantly Capital Planning and

Project Management from an owner’s perspective. Many products serve a General Contractor’s needs, or

provide data from a strictly financial perspective, but the CPPM system will provide the data an owner (and

manager working on behalf of the owner) will find useful. Items such as Budget Estimates, Expenses,

Anticipated Costs, Commitments, Contracts, Change Orders, Payment Applications, Funding Sources,

Document Management, Workflow Control, Accountability, Time Management, Purchasing and more are

included in this system.

The CPPM system includes additional screens in other modules in AiM. Discussion of these screens

follows the CPPM module screens. Below is a table showing all of the CPPM system screens.

The CPPM System User Guide is a living document and every effort will be made to keep it current. In

addition, customer input is highly encouraged to enhance this product further. Please submit your

suggestions for approval to [email protected].

mailto:[email protected]


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TABLE 1: CPPM LICENSE SCREENS

Modules Screens

CPPM

Capital Project

Project Component Group

Project Component

Date Manager

Budget Manager

Budget Revision

Progress Report

Issue

Meeting Minutes

Universal Action List

Finance

Funding Group

Funding Source

Direct Expense

Direct Expense Approval

Capital Project Funding

Funding Source Adjustment

Contract Encumbrance Adjustment

Work Order Allocation

Allotment Request

Funding Transfer

Time and Attendance Capital Project Timesheet

Contract Administration

Contractor

Consultant Contract

Amendment

Construction Contract

Construction Change Order

Construction Change Directive

Construction Change Proposal

Request For Information

Architect Supplemental Instructions

Submittal

Commissioning Plan

Punch List

Internal Work Agreement

Internal Work Amendment


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Modules Screens

Purchasing

Purchase Order

Purchase Receive

Purchase Disbursement

Blanket Purchase Order

Vendor Catalog

Vendor Catalog Part

Reverse Disbursement

Accounts Payable

Purchase Order Invoice

Purchase Order Invoice Approval

Purchase Order Invoice Adjustment

Consultant Invoice

Payment Application

STANDARD V IEWS

The following table lists the standard view screens found throughout AiM that provide the same

functionality wherever they occur:

TABLE 2: STANDARD AIM VIEWS

Standard View Description

Extra Description

The Extra Description View provides an additional 4000 characters to

describe the parent record. This information is included in the parent

record’s search screen and is ideal when the basic

255-character description is insufficient.

Received Email

This view displays all the received emails relating to the work order. In order to receive and list emails in this view, an email address must be set up in the Email Address View of this screen. A corresponding email address/alias must be set up on an email server and associated with AiM via the Email Configuration Setup Screen in the System Administration Module.

Sent Email A list of sent emails is displayed on this view. This will display all emails created by using the email button in the toolbar.


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Standard View Description

Notes Log

The Notes Log View enables the user to add notes specific to the parent record. The Notes Log View accommodates 2000 characters and is classified by a note type code. Saved notes cannot be edited. The notes log can display notes on the WorkDesk and optionally display a filtered list of notes by type.

User Defined Fields

User defined fields (UDFs) provide the ability to create fields for data entry not provided in the baseline product. UDFs must be built in the AiM System Administration Module for the module screen where the UDF will be employed. The UDF can be linked to a validation table enabling the user to select values from a pre-defined list. The UDF may even be marked as required to complete a record. User defined fields create additional customized reporting and management capabilities.

Status History

The Status History View provides a view-only record of statuses over time. Status history is automatically updated as statuses change. The status editor and date are included as a part of this history. The status history provides an excellent metric for turnaround time on work.

Related Documents

The Related Documents View enables users to attach electronic records, such as a documents, spreadsheets, or images from the document repository to the record on which the user is working. When doing so the user is first presented with a search screen to retrieve the desired document. The user can also attach new documents via the document wizard. The following steps are provided: attaching the document, adding metadata, adding attributes, and managing permissions. Related documents can also be a URL (web) shortcut. In addition, the Related Documents View now sorts documents by date, listing the most recent at the top of the list.

Workflow

Workflows can default based on the workflow template setup or can be added on the fly by pressing the green plus button (this opens the Workflow Screen). See Workflow Section on the bottom of page 16 for more details.


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CPPM SYSTEM

CHAPTER 1: CAPITAL PROJECT

The Capital Project Screen is the main source of information on a project. The capital project is the central

hub to which all other transactions will be associated. Most of the associations are made at the project

component level, where the component is the most detailed level of tracking for the capital project. These

components can then be grouped into component groups for easier management and reporting within a

single project. All the financial and date information related to the capital project is easily accessible at any

level.

KEY CONCEPTS

Capital Projects: Organizations develop multi-year budgets in order to meet their strategic,

long-range goals. Capital budgets are prepared to ensure accomplishment of the organization’s

goals and to achieve its vision. Capital projects are part of this multi-year budget and are

designed to meet the needs identified in the overall budget. The exact definition of capital

projects is different for most customers but they all represent one of two broad categories:

acquisition/construction of new assets or improvements on existing assets that extend their

useful life. Here are some general examples:

Acquisitions of land or easements

Constructing a new building

Demolition or replacement of a capital asset

Major renovation that surpasses a specified dollar figure and extends useful life of

an asset

New equipment purchases

Construction fees

Finance charges

Infrastructure improvements

Project Delivery Method: The project delivery method will often determine how the CPPM

system will be set up and utilized. Often different types of delivery are used within the same

organization. Some examples of project delivery include:

Design-Bid-Build

Design-Build

Construction Manager (at Risk)

Construction Manager (as Advisor)

Integrated Project Delivery


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Capital Project Lifecycle: The project lifecycle is dictated by the project delivery method.

Every capital project will go through similar stages, to include planning, design, construction,

and closeout. How each stage is executed depends upon the project delivery method

employed.

Component Groups and Components: Within AiM, a capital project can be broken down into

component groups and components. A project component is a user-defined portion of a project

that is specifically set up to have dates, people, activities and costs tracked separately for

management, financial or reporting purposes. Budgets are tracked at the component level.

These components are then grouped together into component groups further enhancing the

management of a project. At least one component group and one component are necessary to

track budgets and expenses against a capital project. Component groups are pre-defined and

validated in order to keep reporting and management of projects consistent. Components,

however, can be either pre-defined and validated or defined on the fly. This allows for flexibility

in how each capital project is managed and tracked.

Budget versus Financial Transactions: The Capital Project Screen is built to display the

project from both budgetary and financial standpoints. While the project manager needs to view

the project in terms of how they are doing against the overall budget, the finance manager is

interested in transactions associated to the accounts and funding sources for that project. An

example of this difference is illustrated by the definitions of committed cost versus encumbered

cost. Committed costs will post against the overall project budget via a project component. An

encumbered cost is a hold put on monies in a specific account or funding source for a project.

In other words, one is budget centric, the other is account/funding source centric.

Workflow: Workflow is a powerful tool tied to status flow and is found throughout CPPM. The

workflow template is located in the System Administration Module and can be set up to

generate workflows automatically based on a new record being created or a specific status

being reached. Routing of notifications between users can be made in a serial or parallel

fashion. Responses can be required and even based on a series of validated selections. The

user can then select the go state (action status) and subsequent routing could be based on a

selection of unanimous, majority or any responses.

The Viewfinder Icon displays a series of hyperlinks to all transactions associated to the capital

project. The viewfinder has two tabs, one for documents, and one for associated transactions.

The documents tab enables tag searches and lists any screens with related documents

associated to the main record.

The subcode is now optional at the capital project level (it is required at the component

level) until an associated transaction forces the inclusion of the subcode to support updating

the financial tables (i.e., subcode required when approving a capital project timesheet or saving

a capital project purchase order).


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The Capital Project Screen, Account Setup View has its own view to support subcode flexibility.

The Subcode View establishes a valid list of subcodes for the capital project. When selecting

subcodes for components or on transactions associated to the capital project, only those

subcodes defined in this view are available for selection.

The offset account logic has changed for work order/phase-related transactions associated to

capital projects. These transactions will use the normal work order/phase offset account and

not the offset account from the capital project (it still selects the account when using the

capital project funding method).

If only one account/subcode and funding source are defined for the capital project, they will

automatically default onto the appropriate transaction account table.

The capital project component types can now be identified as timesheet-related. Timesheet-

related components can only accept transactions from timesheets created on the Capital

Project Timesheet Screen. This feature allows multiple component types to be associated to

timesheets only.

Capital project timesheets no longer produce anticipated cost as the new committed cost

process replaces this action. Once the capital project component is activated, the timesheet

components create a committed cost based on the component budget. When the direct

expense record is approved, the committed cost is reduced and the expensed cost for the

component/capital project increases.

Only timesheet-related components are selectable on the Capital Project Timesheet Screen.

TITLE BLOCK

The user defines the capital project both in terms of the definition itself and capital project code (this is the

primary key and can be user defined if desired; this code is locked once the record is saved). The

description field can accommodate up to 255 characters and the Capital Project Screen has extra

description, notes log, and related documents views to capture additional information.

STATUS BLOCK

Capital project statuses are associated to capital project types. These types can be set up to drive errors

based on budgetary and financial data (see Project Budget/Financial Hard Error Setup). This provides a

way to inject hard errors against transactions based on the budget views and separate error management

for the financial views.

Note: A system flag exists that suppresses all capital project transaction warnings, whether hard or not

(located on the System Setup Screen, in the System Administration Module, Flag 150, Suppress Capital

Project Transaction Warnings).


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Capital project types can default component group, milestone and project team information. There are two

views as well on the Capital Project Type Setup Screen and they can be used to filter labor rates and

direct expense approvers when populated.

Capital project statuses are predefined based on user business process flows determined during the

implementation and are unique to each capital project type. Each type has its own set of statuses but all

statuses must be associated with a status flag (see Capital Project Status Setup below).

Note: Workflow plays an important role in CPPM statuses and is discussed in this chapter on page 8

above. Briefly, workflows could be set up with statuses and user identifications associated to a particular

CPPM screen. These workflows could help automate user-defined routing in order to manage approvals,

surveys and other user inputs.

TABLE 3: CAPITAL PROJECT STATUS SETUP

Status Flags Actions

Pending This status flag allows edits on the screen. No financial transactions are allowed.

Active This status flag activates the capital project. This allows components to be activated. Once active, the capital project type can no longer be changed.

Canceled If the project is saved as canceled, no new charges are allowed. If charges are present, the capital project cannot be canceled.

Closed This status will mark the project as closed. No new charges are allowed. The user cannot move to this status if there are any pending transactions.

Capital Project Status Settings

Edit Planned Budget

The planned budget is a planning tool and is an approximation that is determined during the earliest stages of the project. It is not a roll up from components. It provides a snapshot of the project cost prior to design and detailed estimates. For any status, selecting “Yes” enables editing on the planned budget field, both in the status block and at the component level. Selecting “No” prohibits the edit of planned budget fields.


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Capital Project Status Settings

Edit Baseline Dates

Baseline dates typically represent a schedule that is expected and/or approved so that it can be compared to estimated and actual dates. For any status, selecting “Yes” enables editing of the baseline dates at the component level. These dates roll up to the capital project, dates block. Selecting “No” locks down the baseline dates on the capital project.

Edit Reference Number

Some organizations use reference numbers to track an additional unique identifier for that project. Sometimes a number is generated when a project is first being planned, and then another number is generated during the approval process from a higher authority. For any status, selecting “Yes” enables edit of the reference number. Selecting “No” prohibits any further edits.

TABLE 4: PROJECT BUDGET/FINANCIAL HARD ERROR SETUP

Project Budget Hard Error Setup

Capital Project

There are three options: No hard error (allows transactions to process with only a warning notice), a hard error only when expenses exceed overall capital project budget (expenses cannot be processed until the budget is revised) and when expenses plus committed costs exceed the capital project budget (expenses cannot be processed until the budget is revised).

Component Group

There are three options: No hard error (allows transactions to process with warning notice), a hard error only when expenses exceed component group budget (expenses cannot be processed until the budget is revised) and when expenses plus committed costs exceed component group budget (expenses cannot be processed until the budget is revised).

Component

There are three options: No hard error (allows transactions to process with warning notice), a hard error only when expenses exceed component budget (expenses cannot be processed until the budget is revised) and when expenses plus committed costs exceed component budget (expenses cannot be processed until the budget is revised).


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Project Financial Hard Error Setup

Account Budget

There are three options: No hard error (allows transactions to process with only a warning notice), a hard error only when expenses exceed budget (this prevents expenses from being processed until the account budget is revised for that project), and lastly, when expenses plus encumbrances exceed budget (this prevents expenses from being processed until the account budget for that project is revised).

Manage Funding Source Selecting “Yes” means funding sources are required for the capital project, selecting “No” means funding sources are not required on the capital project.

Funds Available

There are three options: No hard error (allows transactions to process with only a warning notice), a hard error only when expenses exceed the capital project total allotment (this prevents expenses from being processed until the allotment is revised) and lastly, when expenses plus encumbrances exceed the capital project total allotment (this prevents expenses from being processed until the capital project total allotment is revised).

Funding Source Budget

There are three options: No hard error (allows transactions to process with only a warning notice), a hard error only when expenses exceed budget (this prevents expenses from being processed until the funding source budget is revised for that project), and lastly, when expenses plus encumbrances exceed budget (this prevents expenses from being processed until the funding source budget for that project is revised).

OWNER BLOCK

The owner’s block is used to enter the overall owner/benefactor of the capital project. The owner codes

are set up using the organizational hierarchy setup screens found in the Human Resources Module.

MANAGER BLOCK

These fields are used to enter the person responsible for managing the capital project. This is the project

manager responsible for the entire capital project and is selected from the list of employees. These codes

are set up in the Human Resources Module.

DATES BLOCK

These dates roll up from the components using the earliest and latest dates, as appropriate, for the whole

project. The percent complete field does not roll up from the components or progress reports, it is user

defined only.


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TOTALS BLOCK

This block provides a project manager’s perspective about how the project is meeting its budget. The

following table will describe the budget roll up fields and budget transactions with their respective actions.

TABLE 5: CAPITAL PROJECT BUDGET TRANSACTIONS

Budget Roll ups Actions

Total Allotment This total is derived from pooling the allotments from all funding sources associated to the project.

Original Budget This is a roll up of all the components’ original budget figures. Original budget entry is restricted to the component being in a pending status.

Budget Revisions This is the total of approved budget revisions. The hyperlink enables the user to review data down to the transaction level.

Total Budget Total Budget = Original Budget + Budget Revisions

Budget Transactions Actions

Anticipated

(Expected costs not formalized by change

order or approval)

Opened Direct Expense Opened Construction Contract Opened Consultant Contract Opened Issue Opened Amendment Opened Construction Change Order Opened Construction Change Directive Opened Construction Change Proposal (Canceling these records will back out the anticipated budget transactions and remove them from the capital project).

Committed

(Contractual costs)

Finalized Purchase Order Awarded Construction Contract Awarded Consultant Contract Approved Amendment Approved Construction Change Order Activating Timesheet-Related Component (Component budget becomes committed cost)


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Expensed

(Actual charges against the project)

Released Purchase Order Invoice Released Consulting Invoice Released Payment Application Approved Direct Expense Allocation from Work Order Required Saved Purchase Disbursement (for both Spot Purchase and Purchase Card) Saved Counter Release Approved Shop Stock Approved Time Cards Approved External Charge Approved Equipment Rental Returned Asset Rental Released Keys Released Service Contract Invoice

CAPITAL PROJECT VIEWS

CPPM 6.2.1 CPPM 6.2.2 CPPM 6.2.3

ACCOUNT SETUP

The Account setup screen shows accounts and funding sources linked to the project for cost allocation

and tracking. The user manages financials by loading accounts and funding sources as needed. The

setup of the accounts/funding sources occurs in the Finance Module. This list is the master list of accounts

and funding sources for the project. This list will filter the selections for project components and contracts.

The view within the account setup view allows for the setup of an offset and markup account for the capital

project.

The subcode is now optional at the capital project level (it is required at the component level) until an

associated transaction forces the inclusion of the subcode to support updating the financial tables (i.e.,

approving capital project timesheets and saving capital project-related purchase orders).

The Capital Project Screen, Account Setup View has its own view to support subcode flexibility. The

Subcode View establishes a valid list of subcodes for the capital project. When selecting subcodes for

components or on transactions associated to the capital project, only those subcodes defined in this view

are available for selection.

Users also now have the ability to sort the accounts/funding sources in the Account Setup View to keep

the most current/desired at the top of the list. By default, accounts are sorted by account and then

subcode.


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The offset account logic has changed for work order/phase-related transactions associated to capital

projects. These transactions will use the normal work order/phase offset account and not the offset

account from the capital project (it still selects the account when using the capital project funding

method).

In addition, if only one account/subcode and funding source are defined for the capital project, they will


CPPM 6.3.1

PLANNED BUDGET FORECAST

The Planned Budget Forecast View allocates the planned budget for capital project components across years. The

user is able to provide more accurate planning by spreading planned budgets across fiscal years. This view also

gives the user a faster way to edit individual planned budget totals. Planning takes place by entering/editing the

Estimated Start and End Dates fields, and managing the current Planned Budget and Fiscal Year fields. Users may

click the Refresh Button after changing estimated dates to create or remove corresponding year columns. Users may

also click the roll-up button if budgeting at the component level to have the system sum and enter totals at the

component group and project levels.

PROJECT TEAM

This is a list of responsible parties managing the capital project. This list can be defaulted when set up on

the Capital Project Type Setup Screen or added manually. Employees can be associated to the

responsibility code. External contact information (i.e., non-employee) can also be added to the

responsibility code setup. The project team setup is used in workflows to automate the routing of

information. Project team members, contractors/consultants, and other contacts are captured in this view.

MILESTONES

These are key dates for the capital project. This list can be defaulted when set up on the Capital Project

Type Setup Screen or selected manually from a predefined list of milestones. Milestones may also be

linked to capital project components or activities and be automatically driven based on date changes to the

associated items.

CPPM 6.3.6

ACTIVITIES

Users create an activity listing to add to the capital project record and then enter baseline start, estimated

start, actual start, actual end, estimated end, and baseline end dates for each activity. Users can give

them unique identifiers for sort order and integration matching with Microsoft Project, etc.


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PROPERTY/ASSET LIST

Properties and assets are linked to a capital project from this view. Work orders assigned to this project

are validated against this property list. The gross square footage and net square footage represent the

amount of square footage affected by this project. There is no AiM logic between these square footage

values and the property square footage values.

Adding new properties to the list will take the user to an entry screen where a property code can be

selected and the square footage increments can be entered.

Properties cannot be removed if there are any active work orders assigned to the capital project linked to

these properties.

LABOR CHARGES

This view provides a transactional listing of all labor charges via the Direct Expense Screen (either by

going directly to this screen or using the Capital Project Timesheet Screen to enter time and then the

Direct Expense Screen) associated to the capital project. The view of “Labor Rates” within this screen

defines which rates will be used on the Capital Project Timesheet Screen.

WORK ORDERS

This view displays all the work orders associated to the capital project. In addition to a hyperlink to the

work order and phase, the view displays costs at the capital project component level.

ISSUES

This view displays all the opened issues (issue is open status) associated to the capital project. These

issues are also associated to a responsibility code, type of issue and the due date. The view of “Resolved

Issues” lists all issues that have been closed related to the given project.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

RECEIVED EMAIL

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS


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STATUS HISTORY

RELATED DOCUMENTS

PROJECT COMPONENT GROUP SCREEN

The project component group is a reporting element that represents a roll up of all the project component

information. They must be predefined but are not required to save a capital project record (only capital

project code, capital project type, and status are required to save a capital project record). Once

component groups are associated to a capital project record, project components (validated or defined on

the fly) specific to that project component group, can be associated.

The component group displays as a detail listing to the capital project on the Capital Project Screen and

exists as a standalone screen found in the CPPM module menu. The standalone screen is provided to

allow for searching and building queries specifically at the component group level.

TITLE BLOCK

The capital project component group description is displayed in this block. This code is predefined and is

set up in the Project Component Group Screen.

SEQUENCE BLOCK

This block determines the display order of capital project component groups. This enables the user to

establish a logical order of component groups within an existing capital project. This block also displays

the roll up of component planned budgets.

PROJECT BLOCK

The project block displays the capital project code and description. Note that the capital project code is a

hyperlink. This is a common theme throughout AiM and provides quick and easy access to information,

especially if accessed via the standalone screen.

MANAGER BLOCK

This block defines the manager responsible for tracking information for this component group. This

provides a way of establishing responsible parties at each level of the capital project.

DATES BLOCK

These fields are populated by the earliest start date and latest end date from all the components

associated to that group.


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TOTALS BLOCK

These fields display the budget totals rolled up from the project components (see Capital Project Totals

Block). This block provides a view of the capital project totals in manageable layers to track commitments

and other budgeted costs.

PROJECT COMPONENT GROUP VIEWS

LABOR CHARGES



Direct Expense Screen) associated to the component group.

STANDARD VIEWS

EXTRA DESCRIPTION

SENT EMAIL

NOTES LOG

RELATED DOCUMENTS

PROJECT COMPONENT SCREEN

Project components are sorted by project component groups and can be selected from a validated list or

created as needed for the capital project.

The capital project component displays as a detail listing to the capital project component group on the

Capital Project Screen and exists as a standalone screen found in the CPPM module menu. The

standalone screen is provided to allow for searching and building queries specifically at the component

level.

The capital project component types can now be identified as timesheet-related. Timesheet-related

components can only accept transactions from timesheets created on the Capital Project Timesheet

Screen.

Capital project timesheets no longer produce anticipated cost as the new committed cost process replaces

this action. Once the capital project component is activated, the timesheet components create a

committed cost based on the component budget. When the direct expense record is approved, the

committed cost is reduced and the expensed cost for the component/capital project increases.


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TITLE BLOCK

This block houses the project component description. These descriptions are typically displayed based on

prior setup but can be set up on the fly. The description field can accommodate up to 255 characters and

the capital project component has extra description, notes log, and related documents views to capture

additional information.

STATUS BLOCK

This block is used to enter the project component’s statuses. A capital project may be active for years, but

components can be completed any time and thus need statuses to accurately depict progress.

TABLE 6: CAPITAL PROJECT COMPONENT STATUS FLAGS


Pending The pending status does not allow transactions and is for planning purposes only. Original budget figures can be entered.

Active

Transactions can take place when the project component status is set to active. Once active, the component status cannot be set back to pending. Original budget modifications are not allowed and must be changed via the Budget Revision Screen.

Work Complete This status does not allow new transactions but does allow the completion of transactions started prior to work complete.

Canceled This status does not allow any transactions. This status cannot be selected if there are unprocessed transactions associated to this component.

Closed Project is closed and no transactions are allowed. This status cannot be selected if there are unprocessed transactions associated to this component.

PROJECT BLOCK

The capital project code and capital project component group are displayed here. These are both provided

as hyperlinks to allow for easy navigation to the higher levels of the hierarchy if accessed via the

standalone screen. A component could also be re-associated to a different component group with the

capital project at any time.


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MANAGER BLOCK

This block defines the responsible person for this component. It is important to note that the capital project

provides fields to associate managers to the capital project, component group, and component levels.

DATES BLOCK

The dates block allows for entry of baseline, estimated and actual start/end dates for the component.

Baseline entry may be locked based on the status of the component. This information can also be entered

in bulk across multiple components from the Date Manager Screen.

TOTALS BLOCK

These fields display the budget totals for the project component (see Capital Project Totals Block). This

block provides a view of the capital project totals in yet another manageable layer to track commitments

and other budgeted costs.

PROJECT COMPONENT VIEWS

ACCOUNT SETUP

The Account Setup Screen shows accounts and funding sources linked to the project component for cost

allocation and tracking. Account setup is not required at the component level, but if entered, financial

transactions will utilize the component’s account setup instead of the overall capital project account setup.

Accounts and funding sources to be selected for the component are filtered by the accounts and funding

sources setup at the capital project level. If only one account and funding source is selected, or if percent

splits are defined, the financial transactions will automatically be allocated and applied to the expenses

total for the component.

The subcode is now optional at the capital project level (it is required at the component level) until an

associated transaction forces the inclusion of the subcode to support updating the financial tables.

Users also now have the ability to sort the accounts/funding sources in the Account Setup View to keep

the most current/desired at the top of the list. By default, accounts are sorted by account and then

subcode.

The offset account logic has changed for work order/phase-related transactions associated to capital

projects. These transactions will use the normal work order/phase offset account and not the offset

account from the capital project (it still selects the account when using the capital project funding

method).

In addition, if only one account/subcode and funding source are defined for the capital project, they will



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PROPERTY/ASSET

A property and/or asset can be linked to a capital project at the component level. Work orders assigned to

this project are validated against the property, if populated.

LABOR CHARGES



Direct Expense Screen) associated to the capital project component.

CONTRACTS

This view displays all contracts associated to the capital project component. This view also displays the

contractor, award amount and lists changes to the contract(s).

WORK ORDERS

This view displays all the work orders associated to the capital project component. In addition to a

hyperlink to the work order and phase, the view displays costs at the capital project component level.

ISSUES

This view displays all the opened issues (issue is open status) associated to the capital project

component. Issues can be associated to a capital project component as an issue line item. Any costs

associated to that line item are then added to the anticipated costs of the component.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS


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CHECKLIST SCREEN

This screen can be accessed by clicking on the green button with a plus sign in the detail portion of the

Project Component Screen.

Checklists are filtered by project components and can be defaulted based on setup. Checklists are helpful

to track significant activities and dates related to a single component.

ITEM BLOCK

This is the description of the checklist item. Descriptions can either display predefined checklist items

(which are set up using the Project Component Screen) or on the fly using the green button with the plus

sign. The description field can accommodate up to 255 characters.

RESPONSIBILITY BLOCK

The responsible party completes the checklist item. This block also tracks expected dates along with

completed dates to track progress of the checklist item. The responsibility code is set up in the System

Administration Module and is associated to an employee code, which is set up in the Human Resources

Module.


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CHAPTER 2: DATE MANAGER

The Date Manager Screen will enable the user to quickly view and coordinate baseline, estimated and

actual dates for all the project component records for a capital project. The save function will save all

modifications at the component level. If there are any components linked to milestones, those dates will

then be updated as well. This screen is useful when the project is first being set up.

KEY CONCEPTS

Date manager records use the capital project code as the key code for retrieving records.

An icon on the Capital Project Screen takes the user directly to this screen with the appropriate

capital project record.

Milestone dates are updated from this screen’s milestone view.

This screen enables the user to establish start and end dates for comparison of the baseline,

estimated and actual dates at the component level. These dates, in turn, roll up to the capital

project component group and overall capital project.

TITLE BLOCK

This block houses the title of the retrieved capital project. The date manager does not have an insert icon;

rather specific records are retrieved by using the capital project code to retrieve the capital project for

managing dates at the component level.

DATES BLOCK

The current dates for the capital project are displayed as a view in this block. These dates are a reference

to the overall project as dates are rolled up from the component.

COMPONENT GROUP/COMPONENT DATE BLOCK

Dates are listed by component group and component and are modifiable from this screen. Once in edit

mode, the user can enter the appropriate date for a given component. Multiple dates on multiple

components can be edited at the same time.

DATE MANAGER VIEWS

MILESTONES

This view provides a reference to the capital project milestones as component dates are being updated.


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CPPM 6.3.6

ACTIVITIES

Users create an activity listing to add to the Date Manager record and then enter baseline start, estimated

start, actual start, actual end, estimated end, and baseline end dates for each activity. Users can give

them unique identifiers for sort order and integration matching with Microsoft Project, etc.


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CHAPTER 3: BUDGET MANAGER

The Budget Manager Screen will enable the user to quickly view and modify original budget estimates for

capital projects in a pending status. The budget manager is another view of the capital project record itself

that emphasizes the budget and cost values.

KEY CONCEPTS

Budget manager records use the capital project code as the key code for retrieving records.

An icon on the Capital Project Screen takes the user directly to this screen with the appropriate

capital project record.

Original budgets can be modified after a capital project record is saved as long as the component

is in a status associated to the pending status flag.

If components are active and budget changes are required, budget revisions can be added by

utilizing the icon in the toolbar of this screen.

TITLE BLOCK

This block houses the title of the retrieved capital project. The budget manager does not have an insert

icon; instead, specific records are retrieved by using the capital project code to retrieve the capital project

for managing budgets at the component level.

BUDGET BLOCK

The current capital project budget fields are displayed in this block. This is the roll up from component to

component group and finally capital project level.

COMPONENT GROUP/COMPONENT BLOCK

Budgets are listed by component group and component and are modifiable from this screen as long as the

capital project component is in pending status. Once in edit mode, the user can enter the appropriate

budget for a given component. The original budget for multiple components can be updated at once from

this screen, which is especially helpful during project setup.


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CHAPTER 4: BUDGET REVISION

The Budget Revision Screen enables budget adjustments for one or more components from the same

project. Revisions are stored historically for auditing purposes. Only components in a status associated to

an active status flag are displayed.

KEY CONCEPTS

Workflows could play an important role in budget revisions if reviews and approvals are required.

Budget revision types do not have a hierarchical relationship with budget revision statuses, unlike

most type/status relationships in AiM.

Budget revision reasons provide helpful insight into why budgets change throughout the project

lifecycle.

TITLE BLOCK

The user provides the budget revision description in this block. The description field can accommodate up

to 255 characters and the Budget Revision Screen has extra description, notes log, and related

documents views.

STATUS BLOCK

This block houses the status of the budget revision. The budget revision type code could be used to drive

defaulting of workflows. Budget revision reasons provide helpful insight into why budgets change

throughout the project lifecycle. The budget revision status flags and their system logic are defined in the

following table:


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TABLE 7: BUDGET REVISION STATUS FLAGS


Open Budget revision edits are possible and total revision appears in the change block but does not appear on the capital project or in the budget revision transaction list.

Finalized

Budget revisions are no longer editable. The detail line items are filtered to only the lines affected by the current budget revision. The total revision appears in the change block but does not appear on the capital project or in the budget revision transaction list.

Approved Budget revisions are posted and now appear on the capital project and in the budget revision transaction history.

Rejected Budget revisions are no longer editable and no budget revision amounts appear on the capital project.

Canceled Budget revisions are no longer editable and no budget revision amounts appear on the capital project.

PROJECT BLOCK

The capital project code is entered in this block and drives the line items (components) utilized in the

budget revision transaction. Once saved, the capital project code becomes a hyperlink to the capital

project record.

ORIGINAL BLOCK

This block displays the current budget information for the associated capital project, as it exists before the

current budget revision is posted. This, along with the change block, provides a side-by-side view of both

past and present budgets.

CHANGE BLOCK

This block displays the future budget information for the associated capital project, as it would look if the

budget revision were posted.

COMPONENT GROUP/COMPONENT BLOCK

The budget revision field allows for both positive and negative values. In this way, you could perform a

budget revision that merely transfers budget from one component to another, or add/subtract budgeted


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costs altogether. A typical use of the Budget Revision Screen is to manage project contingency costs by

having contingency set up as a separate component and deducting from it when needed on another

component. Multiple components can be affected by one budget revision transaction and will be saved as

a group once approved.

BUDGET REVISION VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 5: PROGRESS REPORT

The Progress Report Screen enables the capture of day-to-day project observations as well as progress

reporting at the capital project component level. This includes the tracking of weather conditions and

provides a mechanism for associating drawings, pictures, other types of documentation pertinent to the

capital project.

KEY CONCEPTS

The ability to track on-site progress reports at the component level is vital to managing risk.

The progress report can easily update multiple capital project components at once.

TITLE BLOCK

The progress report description is entered in this block. The field allows 255 characters and the Progress

Report Screen has extra description, notes log, and related documents views to capture additional

information.

STATUS BLOCK

The Progress Report Screen has a progress report type but this type does not form a relationship with the

status to create a hierarchy. The progress report status flags are displayed below:

TABLE 8: PROGRESS REPORT STATUS FLAGS


Open This status allows for additional edits.

Finalized This status locks down the project and responsibility blocks and the capital project component section.

Closed

This status updates the percent complete of the capital project components based on the values shown in the detail line items of the progress report. It also locks down the progress report; no further edits are allowed.

Canceled Canceled progress reports do not appear in standard reports.


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WEATHER BLOCK

The weather block is used to enter on-site weather observations, including the weather code (set up in the

System Administration Module), temperature range, and observation date. This information is important if

the component related to a contract line item has committed deadlines.


The responsibility block enables entry of the responsible party for the progress report, who it was prepared

by and the date the progress report was submitted. The preparer and the submitted date must be

populated to finalize the record.

PROJECT COMPONENT BLOCK

Components are not required on a progress report record. If desired, a user may add as many

components of the project to a progress report to indicate progress of the component observed. The

percent complete of the component will not be updated to the value indicated on the progress report until

the progress report is moved to a closed status.

PROGRESS REPORT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 6: ISSUE

The Issue Screen is used to manage financial or non-financial issues that may arise during the project

lifecycle. If the issue has a financial impact, the issue line item cost will automatically update the

anticipated cost on the capital project itself. Issues can be associated with capital project meeting minutes

for tracking purposes by date and by meeting. Issues can also be promoted to construction change

proposals, direct expenses, and construction change directives. This screen assists greatly with the day-

to-day management of project activities that could ultimately change the scope of the project.

KEY CONCEPTS

Only line item costs update the anticipated cost on the capital project. The header “planned cost” is

merely for planning purposes and does not update any project totals.

Issues do not require line items.

Issues can be linked to one or multiple meeting minutes to indicate which meeting included the

discussion of the issue.

TITLE BLOCK

This block is used to enter the issue description. The field allows 255 characters and the Issue Screen has

extra description, notes log, and related documents views to capture additional information.

STATUS BLOCK

Once the capital project is associated to the issue, the issue will appear in the capital project issues view

menu and issue line items can be associated to the appropriate components. The issue type is useful for

defaulting workflows in order to route the issue to the responsible persons to complete the issue.

TABLE 9: ISSUE STATUS FLAGS


Open This status enables further edits and can be associated to construction change directives, construction change proposals, and direct expenses.

Closed The issue is closed and cannot be edited.

Canceled The issue is canceled and all anticipated costs are rolled back.


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The responsibility block is used to enter the person responsible for tracking the issue. Priority and due

date can be entered for tracking the issue relative to a given completion time. The review date is helpful

for periodic updates of the issue using searches based on this date.

ISSUE VIEWS

MEETING HISTORY

This view displays all meetings associated to this issue. An issue can be associated to more than one

meeting if it was discussed multiple times.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS

ISSUE LINE ITEM SCREEN

Specific issue line items can be added to the issue record in this portion of the Issue Screen. This is where

the issue is tied to capital project components and proposed and/or estimated costs can be associated to

the issue creating the anticipated budget transaction for the capital project.

TITLE BLOCK

The title of the issue line item is entered in the title block. The description field can accommodate up to

255 characters and the issue line item portion of the Issue Screen has extra description, notes log, and

related documents views to capture additional information.


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STATUS BLOCK

Issue line item statuses are displayed in this block. Manually updating statuses is necessary when tracking

issue line items that will not be promoted to other transactions. If the line item is linked to a change

proposal or change directive, the status will be managed by AiM automatically.

TABLE 10: ISSUE LINE ITEM STATUS FLAGS


Open This status enables further edits and the issue can be associated to construction change directives, construction change proposals requests for information, and direct expenses.

Closed The issue is closed and cannot be edited.

Canceled The issue is canceled and any anticipated costs are rolled back.

PROJECT BLOCK

The project block enables the association of the issue line item to a capital project component by selecting

component group and component. A component is required in order to direct the anticipated cost to the

proper budget line item and have it roll up properly.

CHANGE BLOCK

The change block displays the issue line item information if it has been associated to a change proposal or

a change directive. If the change proposal or change directive is promoted into a change order, the

change order and line item that represents the issue line item information is also displayed.

TOTALS BLOCK

Proposed and estimated values are entered in this block. This includes a proposed days field that predicts

the amount of days affected by the issue. The estimated amount will be used first to create the anticipated

budget transaction. If the estimate amount field is blank, the system will use the proposed amount to

create the anticipated budget transaction.

ISSUE LINE ITEM VIEWS

REQUEST FOR INFORMATION

This view displays any requests for information associated to this issue. Multiple RFIs can be associated

to each issue line item. This allows for the tracking of any clarifications made while this issue line item was

open.


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STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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CHAPTER 7: MEETING MINUTES

This screen captures meeting details and enables the user to begin a paper trail of the issue lifecycle, from

inception to change order. Meeting minutes can track multiple types of meetings, from design meetings to

weekly progress meetings. This screen also optionally allows for the quick creation of the next meeting so

queries can be built for future meetings and meeting locations.

KEY CONCEPTS

Issues associated to the meeting minutes have a significant impact on capital project planning by

providing the earliest notice of potential problems affecting project cost, scope, and schedule.

The meeting minutes type code does not have a hierarchical relationship with statuses.

Issues are not required to manage meeting minutes.

TITLE BLOCK

This block is used to enter the meeting minutes description. The field allows 255 characters and the

Meeting Minutes Screen has extra description, notes log, and related documents views to capture

additional information.

STATUS BLOCK

The type of meeting is helpful for defaulting workflows for proper routing of meeting information to

participants. The status could drive the automatic creation of the next meeting if the data is populated on

in the next meeting block.

TABLE 11: MEETING MINUTES STATUS FLAGS


Open Meeting minutes in this status allow for the association of issues.

Closed No edits are allowed and the record is locked down. If the next meeting data is populated, the next meeting will be generated upon successful save of this status.

Canceled No edits are allowed. The next meeting will not be generated even if populated.


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MEETING DETAILS BLOCK

The actual start time and end time are indicated in this block. These times are helpful in queries by

participants. The person who prepared the meeting minutes can be indicated here even if someone is

other than the user currently logged in. If this meeting was generated based on a previous meeting, the

previous meeting will be available as a hyperlink.

LOCATION BLOCK

The meeting location is entered in this block. These codes are part of the property hierarchy, which is set

up in the Property Module.

NEXT MEETING BLOCK

The when and where of the next meeting is entered in this block. If this information is populated, the next

meeting minutes record can be generated when the current meeting minutes record is closed.

ISSUES LIST

Existing issues can be associated to the meeting by loading issues, or issues can be added by clicking the

green button with the plus sign, which opens the Issue Screen. The same issue can be associated to

multiple meetings if it is discussed during multiple meetings.

MEETING MINUTES VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 8: UNIVERSAL ACTION LIST

The Universal Action List Screen is a simple to use screen for managing lists of action items that require a

response. These action items are simple tasks that do not require the weight of a defined issue.

CPPM 6.1.1

KEY CONCEPTS

Action items are often assigned at meetings where issues are being discussed. Issue resolution is often accomplished by maintaining an organized sequence of action items and this screen performs that function.

The Workflow View enables programmatic definition and control of the routing of action items to a

specific user’s AiM WorkDesk, relative to a specific CPPM table (e.g., Capital Project Screen).

TITLE BLOCK

Transaction numbers do not automatically populate the Title field until the capital project is populated. A

sequential number (just like phase numbers) will default based on the number of universal action list

records for each capital project. This can be overwritten. In addition, a standard 255-character description

field is also available. Both fields are required.

STATUS BLOCK

The statuses for this screen are comprised of open, closed, and canceled. Once the universal action list

record is saved with a closed or canceled status, all fields are locked down except the status in the event

the user wants to reopen the record. The Status Block also contains the universal action list type. This

type code is defined on a bulk entry screen and not associated to the status. The universal action list type

is simply used to classify universal action lists. In addition, the Status Block has a responsibility field to

establish the overall responsibility of the action items. The status and type are required.

CAPITAL PROJECT BLOCK

Entering the capital project in this block will populate the Title field with a sequential number of universal

action lists for the specified capital project.

DATES BLOCK

The review and due dates are captured in the Dates Block.


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CONTRACT BLOCK

The Contract Block determines the type of contract (construction or consultant contracts) associated to the

action items. The contractor is displayed once a contract is selected from the Contract field.

ACTION ITEMS DETAIL SECTION

Clicking on the Add Icon (green plus sign) creates a new action item. The action items default the line item

number, login and date once the action item is created. The user can then specify the reference number,

the item in question along with a brief description (255-characters). When the responsible parties retrieve

the universal action list record, they can then enter the response and date of completion.

If the universal action list record is closed before the completion date is entered, a modal message

prompts the user to see if they want to continue. To bypass this warning, system flag 154 must be set to

no (System flag 154 – Suppress Capital Project Transaction Warnings, System Setup Screen, System

Administration Module). This system flag will also prompt the user to see if they want to continue if they try

to cancel the record with completed responses.

UNIVERSAL ACTION L IST VIEWS

STANDARD VIEWS

WORKFLOW

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS


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FINANCE MODULE

CHAPTER 9: FUNDING GROUP

Funding groups are a reporting element for grouping funding sources. This screen shows a breakdown of

costs for all the funding sources associated to the funding group.

KEY CONCEPTS

Funding Groups and Funding Sources: Funding groups are roll ups of funding sources and

are used for reporting purposes (often referred to as the “color of money”). Funding sources

come in many forms but are essentially the original source of the money. There is no

relationship in AiM between the funding source and the AiM account (although in many

cases they use the same dollars). It is important to note that these funding sources can

sometimes come with limitations as to how the money is spent. Below are examples of funding

sources:

Legislative appropriations (these could be state or federal)

Bonds

Grants

Gifts

In-house funding

Appropriations and Allotments: An appropriation is an authorization to spend money while

an allotment is money in the bank. Approved funding amounts are added to funding sources in

AiM as appropriations. These funding sources are then applied to one or more capital projects

as required. Once the money is available, it is applied to the funding source as an allotment.

The total allotments cannot exceed the total appropriations.

Allotment schedule versus cost schedule: Once a project is approved and money is

appropriated, it does not necessarily mean the money will be immediately available. In fact, the

arrival of the money is often phased in during the capital project lifecycle. The finance manager

determines when money is needed and builds an allotment schedule to determine when to

initiate funding sources and specify when they arrive, often over a period of years. A cost

schedule is often developed by the project manager to specify when and how those funds will

be spent. In essence, these two schedules work in tandem to determine how money comes in

and how it goes out in a capital project. It is important to note that funding sources are set up

with beginning, end, and expiration dates. The beginning and end dates represent when the

funding source is expected to be used and the expiration date means no transactions are

allowed after the specified date.


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TITLE BLOCK

This block is used to enter the funding group description. The field allows 255 characters and the Funding

Group Screen has extra description and notes log views to capture additional information.

ACTIVE BLOCK

This block provides a field for determining if the funding group is active or not.

DATES BLOCK

The start, end, and expiration dates are entered in this block. The start and end dates are the estimated

dates the funding group is expected to be used but do not enforce selection of the funding group. The

funding group cannot be selected after the expiration date occurs.

APPROPRIATION BLOCK

This block displays the appropriation totals snapshot for all capital projects using funding sources that are

associated to this funding group. The amounts in this block are described in the following chart:

TABLE 12: APPROPRIATION TOTALS

Appropriation Rollups Description

Appropriated The appropriated amount on the funding group screen represents a rollup of all appropriated amounts for the funding sources associated to the funding group.

Budgeted The budgeted amount represents a rollup of capital project budgeted amounts of all associated funding sources tied to the funding group.

Uncommitted Uncommitted amount = Appropriated Amount – Budgeted Amount

ALLOTMENT BLOCK

This block displays the allotment totals snapshot for all capital projects using funding sources in this

funding group. The amounts in this block are described in the following chart:


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TABLE 13: ALLOTMENT TOTALS

Allotment Rollups Description

Allotted The allotted amount on the Funding Group Screen represents a rollup of all allotted amounts for the funding sources associated to the funding group.

Encumbered The encumbered amount represents a rollup of all capital project encumbered amounts for the funding sources associated to the funding group.

Expensed The expensed amount represents a rollup of all capital project expensed amounts for the funding sources associated to the funding group.

Current Balance Current balance = Allotted - Encumbered - Expensed

FUNDING SOURCE

All funding sources associated to the funding group are displayed in this section of the screen. Funding

sources can be added to this list from the funding source screen by selecting the funding group. This block

displays the budgeted, allotted, encumbered, expensed, and current balance of the funding source.

FUNDING GROUP V IEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG


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CHAPTER 10: FUNDING SOURCE

Funding sources come in many forms but essentially this is where money originates (e.g., the original

source of money). Funding sources are not required to manage financial transactions in CPPM. They can

be turned on/off by capital project type by updating the Manage Funding Source field.

KEY CONCEPTS

See Funding Group Key Concepts.

TITLE BLOCK

This block is used to enter the funding source description. The field allows 255 characters and the Funding

Source Screen has extra description and notes log views to capture additional information.

ACTIVE BLOCK

This block provides a field for determining if the funding source is active or not. This is also where a

funding source can be related to a funding group for rollup and reporting purposes.

DATES BLOCK

The start, end, and expiration dates are entered in this block. The start and end dates are the estimated

dates the funding source is expected to be used but do not enforce selection of the funding source. The

funding group cannot be selected after the expiration date occurs.

APPROPRIATION BLOCK

This block displays the appropriation totals for all capital projects using this funding source. The amounts

in this block are described in the following chart:

TABLE 14: APPROPRIATION TOTALS

Appropriation Rollups Description

Appropriated The appropriated amount on the Funding Source Screen represents a rollup of all appropriated amount transactions for the funding source.

Budgeted The budgeted amount represents a rollup of capital project budgeted amounts for the funding source.

Uncommitted Uncommitted amount = Appropriated Amount – Budgeted Amount


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ALLOTMENT BLOCK

This block displays the allotment totals for all capital projects using this funding source. The amounts in

this block are described in the following chart:

TABLE 15: ALLOTMENT TOTALS

Allotment Rollups Description

Allotted The allotted amount on the Funding Source Screen represents a rollup of all allotted amount transactions for the funding source.

Encumbered The encumbered amount represents a rollup of capital project encumbered amounts for the funding source.

Expensed The expensed amount represents a rollup of capital project expensed amounts for the funding source.

Current Balance Current balance = Allotted – Encumbered - Expensed

CAPITAL PROJECT

All capital projects using the funding source are displayed in the detail portion of the screen. Budgeted,

allotted, encumbered, expensed, and current balance fields provide a quick view of current funding source

activity.

FUNDING SOURCE VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG


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CHAPTER 11: DIRECT EXPENSE

The Direct Expense Screen has two primary functions: first, to directly process expense transactions

(labor, material, equipment, and contract) and associate them to the capital project, and second, to find

existing approved capital project timesheet records and process them to add labor costs to the capital

project.

KEY CONCEPTS

Approved capital project timesheet entries automatically create a direct expense record in the open

status. Before processing them on the Direct Expense Approval Screen, expense allocation for

each record must be performed. The direct expense record is saved in the open status after

expense allocation is performed and then the capital project timesheets can be processed by the

Direct Expense Approval Screen.

Mass import of transactions can be accomplished with manually prepared files that can be

imported directly into the Direct Expense Screen using the Direct Expense Import Screen (located

in the setup portion of the Finance Module).

Workflow can play a critical role in ensuring direct expenses are reviewed and allocated prior to

approving the direct expense.

TITLE BLOCK

The title block enables the user to enter a definition for the direct expense transaction. The description

field can accommodate up to 255 characters and the Direct Expense Screen has extra description, notes

log, and related documents views to capture additional information.

STATUS BLOCK

The status block houses the direct expense status, type, subledger (i.e., labor, material, equipment, and

contract) and a display of total cost. The type code does not enforce a hierarchical relationship with the

status but does have additional setup options. The direct expense type can be set to be the defaulted type

and whether or not the type is associated to timesheets (e.g., the type is often set to default the timesheet

setting to expedite processing).


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TABLE 16: DIRECT EXPENSE STATUS FLAGS


Open This transaction requires approval to post as an expense. When the direct expense is re-edited while in the open status flag, the available status flags are open, posted, rejected, and canceled.

Posted

When this status flag is saved it changes the component/capital project committed cost to an expensed cost. Re-editing the direct expense record does not allow edits to any field other than the status and the only status available is voided.

Canceled When a status flag is saved it does not allow further editing.

Rejected This status flag is like the cancel status flag but it allows edits to enable re-opening the direct expense record.

Voided

This status flag is only available after the direct expense record is saved with the posted status flag. Once saved, it removes the expensed transaction from the capital project such that another entry can be made representing the corrected amount.


This block is used to associate the capital project, component group, and component in order to associate

the direct expense cost to the component level of the capital project.

LABOR/MATERIAL BLOCK

The fields displayed in this block are dependent on the direct expense type code associated to the direct

expense record. If the direct expense type is associated to a timesheet, the labor fields will populate the

block and the labor subledger will default in the direct expense record (of note, the labor subledger field is

no longer editable once this direct expense type code is selected). If the direct expense type code is not

associated to a timesheet, the material subledger defaults and the block displays material fields (of note,

the fields do not enforce validation against the current Inventory Module, thus enabling direct costs for

materials not already set up in AiM).


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PAYMENT BLOCK

This block captures payment information such as cash transaction, purchase order code, batch code and

payment date. These are informational fields and not validated against the Purchasing Module.

CPPM 6.3.7

CONTRACTOR BLOCK

This block enables the user to associate a contractor and address code to the direct expense record. This

typically represents the vendor providing the labor/material for the transaction. Users can also add terms

to direct expense transactions. The terms adjust the appropriate entries in the Invoice Data Block and the

Payment Block (if a mark-up is defined for the term), based on prior terms setup.

ISSUE BLOCK

This block enables the user to associate validated issues to the direct expense record. When the direct

expense record is saved, the anticipated cost produced by the issue is removed from the capital project

and the anticipated cost from the direct expense record replaces the issue’s anticipated cost.

INVOICE DATA BLOCK

This block captures any applicable invoice data such as the invoice number and date and associates them

to the direct expense record. This is for information purposes only and not validated against the Accounts

Payable Module.

FINANCIAL TRANSACTIONS

TABLE 17: DIRECT EXPENSE FINANCIAL TRANSACTIONS

Transaction Type Description Finance

Type Charge

Account Offset

Account Subledger

DIRECT_EXP

Direct Expense Approved (Capital Project

Timesheets)

Actual

Capital Project Charge Account

Capital Project Offset

Account

Labor

DIRECT_EXP Direct

Expense Approved

Actual



Account

All


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DIRECT EXPENSE V IEWS

EXPENSE ALLOCATION

The Expense Allocation View shows accounts and funding sources linked to the parent record for cost

allocation and tracking. In edit mode, the user can allocate the cost against the accounts and funding

sources populated based on the association of the direct expense to the capital project. The total amount

of the direct expense must be allocated completely before approval of the transaction.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 12: DIRECT EXPENSE APPROVAL

The Direct Expense Approval Screen retrieves all direct expense records where the status flag is set to

open (posted direct expense records do not appear). The transactions are also filtered based on the

relationship of the direct expense approver to the user logged in. Approvers are set up by capital project

type.

KEY CONCEPTS

Submitted capital project timesheets automatically create direct expense records, which must be

reviewed for expense allocations before they can be approved on the Direct Expense Approval

Screen (the transactions show up but will error out unless the expense allocation is saved in the

Direct Expense Screen).

The three icons in the upper right of the screen enable the user to approve or reject line items, and

view an error log should a transaction fail.

The capital project component, total cost, and number of transactions are displayed but more

information is available by selecting the more detailed hyperlink. This provides additional

information to assist in making approval decisions.

Upon approval, an expensed transaction is created for the capital project and the committed cost is

reduced.


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CHAPTER 13: CAPITAL PROJECT FUNDING

The Capital Project Funding Screen enables the user to change account setup information after the

project has been put into an active status. Accounts and funding sources can be added or deleted from

the project, post-activation, as an auditable transaction using this screen. Appropriations and allotment

adjustments that need to be made relative to the capital project can also be done.

KEY CONCEPTS

Only capital projects in active status can be selected from this screen. If the project is still pending,

the account setup is still editable from the Capital Project Screen itself.

Appropriations apply to both accounts and funding sources but allotments only apply to the funding

sources.

The amounts in the account setup view of the capital project represent a rollup of all capital project-

funding transactions posted.

TITLE BLOCK

The description field can accommodate up to 255 characters to describe the capital project funding

transaction to be applied to the capital project.


The capital project, type of transaction (budget or allotment), and date of transaction are entered in this

block. Only capital projects in active status can be selected.

ACCOUNTS

Accounts are added or deleted by clicking the green or red buttons with a plus sign or minus sign,

respectively. Budget adjustments are enabled for the existing accounts or any new accounts added as a

part of the transaction.

FUNDING SOURCE

Funding sources are added or deleted by clicking the green or red buttons with a plus sign or minus sign,

respectively. Budget adjustments (or allotment adjustments) are enabled for the existing funding sources

or any new funding sources added as a part of the transaction.


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CHAPTER 14: FUNDING SOURCE ADJUSTMENT

The Funding Source Adjustment Screen enables the user to manage appropriations and allotments.

KEY CONCEPTS

Initial funding and subsequent positive and negative adjustments ensure proper funding of the

funding sources.

TITLE BLOCK

This block contains the description of the funding transaction. The title field contains 255 characters and

the screen has extra description and related documents views to ensure all necessary documentation is

associated to the record.

TYPE BLOCK

This block is used to determine the type of transaction (i.e., appropriation or allotment), the funding source

to be adjusted, and date of the transaction.

CURRENT APPROPRIATION/ALLOTMENT BLOCK

This block displays the funding situation with the selected funding source prior to making the adjustment.

This block displays the appropriated, budgeted, and uncommitted costs for the funding source.

CHANGE BLOCK

The adjustment amount is entered in this block. The adjustment can be either positive or negative and the

change amount will be displayed once the record is saved.

NEW APPROPRIATION/ALLOTMENT BLOCK

This block displays the funding situation with the selected funding source after making the adjustment.

This block displays the appropriated, budgeted, and uncommitted costs for the funding source.

FUNDING SOURCE ADJUSTMENT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

SENT EMAIL


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RELATED DOCUMENTS


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CHAPTER 15: CONTRACT ENCUMBRANCE ADJUSTMENT

This screen enables the user to encumber funds for construction and consultant contracts. Encumbrances

in AiM typically happen automatically but are manually added in CPPM due to the nature of funding

sources. The primary factors affecting funding sources are when they are active and applied to a capital

project, when funds are allotted, and what restrictions are in place concerning the type of work being done.

Obviously, it is extremely difficult to predict which funding source(s) should be encumbered at any given

time and thus are manually added in CPPM.

KEY CONCEPTS

Encumbrances are financial transactions and must be applied manually in CPPM (finalized

purchase orders are the lone exception).

The construction and consultant contracts enable the input of an encumbered amount (in the

account setup views) before a contract is awarded. When the contract is saved in the awarded

status, those funds will be encumbered. After the contracts are saved in awarded status,

encumbrances are managed via this screen.

Encumbrances are not required for contracts in CPPM.

Commitments on budgets will still roll up to the capital project budget totals even without

encumbrances on the accounts or funding sources.

TITLE BLOCK

This block contains the description of the encumbrance transaction. The title field allows for 255

characters for the description.

TYPE BLOCK

The user can select from contract or line item to apply the encumbrance adjustment and the associated

capital project. This is an important distinction. Line item encumbrances must be used if a component has

an account setup populated. One contract could have both line item and contract header encumbrances

applied.

CONTRACT BLOCK

The user can select either a construction or a consultant type of contract to be encumbered, and the

contract itself. The accounts and funding sources to be adjusted are based on this selection.

LINE ITEM BLOCK (IF LINE ITEM TYPE SELECTED)

The specific line item to be encumbered is selected in this block. Once selected the line item group and

line total will display. The accounts and funding sources to be adjusted are based on this selection.


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TOTALS BLOCK

This block has two different looks depending upon the type selection. The following tables describe the

fields displayed by type:

TABLE 18: TOTALS (CONTRACT TYPE)

Encumbered Rollups Description

Line Encumbered The line encumbered amount represents a rollup of all encumbrance adjustment transactions with a “line” type minus any expenses applied.

Contract Encumbered The contract encumbered amount represents a rollup of all encumbrance adjustment transactions with a “contract” type minus any expenses applied.

Total Encumbered Total Encumbered = Line Encumbered + Contract Encumbered

Contract Remaining Contract Remaining = Total Awarded – Total Expenses – Total Encumbered

Difference Difference = Total Encumbered – Contract Remaining

TABLE 19: TOTALS (LINE TYPE)

Encumbered Rollups Description

Line Encumbered The line encumbered amount represents a rollup of all encumbrance adjustment transactions with a “line” type minus any expenses applied.

Line Remaining Line Remaining = Total Awarded for the Line – Total Line Expenses – Line Encumbered

Difference Difference = Line Encumbered – Line Remaining

ACCOUNTS

Accounts default from the capital project and display the current encumbrance by account. Encumbrance

adjustments can be positive or negative and apply to one or multiple accounts.


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FUNDING SOURCE

Funding Sources default from the capital project and display the current encumbrance by funding source.

Encumbrance adjustments can be positive or negative and apply to one or multiple funding sources.


TABLE 20: CONTRACT ENCUMBRANCE ADJUSTMENT FINANCIAL TRANSACTION


Type Charge

Account Offset

Account Subledger

CONST_CONT_LINE_ENC

Construction Contract (Line

Item Encumbered)

Encumbrance


NULL Contract


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CHAPTER 16: WORK ORDER ALLOCATION

Transactions applied to work orders that are linked to a capital project must be allocated. If only one

account and funding source is applicable for a capital project component, the allocation step will be

handled by AiM automatically. Similarly, if an account setup has been defined at the component level and

has percent split values associated, the allocation step can be handled by AiM automatically. Barring

these two situations, all work order transactions must be manually allocated before the expense

transaction will appear against the capital project.

KEY CONCEPTS

Unallocated transactions do not have an allocation date and the edit button is enabled to process

the allocation to accounts and funding sources.

Transactions already allocated are display only.

Allocation records are created by AiM at the point of processing the work order related transaction.

No insert action is available on this screen.

Allocations are posted immediately upon saving the record.

TITLE BLOCK

This block contains the description of the work order allocation. The title field allows for 255 characters for

the description.

ALLOCATION DATE BLOCK

The allocation date is automatically set once the work order allocation transaction takes place.

PROJECT BLOCK

The capital project information is displayed in this block. This is where the capital project component

associated to the transaction is displayed. This is populated based on the information associated in the

capital project block for the phase to which the transaction is posted.

WORK ORDER BLOCK

The source work order code and phase code, with their respective descriptions, are displayed in this

block.

WORK ORDER COST BLOCK

The amount to allocate is displayed in this block. This block also displays the transaction type and source

transaction number.


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ACCOUNTS

Only the accounts available to be allocated will appear listed in this section. Allocations can be added to

one or multiple accounts in order to satisfy the total transaction amount.

FUNDING SOURCE

Only the funding sources available to be allocated will appear listed in this section. Allocations can be

added to one or multiple funding sources in order to satisfy the total transaction amount.


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CHAPTER 17: ALLOTMENT REQUEST

The Allotment Request Screen enables the posting of funds at a future date. Once approved, this request can

automatically update the capital project funding adjustment and funding source adjustment transactions depending

on the type of allotment request.

CPPM 6.3.2

KEY CONCEPTS

There are two types of allotment requests: Capital Project and Funding Source. Users can enter

individual line items complete with a funding source (required) and/or a capital project (not required). Based

upon the entered items the screen retrieves the appropriation and allotment figures.

Approving the record creates the adjustment records in the appropriate tables.

This screen has a Copy Icon to facilitate rapid entry of like allotment requests.

TITLE BLOCK

This block contains the request transaction number and the description of the allotment request. The

Description field allows for 255 characters.

STATUS BLOCK

Allotment request statuses are displayed in this block. Manually updating statuses is necessary to create

the funding source adjustment records with the updated allotments. The Type field determines whether

allotment request is for a funding source directly or to request an allotment for a capital project’s funding

sources. The Reference Number and Due Date fields are optional entries. The requested allotment

computed total is also located in this block.

TABLE 21: ALLOTMENT REQUEST STATUS FLAGS


Open The Due Date field and individual line items are editable. Edits are allowed with the exception of the allotment request number. The due date and individual line items can still be edited.

Finalized

Upon selection of this status, allotment requests are no longer editable. The total requested allotment appears in the header portion of the screen. Appropriation amounts are validated to ensure errors are not being broken.


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Approved Approving allotment requests will insert funding source adjustment records into the appropriate tables. The record is closed. Appropriation amounts are validated to ensure errors are not being broken.

Canceled Only open or finalized status allotment requests can be canceled.

Rejected Rejecting an allotment request sets the record to non-editable and does not create any funding source adjustments.

FUNDING SOURCE DETAIL

The Funding Source Detail portion of this screen enables users to load funding sources directly or to

select a capital project’s funding sources for allocation request. Once loaded, the funding sources display

the funding source, capital project (if capital project type is selected, otherwise this field is blank), the

current appropriation and allotment, requested allotment, and the new allotment total. Approved allotment

requests insert funding adjustment records into the appropriate tables.

ALLOTMENT REQUEST VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 18: FUNDING TRANSFER

The Funding Transfer Screen enables users to transfer approved transactions from one funding source to

another. This can take place based on the funding source itself or based on the funding sources of a

specified capital project.

CPPM 6.3.3

KEY CONCEPTS

The capital project is required prior to selecting the funding source (from) because the available

funding sources are filtered by capital project.

Capital projects must have more than one funding source defined in order to complete the transfer

of cost.

Positive and/or negative transfer transactions update the funding source transaction table

(ae_s_fnd_f) with values that zero out the original transaction amount and add another line with the

adjusted funding source(s).

The transaction type is the same as the original transaction (e.g., DIRECT_EXP). The funding

source transfer transactions do not update the account transaction table (ae_s_fnd_a) because the

Funding Transfer Screen does not address changes from/to accounts.

TRANSACTION BLOCK

This block contains the funding transfer transaction number and the description of the funding source

transfer. The Description field allows for 255 characters.

STATUS BLOCK

The Status Block tracks the status of the transfer and requires a capital project prior to selecting a funding

source (funding source selection is filtered by the capital project). This block also captures the transfer

amount (this field automatically updates based on the selected transactions in the Transfer Transactions

Block. This block also automatically displays the unallocated amount from the transaction(s). The funding

transfer status flags are described below:


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TABLE 22: FUNDING TRANSFER STATUS FLAGS


Open

The open status flag enables the users to edit the record. The Status, Capital Project, Funding Source (from), Funding Source (to), and Allocated fields are editable. Available status flags from this status are open, finalized, and canceled.

Posted Saving the transfer record in the posted status flag transfers the funds to the desired funding source(s) and updates the funding source transaction table (ae_s_fnd_f). The record is no longer editable.

Finalized This status flag locks down the record and only the Status field is editable. The available status flags are posted and rejected. No transfer occurs while the record is in this status flag.

Rejected This status flag locks down the record completely when saved. No transfer transaction(s) take place and the record does not allow further edits.

Canceled This status flag cancels the transfer transaction and the funds are not transferred. The record does not allow further edits.

FUNDING SOURCE (FROM) BLOCK

This block captures the funding source for the original transaction. Funding sources are filtered by the

capital project that must be entered prior to making a funding source selection.

FUNDING SOURCE (TO) BLOCK

This block captures the funding source that is used for the transferred amount. Funding sources in this

block are also filtered by the capital project entered in the Status Block.

TRANSFER TRANSACTIONS DETAIL

This section displays all the transactions selected from the search function after clicking the Load

Transactions hyperlink. Transferring partial amounts of the transactions is allowed.


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FUNDING TRANSFER VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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TIME AND ATTENDANCE MODULE

CHAPTER 19: CAPITAL PROJECT TIMESHEET

The Capital Project Timesheet Screen provides a form to create timesheets associated to a capital project

component. Each day of the week populated with hours will create a labor-based direct expense record

that must be approved before posting to the capital project.

KEY CONCEPTS

Upon insert, the screen requires input of a start date and employee against which the time is

entered.

Clicking on the next icon in the upper right hand corner of the screen retrieves the capital project

timesheet. The screen defaults any components where the employee is listed as the manager.

Additional components are added using the load components hyperlink.

The rate field is required and is limited to those rates listed on the capital project (Labor Rates

View, Labor Charges View, Capital Project Screen).

Time is entered in the fields provided. The week displays as Sunday through Saturday for the week

containing the date specified during the initial insert of the record. There is a notepad icon in each

of the day fields to enable editing of the description for each timesheet entry.

Once the record is saved, the user must select the correct icon to proceed (keep in mind no

transactions have taken place at this point). The icons in the upper right hand corner of the screen

enable the user to edit the timesheet, copy it, submit it, and delete (this deletes the entire

timesheet record).

Submitted capital project timesheet records automatically create direct expense records in the

open status. These records must be reviewed to ensure the expense allocation is performed. The

capital project timesheet records can then be posted individually using the Direct Expense Screen

(use posted status flag) or the Direct Expense Approval Screen where the timesheet records can

be approved en masse.

The capital project component types can be identified as timesheet-related. Timesheet-related

components can only accept transactions from timesheets created on the Capital Project

Timesheet Screen.

Only timesheet-related components are selectable on the Capital Project Timesheet Screen.

Once the capital project component is activated, the timesheet components create a committed

cost based on the component budget. When the direct expense record is approved, the committed

cost is reduced and the expensed cost for the component/capital project increases.


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CONTRACT ADMINISTRATION MODULE

CHAPTER 20: CONTRACTOR

The Contractor Screen is used to create records for any external company/group that may provide materials or services.

KEY CONCEPTS

A contractor is any outside entity (i.e., outside an organization’s internal workforce) that provides a

service and/or product.

One contractor can have multiple address codes. This provides a way to track all the physical

locations from which a contractor operates. Each address code has an address type to distinguish

it from other address codes for a contractor (e.g., a contractor could have one or more addresses

for bids, purchasing, invoicing and/or returns).

Contractors represent not only those people an organization works with currently, but past and

future contractors as well. Contractors can be defined without being added to the list of active

contractors visible for selection throughout AiM. In order to be selectable, a contractor must be

both active and qualified (one or both of these could be set to no and the contractor would only be

visible from the Contractor Screen). In addition, review dates and expiration dates establish limits

on the contractor’s availability.

The Related Documents View enables the user to attach important documents and other files (e.g.,

working documents, certifications, design proposals, insurance information, etc.) for easy access of

important information specific to the contractor.

Active contracts are visible from the ViewFinder.

TITLE BLOCK

The title block is used to create a unique identifier for a specific contractor with a description. The

description field can accommodate up to 255 characters and the Contractor Screen has extra description,

notes log, and related documents views to capture additional information.

ACTIVE BLOCK

The active block is used to identify whether or not the contractor is active and able to be used in AiM. The

type governs how the contractor is utilized in the system. Vendor is for purchasing only and contractor is

for general use and able to be used on any transaction screen. The specialty field is a reporting and

grouping element.


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ATTRIBUTES BLOCK

The attributes block defines data common to all contractors (e.g., minority/women’s business enterprise

and ratings) to assist in determining the most qualified for a particular task. This block also contains the

federal tax identification number and 1099 code for tax/tracking purposes.

QUALIFICATION BLOCK

The qualification block is used to track whether or not a contractor is qualified based on local

requirements. If qualified, the expiration date indicates the period that the contractor can be considered

valid. If the qualified field is set to no or the expiration date has passed, the contractor record will not be

available anywhere else in AiM.

CONTRACTOR VIEWS

TERMS

The Terms View is used to associate pre-defined terms to a specific contractor. These terms default

agreed upon values into transaction screens. The active block in the Terms View activates or inactivates

terms and has a currency field to associate currency values to the terms code. The rates block defines

rates by sub ledger (i.e., labor, material, equipment, and contract) and the types of terms (i.e., discounts,

tax 1, tax 2, tax rebate, shipping, and markup). Percentages are defined for each type of term code (e.g.,

entering a five in the shipping field on the material sub ledger will add 5% in shipping costs to the overall

purchase of materials from this vendor when this term is selected on a transaction screen).

STANDARD VIEWS

EXTRA DESCRIPTION

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

RELATED DOCUMENTS

ADDRESS CODE SCREEN

The contractor address code is used to define unique instances (or locations) for the contractor. If, for example, the contractor has multiple locations, a distinct address code could be created for each, rather than creating a new contractor record.


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TITLE BLOCK

The title block provides five spaces to add an address code number or unique identifier to the record.

ACTIVE BLOCK

The active block setup determines if the address is active and available to the system. The update cost

field determines whether the system will automatically update the cost of vendor catalog items based on

the latest purchases after invoices are released.

ADDRESS BLOCK

The address block is used to define the physical address for a specific address code. This contains main

address and contact information for this address code. Other addresses and contacts can be added as

needed by creating additional address codes.

ADDRESS CODE VIEWS

CONTACT INFORMATION

The contact information view provides the capability to assign multiple contacts to each address code. The view provides a number of different contact points such as address, fax, email, pagers (both alpha and numeric), and several phone number listings.

ADDRESSES

The Addresses View is where the address type code is associated to the address code. Multiple address type codes can be defined for each address code. Typical address types include invoicing, bids, purchasing, or returning of materials.


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CHAPTER 21: CONSULTANT CONTRACT

Consultant contracts are contracts linked to a capital project for consulting services. This contract is

typically used during the design phase of the project lifecycle (depending upon delivery method), and for

all professional services utilized on the project.

KEY CONCEPTS

A consultant contract uses an amendment to change dates or amounts post-award. It does not

have a multi-step change management process like a construction contract.

Consultant contracts do not require a “Notice to Proceed” step.

Retainage is not tracked on a consultant contract.

Subcontractors are not tracked on a consultant contract and are only found on the construction

contract.

TITLE BLOCK

This block contains the description of the consultant contract. The title field contains 255 characters and

the screen has views like extra description, notes log, and related documents views to ensure all

necessary documentation is associated to the record.

CPPM 6.2.6

STATUS BLOCK

The statuses are filtered by consultant contract type code. The type can optionally be set up to produce

hard errors preventing processing of expenses when expenses exceed the encumbrance amounts at both

the account and funding source level. This block also captures the capital project and reference number.


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TABLE 23: CONSULTANT CONTRACT STATUS FLAGS


Open

This status flag allows edits but the contract cannot be invoiced against until awarded. All accounts and funding sources from the associated capital project are available in account setup to allow encumbrances to be applied quickly.

Awarded

This status flag locks down the contract data and allows invoices to be processed. Any changes to dates or award amounts would now require an amendment. Any changes to encumbrances would require a contract encumbrance adjustment transaction.

Closed No edits are allowed and all remaining encumbrances (if any) are relieved. Invoices can no longer be posted against this contract.

Canceled No edits are allowed and all remaining encumbrances (if any) are relieved. Invoices can no longer be posted against this contract.

CPPM 6.3.7

CONTRACTOR BLOCK

The contractor and contractor address code are entered in this block. The contractor is not a required field

until award, which allows pre-planning setup prior to awarding the contract. Contractor terms are

associated to the contract in this block. Only those terms associated the contractor can be associated to a

contractor’s contract. The terms may consist of the discount, tax 1, tax 2, tax rebate, shipping, and

markups that affect the contract totals in the Contract Line Totals Block, Line Item Screen, Consultant

Contract Screen.

DATES BLOCK

Key dates for the consultant contract are entered in this block. The award and start dates are required

when saving the contract in awarded status.


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TOTALS BLOCK

This block displays a roll up of all the contract line items as described in the following table:


Total Rollups Description

Currency

This field indicates the currency being used on the base contract. If this currency is different from the baseline currency (set up in the System Administration Module), the exchange rate will be factored in before applying the cost to the project totals.

Award The award amount is a rollup of all award amounts for every line item on the contract.

Amendment

After award, changes to the award amount are made via amendments. This amount is a total of all amendments approved for this contract. A hyperlink is available to drill into the transactional history of the amendments.

Total Total = Award + Amendment

Expensed The expensed amount displays the total of all released invoices against the contract. A hyperlink is available to drill into the transactional history of the invoices.

Remaining Remaining = Total - Expensed


TABLE 25: CONSULTANT CONTRACT FINANCIAL TRANSACTIONS


Type Charge Account

Offset Account

Subledger

CONSULT_CONT_ENC Consultant Contract

(Encumbered) Encumbrance


NULL Contract

CONSULT_CONT_ENC_LINE

Consultant Contract (Line

Item Encumbered)

Encumbrance


NULL Contract


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CONSULTANT CONTRACT VIEWS

CPPM 6.2.5

ACCOUNT SETUP

The Account setup screen shows accounts and funding sources linked to the consultant contract for

encumbrance and cost allocation tracking. Encumbrances can be entered on this screen when the

contract is open. Post award, an icon is available in the toolbar to insert new contract encumbrance

adjustments. Account setup is available by contract line as well. If encumbrances are made at the line item

level of the contract they will display under “line encumbered” and be added to the contract header level

encumbrances to provide the total encumbrance per account or funding source. The offset account must

be populated before awarding the contract. The invoice transaction will be offset by the contract, not the

capital project itself.

The account setup for consultant contracts provides three different ways to process the subcode: (a) if all

the accounts and subcodes are predefined, the accounting works as it did prior to the account

modifications. (b), if the accounts are defined but the subcodes are left null, the subcodes are associated

at the point of expense allocation. All subcodes are allowed in this scenario. (c), if the accounts have

predefined subcodes on the capital project, the accounts will be selected at the point of expense

allocation, and subcodes can be associated only based on a filtered list of allowable subcodes defined in

the Account Setup View of the capital project.

CONTACT INFORMATION

Contacts are entered in this view. The contact code is set up in the Contractor Screen, address code, and

contact information view. Only contacts setup for the contractor associated to the consultant contract will

be available for selection.

COMMISSIONING PLAN

This view will display all the commissioning plans associated with the consultant contract. This block

includes the line item and status of the commissioning plan.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG


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USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

CONSULTANT CONTRACT LINE ITEM SCREEN

Contract line items are created in this portion of the Consultant Contract Screen and can be added by

selecting the green button with the plus sign (there is also a red button with a minus sign to delete contract

line items for edit purposes). Contract line items link to project components and contain the award amount

to be applied as a committed cost to the component. The award amount will also roll up to the overall

contract award amount.

TITLE BLOCK

The description field can accommodate up to 255 characters and the Consultant Contract Line Item

Screen has extra description, notes log, and related documents views to capture additional information.

LINE GROUP BLOCK

This block displays the contract code and the line group code. The line group code is a non-required

reporting element for grouping contract line items.

PROJECT BLOCK

The component group and capital project component applicable to the contract line item is entered in this

block.

COMPONENT TOTALS BLOCK

This block displays current cost figures for the selected capital project component. This block displays the

total budget, remaining amount, and percent complete fields.

CONTRACT LINE TOTALS BLOCK

Cost figures at the contract line item level are displayed in this block. This is also where the award amount

for a given contract line item is entered.


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TABLE 26: CONTRACT (LINE TYPE)

Line Totals Description

Currency The currency value here is defaulted from the base contract and is displayed for reference.

Award The award amount is entered here before the contract is awarded.

Amendment

After award, changes to the award amount are made via amendments. This amount is a total of all amendments approved for this contract line item. A hyperlink is available to drill into the transactional history of the amendments.

Line Total Line Total = Award + Amendment

Expensed The expensed amount displays the total of all released invoices against the contract line item. A hyperlink is available to drill into the transactional history of the invoices.

Remaining Remaining = Line Total - Expensed

CONSULTANT CONTRACT LINE ITEM VIEWS

ACCOUNT SETUP

This view displays the accounts and funding sources associated to the contract line item. Account setup

here is optional and only necessary to restrict the accounts or funding sources to be used for invoice line

items related to this contract line item. This is helpful if a contract line item links to a capital project

component that has specific accounting requirements.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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CHAPTER 22: AMENDMENT

The Amendment Screen provides a mechanism to amend consultant contracts by adjusting existing line

items or by creating new ones. In addition, the Amendment Screen supports the association of issues to

the amendment, and subsequently to the consultant contract.

KEY CONCEPTS

Users can submit changes to consultant contracts by either adding a line to the contract or

adjustment of an existing line item.

Issues associated to amendments autopopulate cost fields on the Amendment Screen line items.

Saving an amendment in an open status increases anticipated cost to the capital project. Saving

the amendment in an approved status increases the committed cost for that capital project and

reduces the anticipated cost.

CPPM 6.2.7 Then Amendment Screen supports searches against the Amendment Total field.

TITLE BLOCK

The title field allows entry of the amendment code and the description field can accommodate up to 255

characters. Entering the capital project and contract prior to entering a title will autopopulate the title with

‘AMD’ followed by a sequential number (it is still editable). The Amendment Screen also has extra

description, notes log, and related documents views to capture additional information.

STATUS BLOCK

The amendment statuses consist of open, approved and canceled. Saving an amendment with a status

tied to open increases the anticipated cost of the capital project. Amendments saved with a status tied to

approved increases the committed cost of the capital project and decreases the anticipated cost. This

block also displays the associated capital project and the total amount calculated from the amendment line

items.

TABLE 27: AMENDMENT STATUS FLAGS


Open This status flag generates an anticipated budget transaction on the capital project associated to the amendment upon the initial save of the amendment record.


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Approved

This status flag generates a committed budget transaction on the capital project associated to the amendment and updates the contract header with the new amounts or dates. No edits are allowed once this status flag is saved.

Canceled This status flag signals the amendment is canceled and backs out the anticipated cost.

CPPM 6.2.6

CONTRACTOR BLOCK

This block enables the association of the contractor, contractor address code, and contract to the

amendment. The Contractor Block also captures the Reference Number field.

ORIGINAL BLOCK

This block displays the original contract award amount and any amendment amounts that existed before

the current amendment is processed. Amendments also provide the ability to change the expected end to

a consultant contract.

CHANGE BLOCK

This block is similar to the original block but displays an updated view of the cost/time values, as it would

look once the current amendment is processed.

AMENDMENT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

STATUS HISTORY

NOTES LOG


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CPPM 6.2.9

USER DEFINED FIELDS

RELATED DOCUMENTS

LINE ITEM SCREEN

This screen enables users to input the new line items or changes to existing ones.

DESCRIPTION BLOCK

The line item code autopopulates a sequential number for each line item and provides a description field

to describe the line item.

REASON BLOCK

The Reason Block provides a means to categorize the amendment line item. The reason code is set up on

a bulk entry screen and is for management and reporting purposes.

PROJECT BLOCK

This Project Block associates the capital project, component group, and component to the amendment line

item. Creating new line items requires the selection of the component group and component in order to

save the record. This creates the association of amendment line items to capital project components and

updates the committed cost of the capital project.

Adjusting existing line items will display the already associated capital project components.

CONTRACT LINE BLOCK

This block enables the user to associate the line group (a reporting element) and the contract line item

number to the amendment. New contract line items require the user to enter the new, unique line item

number. When amending existing contract line items, the line item field becomes a zoom field to select

from existing line items.

The Contract Line Block, in conjunction with the Project Block, determines where the committed cost is

updated, in both the capital project (rolled up from components) and as reflected in the amendment total

on the consultant contract (rolled up from line items).

ISSUE BLOCK

This block enables the association of issues to amendments. The issue elements autopopulate their

respective fields onto the amendment line item when the issue is selected. Associating an issue to an


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amendment does not create another anticipated transaction since that cost already exists on the capital

project. The capital project simply updates the transaction type from issue to amendment.

LINE ITEM SCREEN VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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CHAPTER 23: CONSTRUCTION CONTRACT

The project delivery method for a capital project affects the construction contract more than any other

factor. Often the types defined for a construction contract represent the different delivery methods used by

the capital project group. This contract is used for the bulk of the work and the cost related to the project.

The contract will enable tracking of sub-contractors and retainage.

KEY CONCEPTS

A construction contract requires a change order to change award amounts or dates. Change

orders are different from amendments used on consultant contracts in that they could consist of

change proposals or change directives.

Construction contracts require a “Notice to Proceed” step.

Retainage can optionally be tracked on a construction contract.

CPPM 6.2.8 Then Construction Contract Screen supports searches against the contract and

contract line item totals.

TITLE BLOCK

The description field can accommodate up to 255 characters and the Construction Contract Screen has

extra description, notes log, and related documents views to capture additional information.

CPPM 6.2.6

STATUS BLOCK

The statuses are filtered by construction contract type code. The construction contract type determines if

the contract will be days based or if the end date is editable (this choice enables the construction contracts

to be awarded based on the number of days required to complete the contract or based on a completion

date). The type can also be optionally set up to produce hard errors (preventing processing of the

expenses) when expenses exceed the encumbrance at both the account and funding source level. The

capital project and reference number are captured in this block as well.


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TABLE 28: CONSTRUCTION CONTRACT STATUS FLAGS


Open

This status flag allows edits but the contract cannot have pay applications applied until notice to proceed. All accounts and funding sources from the associated capital project are available in account setup to allow encumbrances to be applied quickly.

Awarded

This status flag locks down the contract data but still does not allow payment applications to be processed. Any changes to dates or award amounts would now require a change order. Any changes to encumbrances would require a contract encumbrance adjustment transaction.

Notice to Proceed This status flag signals the contract is available for processing payment applications.

Closed No edits are allowed and all remaining encumbrances (if any) are relieved. Payment applications can no longer be posted against this contract.

Canceled No edits are allowed and all remaining encumbrances (if any) are relieved. Payment applications can no longer be posted against this contract.

CPPM 6.3.7

CONTRACTORS BLOCK

The contractor and contractor address code are entered in this block. The contractor is not a required

field, which allows pre-planning set up prior to awarding the contract. Contractor terms are associated to

the contract in this block. Only those terms associated the contractor can be associated to a contractor’s

contract. The terms may consist of the discount, tax 1, tax 2, tax rebate, shipping, and markups that affect

the contract totals in the Line Totals Block, Line Item Screen, Construction Contract Screen.

DATES BLOCK

The Dates Block has two different displays to account for the construction contract type that has two

system flags for this screen, End Date Editable and Days Based. Both types have Request, Award,

Review, and Start Date fields. When the type is End Date Editable, this block also has an End Date field.

When the code is Days Based, this block also captures the award days (total), and displays the current


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end date, the number of days changed via the Construction Contract Change Order Screen, and the new

expected date based on the number of days for the contract. If change orders have been approved for the

Days Based type, the Change Order Days field has a hyperlink to the Change Order Days History View.

This view displays the change order line items associated to a contract.

TOTALS BLOCK

This block displays a rollup of all the contract line items as described in the following table:


Total Rollups Description

Currency

This field indicates the currency being used on the base contract. If this currency is different from the baseline currency (set up in the System Administration Module), the exchange rate will be factored in before applying the cost to the project totals.

Retainage

This field indicates the retainage percentage to be used on all payment applications. Once a line item allows for release of retainage, this percent will no longer be subtracted from the payment application line item.

Retainage Balance This is a rollup of all line item retainage balances that have been collected through payment applications processed thus far.

Award The award amount is a rollup of all award amounts for every line item on the contract.

Change Order

After award, changes to the award amount are made via change orders. This amount is a total of all change orders approved for this contract. A hyperlink is available to drill into the transactional history of the change orders.

Total Total = Award + Change Order

Expensed The expensed amount displays the total of all released payment applications against the contract. A hyperlink is available to drill into the transactional history of the payment applications.

Remaining Remaining = Total - Expensed


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TABLE 30: CONSTRUCTION CONTRACT FINANCIAL TRANSACTIONS


Type Charge

Account Offset

Account Subledger

CONST_CONT_ENC Construction

Contract (Encumbered)

Encumbrance


NULL Contract

CONST_CONT_ENC_LINE

Construction Contract (Line

Item Encumbered)

Encumbrance


NULL Contract

CONSTRUCTION CONTRACT VIEWS

ACCOUNT SETUP

The Account Setup Screen shows accounts and funding sources linked to the construction contract for

encumbrance and cost allocation tracking. Encumbrances can be entered on this screen when the

contract is open. Post award, an icon is available in the toolbar to insert new contract encumbrance

adjustments. Account setup is available by contract line also. If encumbrances are made at the line item

level of the contract they will display under “line encumbered” and be added to the contract header level

encumbrances to provide the total encumbrance per account or funding source. The offset account must

be populated before awarding the contract. The payment application transaction will be offset by the

contract, not the capital project itself.

CONTACT INFORMATION

Contacts are entered in this view. The contact code is set up in the Contractor Screen, address code, and

contact information view. Only contacts set up for the contractor associated to the construction contract

will be available for selection.

SUBCONTRACTORS

The Subcontractors View provides the ability to add predefined, qualified contractors as subcontractors

and to enter the total cost of services performed. This information can be associated to punch list line

items as necessary for tracking purposes.

STANDARD VIEWS

EXTRA DESCRIPTION


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WORKFLOW

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

CONSTRUCTION CONTRACT L INE ITEM SCREEN

Contract line items are created in this portion of the Construction Contract Screen and can be added by

selecting the green button with the plus sign (there is also a red button with a minus sign to delete contract

line items for edit purposes). Contract line items link to project components and contain the award amount

to be applied as a committed cost to the component. The award amount will also roll up to the overall

contract award amount.

TITLE BLOCK

The capital project component description will default in this block once the project component is selected

from the project block defined below and can be modified if desired.

LINE GROUP BLOCK

This block displays the contract and provides a line group reporting element to classify the line item. The

retainage setting field provides three options for managing construction contract retainage (see table

below). It is important to note all three occur at the line item level, thus allowing retainage management at

the lowest level.

TABLE 31: CONSTRUCTION CONTRACT RETAINAGE SETTINGS

Retainage Setting Flags Actions

No Retain/Release All

This retainage setting is the default for construction contracts that do not retain funds (zero retainage percent amount on construction contract header). This also allows retainage to be waived in cases where work at the component/line item is not required or the work has been completed.


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Retainage Setting Flags Actions

Retain All

This retainage setting is the default for construction contracts that do retain funds. This retainage setting enforces all payment applications associated to this line item to hold-back the retainage and place the retainage amount into a retainage (escrow) account while also adding to the retainage balance of the line item.

Retain Future/Allow Release

This retainage setting flag enables releasing of the current retainage balance but future retainage will be withheld.

PROJECT BLOCK

The component group and capital project component applicable to the contract line item is entered in this

block.


This block displays current cost figures for the selected capital project component. This block includes

total budget, remaining, and percent complete fields.

LINE TOTALS BLOCK

TABLE 32: CONTRACT (LINE TYPE)


Currency The currency value here is defaulted from the base contract and is displayed for reference.

Retainage The retainage value here is defaulted from the base contract and is displayed for reference.

Retainage Balance This is a rollup of all retainage withheld for this line item.

Award The award amount is entered here before the contract is awarded.

Change Order

After award, changes to the award amount are made via change order. This amount is a total of all change orders approved for this contract line item. A hyperlink is available to drill into the transactional history of the change orders.


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Line Total Line Total = Award + Change Order

Expensed The expensed amount displays the total of all released payment applications against the contract line item. A hyperlink is available to drill into the transactional history of the payment applications.

Remaining Remaining = Line Total - Expensed

CONSTRUCTION CONTRACT L INE ITEM VIEWS

ACCOUNT SETUP

This view displays the accounts and funding sources associated to the contract line item. Account setup

here is optional and only necessary to restrict the accounts or funding sources to be used for payment

application line items related to this contract line item. This is helpful if a contract line item links to a

capital project component that has specific accounting requirements.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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CHAPTER 24: CONSTRUCTION CHANGE ORDER

The Construction Change Order Screen processes change orders in AiM to account for additive or

deductive changes in work, contract sum, and/or contract time (all at the contract line item level).

KEY CONCEPTS

Change orders are derived in a variety of ways: loading construction change proposals and

construction change directives (both of which could have originated as issues and then associated

to proposals or directives), modifying existing contract line items and creating new contract line

items on the fly (both of which use the green button with the plus sign).

TITLE BLOCK

This block provides a way to describe the change order transaction. A detailed explanation can be entered

into the extra description view and documentation can be attached via the related documents view.

STATUS BLOCK

Construction change order status flags are not linked to a change order type. The status flags generate

budget transactions for the whole change order while reason codes and time/cost changes are tracked at

the line item level.

TABLE 33: CONSTRUCTION CHANGE ORDER STATUS FLAGS


Open This status flag generates an anticipated budget transaction on the capital project associated to the change order upon the initial save of the change order record.

Approved

This status flag generates a committed budget transaction on the capital project associated to the change order and updates the contract header with the new amounts or dates. No edits are allowed once this status flag is saved.

Canceled This status flag signals the change order has been canceled and backs out anticipated budget costs.


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CPPM 6.2.6

CONTRACTOR BLOCK

This block enables the association of the contractor, contractor address code, contract, and reference

number to the change order.

ORIGINAL BLOCK

This block displays the original contract award amount and the change order amount that existed before

the current change order is processed. Change orders can adjust the contract award amount and the

amount of time required to satisfy the contract.

CHANGE BLOCK

This block is similar to the original block but displays an updated view of the cost/time values, as it would

look once the current change order is processed.

CONSTRUCTION CHANGE ORDER VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

NOTES LOG

STATUS HISTORY

CPPM 6.2.10

USER DEFINED FIELDS

RELATED DOCUMENTS

CONSTRUCTION CHANGE ORDER LINE ITEM SCREEN

The line item portion of the Construction Change Order Screen provides four options for creating change

order line items: loading existing construction change directives, loading existing construction change

proposals and either creating new line items or modifying existing ones. All line items must be associated

to a capital project component to save the record.


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CONSTRUCTION CHANGE ORDER TYPE

Upon selection of the green button with the plus sign, the user is prompted to select either “Add New

Contract Line” or “Adjust Contract Line,” thus producing the appropriate line item screen.

TITLE BLOCK

The line item code defaults to 001, 002, etc. and the component title will default to the description block if

the Adjust Contract Line radio button is selected. New contract line items will not default information into

the description field - the user enters the line item description.

CHANGE AMOUNT BLOCK

This block is used to determine the amount of change to the line item, for cost or cost plus time.

PROJECT BLOCK

This block associates the capital project, capital project component group, and capital project component

to the change order line item. Creating new line items requires the selection of the component group and

component in order to save the record. Adjusting existing line items will display the associated capital

project components.

CONTRACT LINE ITEM BLOCK

This block enables the user to associate the line group reporting element and the contract line item code

(this code displays the contract line item as opposed to the change order line item code at the top of the

Construction Change Order Line Item Screen).

REASON BLOCK

This block associates the reason code reporting element to the line item being changed. If construction

directives or proposals are loaded to create this line item, they will display in this block.

CONSTRUCTION CHANGE ORDER LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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CHAPTER 25: CONSTRUCTION CHANGE DIRECTIVE

The Construction Change Directive Screen provides a mechanism for directing the contractor to perform

additional work. This is typically done when a change needs to be made to an existing contract and the

work must start immediately. Sometimes the cost and schedule adjustments are agreed upon after work

has already begun.

KEY CONCEPTS

Change directives can be submitted directly from this screen or defaulted by associating issues to

the change directive.

TITLE BLOCK

The construction change directive title block provides fields for entering a user defined key and

appropriate description. The description field can hold up to 255 characters. For more space to add

pertinent information, the user can take advantage of the extra description, related documents, or notes

log views.

STATUS BLOCK

The construction change directive type code is a reporting element only and does not enforce a hierarchy

with the statuses associated to this screen.

TABLE 34: CONSTRUCTION CHANGE DIRECTIVE STATUS FLAGS


Open Saving this status flag creates an anticipated budget cost transaction.

Finalized

After saving in this status only subsequent status changes can be made, all other fields are locked. In addition, the construction change directive can now be selected and associated on the Construction Change Order Screen.

Processed This status flag will automatically be changed on the construction change directive record when it is associated to a construction change order.

Canceled

Construction change directive records can be canceled while the record is associated to open or finalized status flags. Saving the record in canceled status will back out the anticipated budget transaction created when the record was first created.


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CONTRACT BLOCK

This block captures the construction contract to be associated with the construction change directive. Note

that all changes happen at the contract line item level, which typically has a one-to-one relationship with

capital project components.

PROJECT BLOCK

This block captures the capital project, component group, and component associated to the construction

change directive. This information will default based on the contract line selected, and is used to direct the

anticipated cost to the appropriate component.

CHANGE BLOCK

The change block is used to enter the number of days and/or amount of cost associated with the change.

Number of days, proposed amount, and estimated amount can be defaulted from an associated issue.

Based on defaulted data, if present, the system first looks for a negotiated amount, then an estimated

amount and finally a proposed amount to determine which figure will be used to create an anticipated

budget transaction against the capital project component associated to the construction change directive.

ISSUE BLOCK

The issue block associates issue line items to the construction change directive record. If an issue is

selected, the line item is required and there is a one-to-one relationship between issue line items, capital

project components, and construction change directives.

REFERENCE BLOCK

This block enables the association of specification sections based on documentation from the capital

project. In addition, a field is provided to capture the internal reference number for this change directive.

REASON BLOCK

This block provides a field for the reason code reporting element. This data is helpful for reporting on

changes and improving upon performance in the future for similar activities.

CONSTRUCTION CHANGE DIRECTIVE V IEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW


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SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 26: CONSTRUCTION CHANGE PROPOSAL

The Construction Change Proposal Screen provides a mechanism to manage potential changes to a

construction contract. Change proposals typically differ from change directives in that they may or may not

happen, and can be approved or canceled at any time. Typically, all change directives are processed

immediately.

KEY CONCEPTS

Change proposals can be submitted directly from this screen or be defaulted by associating an

issue to the change proposal.

TITLE BLOCK

The construction change proposal title block provides fields for entering a user defined key and

appropriate description. The description field can hold up to 255 characters. For more space to add

pertinent information the user can take advantage of the extra description, related documents or notes log

views.

STATUS BLOCK

The construction change proposal type code is a reporting element only and does not enforce a hierarchy

with the statuses associated to this screen.

TABLE 35: CONSTRUCTION CHANGE PROPOSAL STATUS FLAGS


Open Saving this status flag creates an anticipated budget cost transaction.

Finalized

After saving in this status only subsequent status changes can be made, all other fields are locked. In addition, the construction change proposal can now be selected and associated on the Construction Change Order Screen.

Processed This status flag will automatically be changed on the construction change proposal record when it is associated to a construction change order.

Canceled

Construction change proposal records can be canceled while the record is associated to open or finalized status flags. Saving the record in canceled status will back out the anticipated budget transaction created when the record was first created.


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CONTRACT BLOCK

This block captures the construction contract to be associated to the construction change proposal. Note

that all changes happen at the contract line item level, which typically has a one-to-one relationship with

capital project components.

PROJECT BLOCK

This block captures the capital project, component group, and component associated to the construction

change proposal. This information will default based on the contract line selected, and is used to direct the

anticipated cost to the appropriate component.

CHANGE BLOCK

The change block is used to enter the number of days and/or amount of cost associated with the change.

Number of days, proposed amount, and estimated amount can be defaulted from an associated issue.

Based on defaulted data, if present, the system first looks for a negotiated amount, then an estimated

amount and finally a proposed amount to determine which figure will be used to create an anticipated

budget transaction against the capital project associated to the construction change proposal.

ISSUE BLOCK

The issue block associates an issue line item to the construction change proposal record. If an issue is

selected, the line item is required and there is a one-to-one relationship between issue line items, capital

project components, and construction change proposals.

REFERENCE BLOCK


project. In addition, a field is provided to capture the internal reference number for this change proposal.

REASON BLOCK

This block provides a field for the reason code reporting element. This data is helpful for reporting on

changes and improving upon performance in the future for similar activities.

CONSTRUCTION CHANGE PROPOSAL VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW


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NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 27: REQUEST FOR INFORMATION

The Request For Information (RFI) Screen acts as a partnering tool to resolve gaps in understanding construction documents. This can take place during the bidding process to get clarification on drawings, resolve conflicts, or define ambiguities or early in the construction process to eliminate the need for costly corrective measures.

KEY CONCEPTS

RFIs can be copied to create a child record and maintain the chain of dialogue should multiple

RFIs be required to resolve the issue.

The responder and response blocks appear when the RFI is saved with the submitted status flag.

TITLE BLOCK

The RFI title block provides fields for entering a user defined key and appropriate description. The

description field can hold up to 255 characters. Remember that a request description will be used for the

actual question being submitted. This description is just for search and reporting purposes.

STATUS BLOCK

The RFI type code is a reporting element only and does not enforce a hierarchy with the statuses

associated to this screen.

TABLE 36: REQUEST FOR INFORMATION STATUS FLAGS


Open This status flag allows edits to the request.

Submitted The responder and response blocks are enabled once the RFI is saved with this status flag.

Canceled No edits are allowed and RFI is withdrawn from consideration.

Closed The RFI has been successfully satisfied and no further edits are allowed.


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DATES BLOCK

This block captures pertinent dates including when the RFI was submitted, when it should be reviewed

and most importantly, when the response is due.

REFERENCE DATA BLOCK


project. In addition, a field is provided to capture the internal reference number for this RFI.

ISSUE BLOCK

The issue block associates an issue line item to the RFI. A single issue line item could have multiple RFI’s

associated to it. This provides a full audit trail as to how an issue gets resolved.

REQUESTOR BLOCK

This block captures the contract information for the contractor requesting the information. The contract list

is limited to construction contracts only.

REQUEST BLOCK

The actual request for information is entered into the description field in this block. The person placing the

request and a date/time stamp are also in the request block.

RESPONDER BLOCK

This block optionally captures the contract information for the contractor responding to the request. The

contract list is limited to consultant contracts only. If the response is an internal response this block may

be left blank.

RESPONSE BLOCK

The actual response to the RFI is entered into the description field in this block. The person placing the

response and a date/time stamp are also in the response block.

REQUEST FOR INFORMATION VIEWS

RFI HISTORY

This screen provides a view of all RFIs associated to this record in a parent child relationship. Once an

RFI is saved, it can be copied to create a child RFI record. This enables the user to create a chain of

dialogue should multiple RFIs be required to resolve the conflict.


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STANDARD VIEWS

WORKFLOW

SENT EMAIL

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 28: ARCHITECT SUPPLEMENTAL INSTRUCTIONS

Architect's Supplemental Instructions (ASIs) are issued for any additional work or clarifications not

included in the contract documents that will not increase the contract amount or extend the contract end

date. These transactions are logged to create an auditable record that these instructions have been

provided.

KEY CONCEPTS

ASIs can be copied to create child records and maintain the chain of dialogue should multiple ASIs

be required to resolve the issue.

TITLE BLOCK

The ASI title block provides fields for entering a user defined key and appropriate description. The

description field can hold up to 255 characters. This description does not include the work instructions,

which has its own block on this screen. This description is for search and reporting purposes.

STATUS BLOCK

The ASI type code is a reporting element only and does not enforce a hierarchy with the statuses


TABLE 37: ARCHITECT SUPPLEMENTAL INSTRUCTIONS STATUS FLAGS


Open Edits are possible when the record is saved in this status.

Submitted The record can no longer be edited and the instructions are assumed to be passed along to the contractor at this status.

Canceled Record is canceled and the work instructions are assumed not to be needed.

CONSULTANT CONTRACT BLOCK

This block houses the consultant contract information, including the contractor, contractor address code,

and contract fields. This is provided in case the architect or designer providing the work instructions is an

outside entity being manage in AiM by a consultant contract.


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CONSTRUCTION CONTRACT BLOCK

This block houses the construction contract information, including the contractor, contractor address code,

and contract fields. This contract is the contract in question as it relates to the work instruction on the ASI.

SPECIFICATIONS BLOCK


project. In addition, a field is provided to capture the internal reference number for this ASI.

WORK INSTRUCTIONS BLOCK

Work instructions are entered in this block and are meant to be the primary reason for generating an ASI

transaction. These work instructions should be clear and concise instructions for the contractor.

ARCHITECT SUPPLEMENTAL INSTRUCTIONS VIEWS

ASI HISTORY

This screen provides a view of all ASIs associated to this record in a parent child relationship. Once an

ASI is saved, it can be copied to a create child ASI record. This enables the user to create a chain of

dialogue should multiple ASIs be required for further instructions.

STANDARD VIEWS

WORKFLOW

STATUS HISTORY

SENT EMAIL

RELATED DOCUMENTS


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CHAPTER 29: SUBMITTAL

Submittals are samples, manufacturer's data, shop drawings, or other such items submitted to the owner

or the design professional by the contractor for the purpose of approval or other action, usually a

requirement of the contract documents.

KEY CONCEPTS

The submittal screen enables users to track items submitted at the capital project component level

and in some cases return the items submitted.

The related document obviously is very important in this case enabling the attachment of many of

the items typically supplied in electronic format as submittals.

Workflow can be utilized on submittals to ensure the right person receives the submittal.

TITLE BLOCK

The submittal title block provides fields for entering a user defined key and appropriate description. The

description field can hold up to 255 characters. For more space to add pertinent information the user can

take advantage of the extra description, related documents or notes log views.

STATUS BLOCK

The submittal type code is a reporting element only and does not enforce a hierarchy with the statuses


TABLE 38: SUBMITTALS STATUS FLAGS


Open Edits are possible when the record is saved in this status.

Finalized

The only fields editable after the record is saved in this status are the submittal description, submittal status, and return date fields. This status is used as an indicator to the approver of the submittal that it is ready for review.

Approved The submittal is approved and edits are no longer allowed.

Canceled The submittal record is canceled and edits are not allowed.


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PROJECT BLOCK

This block links the capital project, capital project component group, and capital project component to the

submittal record.

CONTRACT BLOCK

This block provides the option of associating a submittal to either a consultant or construction contract to

include the contractor and contractor’s address.


This block tracks the person responsible for the submittal (selected from the responsibility codes) and the

return date for submittals the contractor wants returned (e.g., a carpet sample book). The scheduled date

is used to create a submittal schedule by contract for all items that need to be reviewed.

SUBMITTAL VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 30: COMMISSIONING PLAN

Commissioning plans are well-planned and managed approaches to the installation, start-up, turnover,

and verification of facilities, systems, and equipment to the end user. This results in a safe, productive

environment that meets the designer’s intent and the owner’s quality expectations. The Commissioning

Plan Screen enables the user to meet these goals by establishing line items for verifying, documenting,

and training personnel to ensure increased operational efficiency.

KEY CONCEPTS

Commissioning plan line items provide a systematic way of implementing tests or other verification

methods and associating them to capital project components, locations and/or assets.

TITLE BLOCK

The commissioning plans title block provides fields for entering a user defined key and appropriate

description. The description field can hold up to 255 characters. For more space to add pertinent

information the user can take advantage of the extra description, related documents or notes log views.

STATUS BLOCK

The commissioning plan status flags simply capture whether or not the record is still editable. Of note, the

commissioning plan type code enforces a hierarchy with the commissioning plan statuses.

TABLE 39: COMMISSIONING PLANS STATUS FLAGS


Open Record is open and allows edits.

Closed Record is closed and no longer allows edits.

COMMISSIONING AGENT BLOCK

The commissioning agent block provides a way to associate the contractor/consultant responsible for the

overall commissioning plan from the contractual side. Of note, the commissioning plan line items are

viewable from the Consultant Contract Screen, commissioning plan view.


The responsibility block provides a way to associate the owner’s representative responsible for the overall

commissioning plan from the owner’s side.


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DEFAULTS BLOCK

This block enables the user to establish capital project component groups or both component groups and

components for each commissioning plan line item.

COMMISSIONING PLAN VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS

COMMISSIONING PLAN LINE ITEM SCREEN

The Commissioning Plan Line Item Screen enables the user to add as many tasks and tests as are

necessary to accomplish the overall commissioning plan goals and to associate those tasks to the

appropriate capital project component, location and/or asset. Additional line items are added by clicking

the green button with the plus sign.

TITLE BLOCK

The commissioning plan line item title block provides fields for entering a user-defined key and

commissioning plan element description. The description field can hold up to 255 characters. For more

space to add pertinent information the user can take advantage of the extra description, related

documents or notes log views.

STATUS BLOCK

The commissioning plan line item status flags simply capture whether or not the record is still editable.

This block also displays the association of the capital project to the commissioning plan line item record.


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TABLE 40: COMMISSIONING PLANS LINE ITEM STATUS FLAGS




LOCATION BLOCK

This block captures the location of the commissioning line item. This is the property hierarchy, which is set

up in the Property Module.

ASSET BLOCK

This block captures the asset associated to the commissioning plan line item including the asset code,

asset group code, and asset type code.

PROJECT BLOCK

This block is used to associate the commissioning plan line item to the capital project, capital project

component group, and capital project component.

COMMISSIONING PLAN LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 31: PUNCH LIST

The Punch List Screen enables the user to develop a list of items within a capital project, prepared by the

owner or his representative, and confirmed by the contractor, which remain to be completed in accordance

with the requirements of the contract for construction at the time of substantial completion.

KEY CONCEPTS

Punch list line items provide a systematic way of managing items earmarked for completion and

associating them to capital project components, locations and/or assets.

TITLE BLOCK

The punch list title block provides fields for entering a user-defined key and appropriate description. The

description field can hold up to 255 characters. This description is a summary description for the punch list

as a whole. Each punch list item will be created as a detail line.

STATUS BLOCK

The punch list status flags simply capture whether or not the record is still editable. This block also

enables the association of the capital project to the punch list record.

TABLE 41: PUNCH LIST STATUS FLAGS




CONTRACT BLOCK

The block creates the association of the construction contract to the punch list record including the

contractor, contractor address code, and contract.

DEFAULTS BLOCK

This block enables the user to establish capital project component groups or both component groups and

components for each punch list line item.


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PUNCH LISTS V IEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS

PUNCH LIST LINE ITEM SCREEN

The Punch List Line Item Screen enables the user to add as many tasks and tests as are necessary to

accomplish the overall punch list goals and to associate those tasks to the appropriate capital project

component, location, and/or asset. Additional line items are added by clicking the green button with the

plus sign.

TITLE BLOCK

The punch list line item title block provides fields for entering a user-defined key and appropriate

description. The description field can hold up to 255 characters. For more space to add pertinent

information the user can take advantage of the extra description, related documents or notes log views.

STATUS BLOCK

The punch list line item status flags simply capture whether or not record is complete and still editable.

This block also displays the association of the capital project to the punch list record.

TABLE 42: PUNCH LIST LINE ITEM STATUS FLAGS





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LOCATION BLOCK

This block captures the location of the punch list line item. This is the property hierarchy, which is set up in

the Property Module.

ASSET BLOCK

This block captures the asset associated to the punch list line item including the asset code, asset group

code, and asset type code. Assets are set up in the Asset Management Module

PROJECT BLOCK

This block is used to associate the punch list line item to the capital project, capital project component

group, and capital project component.

PUNCH LIST LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS

SUBCONTRACTORS SCREEN

Subcontractors are associated to the punch list line item by clicking on the load contractors hyperlink.

Those subcontractors saved with the construction contract listed on the punch list header filter the

subcontractor selection list. This list is used to identify further the party responsible for completing the

punch list line item.


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CHAPTER 32: INTERNAL WORK AGREEMENT

Since work order transactions are not awarded or allocated like CPPM contracts, the Internal Work

Agreement Screen was created to address this need. This screen formalizes the agreement between

project managers and internal O&M managers to provide work for capital projects. This screen displays

phases once the internal work agreement and component are associated to the phase in the Contractor

and Capital Project Blocks, respectively. The amount identified is the amount of committed cost for a given

agreement line item (costs roll up to both the capital project and the work order, respectively). As phase

transactions are approved, committed cost on the capital project is reduced while the expensed amount

increases.

CPPM 6.3.4

KEY CONCEPTS

The capital project, component group, and component are required to save the initial record.

Creating internal work agreements, with defined committed cost, will produce the following

transactions on the associated component budget and roll up to the component group and

capital project budgets:

o Saving the agreement in an open status creates an associated anticipated cost on the

capital project.

o Finalizing the agreement shifts the capital project anticipated cost to committed cost.

o As transactions are approved on the work order/phase, the capital project committed

cost shifts to expensed costs.

When the capital project, component group, and component are entered on a phase, the

associated finalized internal work agreement appears in the Phase Contractor Block. Once the

phase is saved, a detail line is added to the internal work agreement work order detail section.

This line has work order/phase hyperlinks to view pertinent work order/phase data.

AGREEMENT BLOCK

This block contains the agreement number (primary key) and a description field capable of accepting 255

characters to describe the internal work agreement.


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STATUS BLOCK

This block contains the status of the internal work agreement. Status flags are filtered by the internal work

agreement type that is set up in the Contract Administration Setup Menu. This block also captures the

reference number (often used in interfaces) and the capital project number.

TABLE 43: INTERNAL WORK AGREEMENT STATUS SETUP


Open

The work order and phase are not required when in this status. The commitment amount and other amount and date fields can still be changed and are not required. The only locked down field is the amendment number. Saving the record in this status creates an anticipated cost on the component.

Finalized

This flag is similar to the award flag on most contract statuses. This will require commitment amounts on all line items, as well as, the work order and phase number. The commitment date, start and end dates are also required.

Closed This status closes the internal work agreement and does not allow future edits or amendments. If a commitment amount remains, the user is given the option to release the committed cost.

Canceled This status flag is only used for agreements in the open status. Saving agreement in this status will remove the anticipated cost from the capital project.

AGREEMENT MANAGER BLOCK

The Agreement Manager Block captures the responsible organization and employee for the internal work

agreement.

DATES BLOCK

This block enables users to define the important dates of the internal work agreement. The request date

represents the date a request was made for shop support services and is used as a reporting element. The review

date is a useful value in searches and reports to represent the next time an action may need to take place on the

agreement and is always editable. The start date is required once the internal work agreement status is set to

finalized. It represents the date the commitment amount will go into effect and start tracking expenses. The end date

is required once the internal work agreement status is set to finalized. It represents the date the commitment amount

will no longer be active and expenses will start to receive hard errors unless changed via an internal work

amendment.


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TOTALS BLOCK

The Totals Block displays the running totals for the internal work agreement. The Total field is the

commitment plus any internal work amendments. The expensed amount is then subtracted from this

amount to produce the remaining total for the agreement.

INTERNAL WORK AGREEMENT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

LINE ITEM DETAIL SCREEN

LINE ITEM BLOCK

The internal work agreement line number is a sequential number beginning with 001 and increasing with

each line item. The description is copied from the header for each line item.

AGREEMENT BLOCK

The Agreement field is populated with the internal work agreement number. This block also provides a

field to capture an optional line group for the line item.

PROJECT BLOCK

The Project Block displays the capital project from the header and enables the user to select the

component group and component associated to this line item. These are required fields to save the

record.


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This block displays the total budget and remaining dollars of the capital project component. If the percent

complete field is completed on the capital project, it is displayed here. These figures are populated after

entering the component group and component for the internal work agreement line item.

LINE TOTALS BLOCK

The Line Totals Block displays the running totals for the internal work agreement line item. The Total field

is the commitment plus any internal work amendments against this line item. The expensed amount is

then subtracted from this amount to produce the remaining total for the agreement line item.

INTERNAL WORK AGREEMENT LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS

WORK ORDER DETAIL SCREEN

As finalized internal work agreements are associated to phases (in the Contractor Block), those work

orders/phases automatically appear in this section as hyperlinks to the relevant information.


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CHAPTER 33: INTERNAL WORK AMENDMENT

The Internal Work Amendment Screen enables the project manager to change either the existing committed amount

or the end date of an Internal Work Agreement. New internal work agreement line items can also be created on this

screen.

CPPM 6.3.5

KEY CONCEPTS

The amendment date is required before approval of the internal work amendment.

Negative amounts are allowed with internal work amendments.

The internal work amendment line item can be associated to existing issues in the CPPM system.

AMENDMENT BLOCK

This block contains the amendment number (primary key) and a description field capable of accepting 255

characters to describe the internal work amendment.

STATUS BLOCK

This block contains the status of the internal work amendment. This block also captures the amendment

date, capital project number, and the total amount for the amendment.

TABLE 44: INTERNAL WORK AMENDMENT STATUS SETUP


Open This status applies to the initial creation of the amendment and other actions (e.g., routing for approvals) prior to amendment approval.

Approved Once this status is selected, the amendment is locked down and no longer editable. Commitment amounts are updated on the appropriate agreement line item and capital project component.

Canceled The amendment is canceled. No further updates are allowed and no changes are made to the agreement.

AGREEMENT BLOCK

Users select the agreement to be amended in this block. Once selected, the reference number will also be

displayed (if entered on the agreement)


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ORIGINAL BLOCK

This block displays information from the original internal work agreement. In addition to the commitment,

amendment, and total fields are the start and expected end dates for the agreement.

CHANGE BLOCK

The Change Block contains the same fields as the Original Block on this screen. The only difference is

that the Expected End Date field is editable.

INTERNAL WORK AMENDMENT V IEWS

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

INTERNAL WORK AMENDMENT LINE ITEM DETAIL SECTION

Amendment lines are created through a load function (similar to Consultant Contract Amendment Screen),

and allow for the changing of an existing line or the creation of a new line item.

LINE ITEM BLOCK

The internal work amendment line item number is a sequential number beginning with 001 and increasing

with each line item. The description is copied from the header for each line item.


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AMENDMENT BLOCK

This block displays the amendment number and enables the user to select an amendment reason and

enter an amendment amount (negative numbers are acceptable).

PROJECT BLOCK

This block displays the capital project, component group, and component of the original internal work

agreement line item. If entering a new line item, users can select a new component group and component

but must keep the original capital project.

AGREEMENT LINE BLOCK

This block displays the agreement number, line group and description (if defined), and enables the user to

select the internal work agreement line item number to amend.

ISSUE BLOCK

This block enables the user to associate existing issues and issue line items with the internal work

amendment.

INTERNAL WORK AMENDMENT LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

RELATED DOCUMENTS


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PURCHASING MODULE

CHAPTER 34: PURCHASE ORDER

The Purchase Order (PO) Screen identifies materials, quantities and costs of items purchased using the

purchase order transaction. The purchase order is the first step in the purchase order process, followed by

the purchase receive, disbursement, and finally completed with the released invoice.

KEY CONCEPTS

The purchase order type code has a capital projects flag field that is used to associate the purchase order type code to capital projects. This purchase order type code enables the purchase orders to operate differently and enable the association of one capital project and multiple components to a single purchase order. Selecting the capital project flag also defaults both 3-way matching and post at invoice, to be set to yes.

A single purchase order can have multiple receives and disbursements against it.

Purchase orders conduct 3-way matching between the purchase order, purchase receive and the

invoice’s purchase quantity, received quantity, and cost.

Finalized purchase orders are committed dollars on the budget totals of the capital project.

Purchase orders are typically integration candidates to purchasing systems, either outbound or via two-way feed.

When system flag 150 -PO INVOICE - ALLOW DUPLICATE INVOICE NUMBERS FOR VOIDED

TRANSACTIONS, is set to yes, invoice numbers can be reused from voided transactions. Selecting no will not allow a purchase order number to be reused.

Furniture, Fixtures and Equipment (FF&E) are often processed through purchase orders to give the

user a complete picture of cost for FF&E for a capital project (e.g., FF&E could be represented by a component group and then components would provide further costs breakdowns from there).

TITLE BLOCK

The title block displays the purchase order code and a description of the purchase order transaction. The

purchase order code can be overwritten as part of the organization’s business process. This becomes the

purchase order number to the system. The original transaction number is the purchase order code and will

be displayed in the status block. The purchase order number can be modified until the purchase order

record is set to the finalized status flag. The system will retain both the purchase order number (modified

purchase order code) and the purchase order code (the auto-populated transaction number, displayed in

the status block). This step provides continuity and reference for all subsequent transactions. The two

transaction numbers also help when interfacing to another master purchasing system.


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STATUS BLOCK

Purchase order statuses are associated to purchase order type codes. Below is a list of purchase order

status flags followed by the purchase order type code setup options.

TABLE 45: PURCHASE ORDER STATUS FLAGS


Open

The record is editable and no financial transactions have been generated. The software ignores any dollar value associated to roles from any status code with an open status flag. As such, purchase orders can be created for any dollar amount.

Pending Approval

The record is editable and no financial transactions have been generated. The software enforces any dollar value on roles associated with an open status flag. This allows the creation of a purchasing approval hierarchy based on approval limits.

Finalized

The purchase order is processed to acquisition. A financial encumbrance is generated and the only edit allowed is a status change to the closed status flag. This also creates a committed cost against the capital project component.

Closed

The purchase order has been received, disbursed, invoiced (as appropriate) with all the corresponding financial transactions (i.e., encumbrance, de-encumbrance, actual) posted or the purchase order has been closed with only encumbrance and de-encumbrance transactions posted.

Canceled The record has been terminated and no further edits are allowed and any financial transactions, which might have been created (such as an encumbrance), will be canceled as well.


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TABLE 46: PURCHASE ORDER TYPE SETUP FLAGS

Purchase Order Active Block

Default Selecting yes will establish a purchase order type code as the default code for purchase order transactions.

Purchase Order Type Block

3-Way Match

The 3-way match capability is built into purchasing for capital projects. The 3-way match field indicates that 3-way matching is conducted for the purchase order and purchase receive against the invoice for the purchase quantity, receive quantity, and cost.

Post At Invoice The post at invoice capability is built into purchasing for capital projects. This means cost is not applied to the capital project until the invoice is released.

Capital Project

Selecting yes creates a purchase order type associated to capital projects and modifies the Purchase Order Screen and the Disbursement Default Screen. Capital project component group and component fields provide the association of the purchase order to a capital project and multiple components.

Require Blanket Purchase Order

Selecting yes makes the blanket purchase order field a required element in order to save the purchase order record.

Require External Reference

Selecting yes makes the external reference field a required element in order to save the purchase order record.

Workflow Block

Already On Order Warning This functionality is dependent on the Inventory Module, which is not part of the CPPM license.

Prompt To Close PO Selecting yes will prompt the user to close the purchase order once the purchase order process has been completed by releasing a purchase order invoice.

CONTRACTOR BLOCK

The contractor block identifies the vendor providing the materials to be purchased. This block also has the

blanket purchase order field, which can be a required field if the purchase order type code flag for Require

Blanket Purchase Order is set to yes. This selection will filter the vendor parts on the Purchase Order Line

Item Screen.


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DATES BLOCK

The dates block indicates significant dates in the purchase order process. In addition to a creation date,

the block enables the user to establish review dates and to associate needed and expected dates to the

purchase order record.

TOTALS BLOCK

The totals block displays cost information rolled up from the purchase order line items. In order to reach a

total, the subtotal is increased or decreased based on how discounts, taxes, shipping and/or markups are

modified. In the case of markup percentages, they can be defaulted by term codes or through direct entry

in this block. These percentages are populated if predefined terms are applied to the purchase order in the

vendor block. For each term code, percentages can be defined for the following sub ledgers: Labor,

Material, Equipment, and Contract. These term codes are then associated to contractor/vendors on the

Contractor Screen, Terms View. The table below provides a summary of each of the total fields:


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TABLE 47: TOTALS (PURCHASE ORDER)

Totals Description

Currency

This field indicates the currency being used on the purchase order. If this currency is different from the baseline currency (set up in the System Administration Module), the exchange rate will be factored in after invoices are released.

Subtotal This field indicates the roll up cost for all the purchase order line items before terms and/or markups adjust the total.

Discount The discount amount is a roll up of all the discounts applied to purchase order line items and reduces the total cost of the purchase order.

Tax

The tax amount is a roll up of all the taxes and tax rebates applied to purchase order line items and both increases and decreases the total cost of the purchase order. This figure is actually a sum of three different tax fields found at the purchase order line item level. Tax = Tax 1 + Tax 2 – Tax Rebate These values can be defaulted based on terms setup and subsequent association to purchase orders. There is also an option to create a term where tax 2 includes tax 1 for any one of the following sub ledgers: Labor, Material, Contract, and Equipment.

Shipping The shipping amount is a roll up cost of all the purchase order line items and increases the total cost of the purchase order.

Markup Percent

The markup amount increases the total cost of the purchase order by the percent times the subtotal. The markup percentage can be entered in this field and it will apply to all the purchase order line items. The markup percentage can also be applied if it is set up in a terms code. Only one markup percentage can be applied to a purchase order.

Total Total = Subtotal – Discount (+/–) Tax + Shipping + Markup


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DEFAULTS BLOCK

This block provides a way of either defaulting the work order/phase or component group/component and

line type (catalog or non-stock) to each purchase order line item.

FINANCIAL TRANSACTION

TABLE 48: PURCHASE ORDER FINANCIAL TRANSACTION


Type Charge Account

Offset Account

Subledger

PO_CAP_PROJ_E

Purchase Order Capital

Project Encumbrance

Encumbrance


NULL All

PURCHASE ORDER VIEWS

SHIPPING INFORMATION

This view indicates relevant information concerning where, how and to whom the materials purchased on

the Purchase Order Screen should be shipped.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

PURCHASE ORDER L INE ITEM SCREEN

Line items are created by loading existing material requests or by clicking the green plus sign to create a

purchase order line item. The user must select from vendor catalog or non-stock items. Selecting non-

stock is similar to catalog except that the unit of measure field is selectable and required.


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TITLE BLOCK

The title block displays a sequential counter identification number for each purchase order line item. The

description field is auto populated for vendor catalog line items. It is entered manually for non-stock items.

STATUS BLOCK

This block determines whether the purchase order line item is open or closed. It also enables the user to

specify which sub ledger to use for the purchase order line item. External reference numbers are

associated to purchase order line items in this block. The purchase order type code controls whether or

not the external reference number is required (see TABLE 38: PURCHASE ORDER TYPE SETUP

FLAGS).

TABLE 49: PURCHASE ORDER LINE ITEM STATUS FLAGS




VENDOR BLOCK

The vendor block identifies the specific vendor part number for the purchase order line item, vendor unit

cost, and purchase quantity. For vendor catalog, the vendor part field is filtered to retrieve only those items

that have been set up previously for the vendor listed on the Purchase Order Screen. For non-stock items,

the fields are entered manually.

TOTALS BLOCK

The totals block displays cost information for each purchase order line item. The overall total for the

purchase order line item is determined by the cost of the item (subtotal) and any increases or decreases

from the following fields: discounts, tax 1, tax 2, tax rebates, shipping, and markups. The markup

percentage field is display only because the markup entered in the totals block on the Purchase Order

Screen determines the markup percentage for all purchase order line items. The markup can also be

defaulted from a terms code associated to the purchase order. The user must select one or the other

markup percent, but not both.

Term codes defines the discount, tax 1, tax 2, tax rebate, shipping, and markup fields as percentages that

then default dollar amounts based on the percentage times the purchase order line item subtotal. When no

terms are associated to the purchase order or if the user selects the Override Terms hyperlink, the user

can enter values into the discount, tax 1, tax 2, tax rebate, and shipping expressed as dollar amounts (the

terms can be returned by selecting the Enforce Terms hyperlink).


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For each term code, percentages can be defined for the following sub ledgers: Labor, Material, Contract,

and Equipment. There is also an option to create a term where tax 2 includes tax 1 for each of the sub

ledgers. These term codes are then associated to contractor/vendors on the Contractor Screen, Terms

View. The table below provides a summary of each of the total fields:

TABLE 50: TOTALS (PURCHASE ORDER LINE ITEM)

Totals Description

Subtotal This is the purchase order line item total before adjustments by the other totals fields.

Discount

The discount amount reduces the cost of the purchase order line item. The discount is entered by a user as a dollar amount or a dollar amount is calculated based on the discount field percentage set up on the Terms Code Setup Screen.

Tax 1

The tax 1 amount increases the cost of the purchase order line item. The tax 1 is entered by a user as a dollar amount or a dollar amount is calculated based on the tax 1 field percentage set up on the Terms Code Setup Screen.

Tax 2

The tax 2 amount increases the cost of the purchase order line item. The tax 2 is entered by a user as a dollar amount or a dollar amount is calculated based on the tax 2 field percentage set up on the Terms Code Setup Screen.

Tax Rebate

The tax rebate amount reduces the cost of the purchase order line item. The tax rebate is entered by a user as a dollar amount or a dollar amount is calculated based on the tax rebate field percentage set up on the Terms Code Setup Screen.

Shipping

The shipping amount increases the cost of the purchase order line item. The shipping is entered by a user as a dollar amount or a dollar amount is calculated based on the shipping field percentage set up on the Terms Code Setup Screen.

Markup Percent

The markup percentage increases the total cost of the purchase order by the percent times the subtotal. If a markup is used, either the markup is set up in the totals block, Purchase Order Screen or one is defaulted from a terms code and can be applied to a purchase order, but not both.

Line Total Total = Subtotal – Discount + Tax1 + Tax 2 – Tax Rebate + Shipping + Markup


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PURCHASE ORDER L INE ITEM VIEWS

ACTIVITY

The Activity View provides a snapshot of the purchase order line item and where it stands in the purchasing process. This view is a reference tool displaying actions taken regarding a specific purchase order line item. This information displays the quantity of received, rejected, disbursed, and invoiced line items. This assists with the management and reporting of purchasing.

EXPEDITING ACTIONS

The expediting actions identify activity required to ensure the rapid processing of a purchase. The

expected date and contact person are also entered to ensure proper management of the expedited

purchase order line item.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS

DISBURSEMENT DEFAULT SCREEN

TITLE BLOCK

The title block identifies the sequence identification number of the intended disbursement for each

purchase order line item transaction and a description of the transaction.

PURCHASE ORDER BLOCK

The purchase order block displays the purchase order number and purchase order description. Also

included is the quantity of the line item to be purchased, the quantity to be disbursed with this specific

sequence, and the unit cost for those items. Portions of line item totals may be disbursed to different work

order/phases, or capital project component groups/components.

DISBURSEMENT BLOCK

The Disbursement Block identifies which work order/phase or component group/component against which

the items are purchased. The quantity from the line item carries down to the disbursement, but may be

modified as needed. For example, the enterprise may purchase ten of a particular item, but the


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disbursement may associate five to one work order/phase and the remaining five against a different work

order/phase.

MATERIAL REQUEST BLOCK

The material request contains the material request record number and the line item that was associated to

the purchase order line item for fulfillment.

TOTALS BLOCK

The totals block displays the costs, with any modifications, for the individual line item disbursement record.

The items displayed include the sub-total (cost of the part), any discounts based on terms or agreement

with the vendor, tax information, shipping costs for this line item, markup charges, and a line item total

based on any of the above variables (see TOTALS (PURCHASE ORDER LINE ITEM)). Each line item

captures these costs, which are summarized on the individual line item and parent purchase order record.


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CHAPTER 35: PURCHASE RECEIVE

The purchase receive documents the receipt of items purchased via finalized purchase orders. Purchase

receive is the second step in the purchase order process which is followed by disbursement and then

releasing an invoice.

KEY CONCEPTS

Purchase receives do not indicate actual cost, just that the goods have arrived.

Clicking the insert icon initiates a search for eligible purchase orders.

The purchase receive record is based on purchase orders with the status flag of finalized.

AiM accepts both partial receives and receipt of more items than was ordered and you can have

multiple purchase receives for a single purchase order.

Purchase receives can be processed using handheld PDAs by synchronizing up and downloading

finalized purchase orders.

TITLE BLOCK

The title block displays a unique system generated receiving transaction number and defaults the

description from the purchase order.

STATUS BLOCK

The status block identifies the current status of the purchase receive, as well as the purchase order

number and type of the originating purchasing transaction. Disbursing can begin when the purchase

receive record is set to a status flag of finalized.

TABLE 51: PURCHASE RECEIVE STATUS FLAGS


Open The record is editable will not be visible on the Purchase Disbursement Screen.

Finalized This status flag allows disbursement of the purchase receive records.

Closed The purchase receive is closed.

Canceled The record has been terminated and no further edits are allowed.


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CONTRACTOR BLOCK

The contractor block identifies the vendor associated with the purchase receive transaction who has

provided the purchased materials. The contractor/vendor identification includes an address code, contact

information, and blanket purchase order, if applicable. Of note, the blanket purchase order could be

required based purchase order type code setup (see on TABLE 38: PURCHASE ORDER TYPE SETUP

FLAGS).

SHIPPING BLOCK

The shipping block is used to capture data related to where the materials were received. This includes the

where the goods are received, the shipment type (surface freight, ground delivery, etc.), the employee

who placed the order, and a location for a reference number, as required.

PACKING SLIP BLOCK

The packing slip block displays pertinent information related to the physical receiving function. It will

capture who received the goods, dates for both the receive itself, and the packing slip, and the packing

slip number.

PURCHASE RECEIVE VIEWS

SHIPPING INFORMATION

The Shipping Information View defines where, how, and to whom materials associated with the purchase receive record should be shipped.

STANDARD VIEWS

EXTRA DESCRIPTION

SENT EMAIL

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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PURCHASE RECEIVE LINE ITEM SCREEN

TITLE BLOCK

The title block displays the unique purchase receive line item number and a description of the line item.

This description is populated from either the vendor part description may be modified as desired.

PURCHASE ORDER BLOCK

The purchase order block contains a reference to the purchase order code and line item being received.

This information is displayed as a hyperlink directly to the purchase order line item should a review be

necessary.

VENDOR BLOCK

The vendor block identifies the specific vendor part number for the purchase line item, vendor unit cost,

and purchase quantity.

RECEIVING TOTALS BLOCK

The receiving totals block identifies relevant information concerning prior or pending transactions related

to this line item. The information displayed includes historical information such as any prior receives, and

how many of the items that have been received have been disbursed. It also contains information about

the current receiving action such as how many were delivered, and of those delivered, how many have

been accepted, and how many have been rejected. Finally, the quantity remaining is displayed.

PURCHASE RECEIVE LINE ITEM VIEW

STANDARD VIEW

EXTRA DESCRIPTION

REJECTION SCREEN

TITLE BLOCK

The title block displays a unique system generated sequence number for the rejection transaction and

description field to provide details related to the rejection.

TRANSACTION BLOCK

The transaction block contains a reference to the purchase receive and purchase receive line item that is

being rejected.


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REJECTION BLOCK

The rejection reason block specifies why a delivered vendor part was rejected, the quantity that was

rejected, and a reason for the rejection.


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CHAPTER 36: PURCHASE DISBURSEMENT

The Purchase Disbursement Screen is used to allocate materials or services costs to the correct work

order/phase or component group/component. When a purchase order is created, the user has the ability to

specify the work order/phase or component group/component to which the items are charged but this can

change based on requirements after the fact. The materials can be disbursed to the desired work

order/phase or component group/component at the time of disbursement.

KEY CONCEPTS

Anything disbursed requires a reverse disbursement to make the adjustment.

There can be multiple disbursements for any given purchase order.

Capital project expenses can be redirected at this point and associated to other component

groups/components with the same capital project.

TITLE BLOCK

The title block displays a system generated unique transaction number for the purchase disbursement

transaction and a description of the specific transaction.

TYPE BLOCK

The type field is used to display the type of purchasing transaction is being disbursed, i.e., purchase

receive. The total dollar amount for the disbursement is also displayed.

PURCHASE DISBURSEMENT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

PURCHASE DISBURSEMENT LINE ITEM SCREEN

The Disbursement Line Item Screen displays the work order/phase or component group/components

originally selected on the purchase transaction screen. If the items are to be re-distributed, a user can

simply change the information, apply the appropriate quantity and add a second line as appropriate until

all quantity has been disbursed. The cost can also be adjusted as required.


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TITLE BLOCK

The title block displays the unique disbursement line item number and the description of the disbursement

transaction.

TRANSACTION BLOCK

The transaction block contains a display of the purchase transaction number being disbursed and an

optional external reference code.

DISBURSEMENT BLOCK

The disbursement block displays the target of purchased line items. Disbursements can be modified to

adjust for changing requirements (e.g., the items could be disbursed to a different capital project

component).

TOTALS BLOCK

The totals block displays the costs, with any modification, for the individual line item record. The items

displayed include the currency type, sub-total (cost of the part), any discount based on terms or

agreement with the vendor, any tax information, shipping costs for this line item, any charged markup, and

a line item total based on any of the variables above. These costs are captured for each line item and are

summarized on the parent disbursement record.

PURCHASE DISBURSEMENT LINE ITEM VIEW

STANDARD VIEW

EXTRA DESCRIPTION


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CHAPTER 37: BLANKET PURCHASE ORDER

The blanket purchase order is used to define blanket agreements with vendors where purchases (typically

by commodity) can be made against a blanket purchase order tracked in AiM. The blanket order number is

associated with a standard purchase order and the costs for all associated purchase orders roll up for a

total amount on the Blanket Purchase Order Screen. The dollar amount and dates (effective start and end

dates for the blanket purchase order) are always enforced.

KEY CONCEPTS

The blanket purchase order assists in managing the cost limits against a vendor over a period of

time to ensure purchases do not exceed the predetermined limit.

TITLE BLOCK

The title block defines a unique blanket purchase order record and a description of the blanket purchase

order.

STATUS BLOCK

The Blanket Purchase Order Screen has a blanket purchase order type but this type does not form a

relationship with the status to create a hierarchy. The blanket purchase order status flags are displayed

below:

TABLE 52: BLANKET PURCHASE ORDER STATUS FLAGS


Open The record is editable will not be visible on the purchase order screen.

Finalized The blanket purchase order is processed and visible on the purchase order.

Closed The blanket purchase order is closed and not visible on the purchase order.

Canceled The record has been terminated and no further edits are allowed.

CONTRACTOR BLOCK

The contractor block identifies the vendor for which the blanket purchase order is created. The

contractor/vendor identification includes an address code, contact information, and terms.


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DATES BLOCK

The dates block is used to track significant dates associated with the blanket purchase order. These dates

include when the blanket purchase order was created, when it needs to be reviewed, and the start and

end dates. The blanket purchase order is only valid for the given start/end date range.

TOTALS BLOCK

The totals block displays financial information related to this specific blanket purchase order. The currency

type must be defined when the record is created, as well as the purchase limit. When the blanket

purchase order is associated with a purchase order transaction, the costs will roll-up against the blanket

purchase order and display the total of all purchase orders as well as the remaining balance on the

blanket purchase order.

BLANKET PURCHASE ORDER VIEWS

ACCOUNT SETUP

The account setup view specifies an offset account(s) for use (by subledger, if desired) when the blanket

purchase order is associated with a purchase order.

TRANSACTION HISTORY

The transaction history displays a view-only listing of all purchase order transactions associated with the

blanket purchase order.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

STATUS HISTORY

RELATED DOCUMENTS


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CHAPTER 38: VENDOR CATALOG

The vendor part screen manages vendor parts from a specific vendor. Electronic catalogs can be buyer

specific and speed and simplify the purchasing process.

KEY CONCEPTS

When using the same vendors on a continual basis, it is possible to download their electronic

catalogs into AiM to display in this screen. This electronic catalog can then be used to speed and

simplify the entry of purchase orders. Vendor catalogs enable manual entry as well.

CONTRACTOR BLOCK

The contractor block simply specifies vendor and address code associated to the electronic vendor

catalog.

VENDOR CATALOG LINE ITEM SCREEN

CONTRACTOR BLOCK

The contractor block specifies the specific vendor for which the catalog is being created and the address

code, which together provide the unique key to retrieve vendor catalog records.

VENDOR BLOCK

The vendor block provides information related to the vendor's catalog part. This information includes the

vendor part number, unit of measure, unit cost, and lead time. Also available is the selection of the

subledger to use when purchasing this part from the vendor. The default for the subledger is material, but

may be modified as needed.

CLASSIFICATION BLOCK

The classification block associates a vendor part with a categorization hierarchy (class/commodity/item).

The classification is a grouping of parts into functional categories for reporting, management, and analysis.


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CHAPTER 39: VENDOR CATALOG PART

The Vendor Part Screen manages vendor parts from a specific vendor.

KEY CONCEPTS

When using the same vendors on a continual basis, it is possible to download their catalog into this

screen. This electronic catalog can then be used to speed and simplify the entry of purchase

orders. Vendor catalogs can be entered manually too, if necessary.

CONTRACTOR BLOCK

The contractor block specifies the specific vendor for which the catalog is being created and the address

code, which together provide the unique key to retrieve vendor catalog records.

VENDOR BLOCK

The vendor block provides information related to the vendor's catalog part. This information includes the

vendor part number, unit of measure, unit cost, and lead time. Also available is the selection of the

subledger to use when purchasing this part from the vendor. The default for the subledger is material, but

may be modified as needed.

CLASSIFICATION BLOCK

The classification block associates a vendor part with the enterprise inventory hierarchy

(class/commodity/item). The classification is a grouping of parts into functional categories for reporting,

management, and analysis.


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CHAPTER 40: REVERSE DISBURSEMENT

The reverse disbursement feature provides an adjustment entry for disbursements.

KEY CONCEPTS

Cost is disbursed based on the purchase order type code used on the purchase order. In the case

of capital project related purchase orders, this means cost is distributed after the invoice is

released.

TITLE BLOCK

The title block displays a system generated unique reverse disbursement transaction number and a

description from the original purchase receive transaction. This description may be modified for the

reversal.

TYPE BLOCK

The type block is used to display the type of purchasing transaction (i.e., purchase receive) which is to be

reversed.

REVERSE DISBURSEMENT V IEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

REVERSE DISBURSEMENT LINE ITEM SCREEN

The reverse disbursement line item identifies the quantity of each purchased line item to be reversed and details regarding the initial disbursement.

TITLE BLOCK

The title block displays the unique purchase disbursement line item number and the description of the

original disbursement record.


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TRANSACTION BLOCK

The transaction displays information related to the transaction being reversed. This includes the purchase

receive transaction and line item numbers, any external reference number used, and invoice information

(invoice number, line item, and sequence) if the original receive and disbursement have been invoiced.

DISBURSEMENT BLOCK

The disbursement block displays which work order/phase or component group/component received the

original disbursement, but is now getting the credit for the reverse disbursement.

QUANTITY BLOCK

The quantity block displays the quantity of items that were disbursed yet remain available to reverse (there

might have been some previous reverse disbursements), a field to enter how many of the remaining

quantity are required to reverse disburse with this transaction, and how many remain from the original

disbursement action.

REVERSE DISBURSEMENT LINE ITEM VIEW

STANDARD VIEW

EXTRA DESCRIPTION


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ACCOUNTS PAYABLE MODULE

CHAPTER 41: PURCHASE ORDER INVOICE

The Purchase Order Invoice Screen records information from a vendor's invoice in line item detail for material or other purchases. Three-way matching of the invoice to the purchase order is performed on this screen. Releasing purchase order invoice records posts cost to the disbursed work order/phase or component group/component.

KEY CONCEPTS

Cost is disbursed based on the purchase order type code used on the purchase order. For CPPM,

the purchase order type code always defaults 3-way matching and posting the cost only after

releasing invoices.

Purchase orders conduct 3-way matching between the purchase order, purchase receive and the purchase order invoice’s purchase quantity, received quantity, and cost.

When system flag 150 -PO INVOICE - ALLOW DUPLICATE INVOICE NUMBERS FOR VOIDED TRANSACTIONS, is set to yes, invoice numbers can be reused from voided transactions. Selecting no will not allow a purchase order number to be reused.

TITLE BLOCK

The title block displays a system generated purchase order invoice transaction number. The description

field contains information populated from the underlying purchase order. This field may be edited by the

user.

STATUS BLOCK

The status block displays the purchase order type and number from the originating purchase order. The

purchase order invoice status is set to an open status when first created. When the status is changed by

the user to a status of released, the invoice transaction is posted


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TABLE 53: PURCHASE ORDER INVOICE STATUS FLAGS


Open

This status flag allows for the creation of a new purchase order invoice. New invoices can only be created for purchase orders that have been received and disbursed. While in an open status, the invoice header and transaction information may be modified.

Approved The approved status flag provides a second (optional) step in the invoice process. Approved invoices cannot be edited, other than to advance the status code to the next stage.

Released

The released status flag is the final step in the invoice process allows for the payment of the invoice. Released invoices cannot be edited except for the status code, and then only to void them. Released invoices signal that the invoice may now be paid and cost is applied to capital project components.

Rejected Only invoices in an open status can be rejected. Once rejected, an invoice cannot be edited or copied. However a new invoice can be created in its place.

Voided

A voided invoice adjustment enables a new purchase order invoice to be entered, which contains the required corrections. Voided invoices may not be edited, but they may be copied to create new invoices for processing.

CONTRACTOR BLOCK

The contractor block identifies the vendor that has submitted an invoice for payment. The address code

and contractor name populate automatically from the underlying purchase order. If a blanket purchase

order was identified on the original purchase order, the blanket number will be displayed as well as the

vendor contact and any terms for the purchase order.

INVOICE INFORMATION BLOCK

The invoice information block contains the invoice number and date for reference and reporting. These

mandatory fields are populated by the user from the vendor's invoice.


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TOTALS BLOCK

The totals block displays a summary of values from the purchase order invoice line items. Any discounts,

taxes, shipping, and markup are tallied in the total field. These values originate from either the underlying

purchase order or the purchase order invoice line item values.


TABLE 54: PURCHASE ORDER INVOICE FINANCIAL TRANSACTIONS


Type Charge Account

Offset Account

Subledger

PO_INV_CHARGE_CAP_PROJ


Capital Project

Actual



Account

All

PO_INV_ENC_CAP_PROJ


Capital Project

Encumbrance

Encumbrance


NULL All

PURCHASE ORDER INVOICE VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

PURCHASE ORDER INVOICE LINE ITEM SCREEN

The Purchase Order Invoice Line Item Screen identifies the difference, if any, between the actual invoice and the accepted amount to be paid to the vendor at the line item level. These costs will then roll up to the overall purchase order invoice.


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TITLE BLOCK

The title block is used to display a system generated purchase order invoice line item number and

provides a description field used to define the invoice line item.

ALLOW BLOCK

The allow block identifies if the purchase order invoice line item should be allowed to be included in the

invoice total amount. If the allow yes/no drop-down field is set to yes, the totals for the invoice line items

are rolled up to the invoice total amount. When the invoice is set to a finalized status, the financial

transactions are also posted. If, however, the allow drop-down is set to no, any variables entered or

updated, such as discounts, taxes, shipping, etc., will not be totaled for the line item and when the invoice

is set to finalized, the financial transactions will not be posted. Included in the allow block are fields

displaying information related to the invoice line item such as the external reference code. If, on the

originating purchase order line item, an external reference code was entered, it will be displayed here. The

sub ledger applied at the purchase order line item is displayed as well as the system generated unique

purchase order invoice number. If the purchase order has been voided, the voided field will display yes.

QUANTITY BLOCK

The quantity block displays the purchase order line item part and unit of measure, as well as quantity

information, such as number ordered, number disbursed, and any prior invoiced quantity for this line item.

If the quantity being invoiced is different from what was ordered on the purchase order line item, the

current invoice and accepted fields would be updated to reflect the correct quantity. If a partial invoice is

processed and released, the purchase order remains in a finalized status and the purchase order line item

remains in an open status. The Purchase Order Line Item Screen, Activity View, shows received,

disbursed, and invoiced amounts. This would reflect the partial invoiced values. When all items have been

invoiced and released for the purchase order line item, the purchase order line item status will update to

closed. When all purchase order line items on the purchase order have been invoiced and released, the

purchase order status will update to closed.

INVOICED BLOCK

The invoiced block supports the entry of values from a vendor invoice. The unit cost will default from the

purchase order line item and can be edited. The remaining values such as taxes, shipping, and discounts

can also be edited. The subtotal and total fields are calculated based on the values entered. The invoiced

block captures an accurate picture of the actual invoice values. If the values on the invoice are incorrect or

a partial payment is to be made, the accepted block is used to enter corrected values.

ACCEPTED BLOCK

The accepted block indicates the final accepted dollar cost for the invoiced line item. The values in the

accepted block may or may not be different from the values in the invoiced block. For example, if the unit

cost shown in the invoiced block is higher than the cost agreed to with the vendor, the agreed to cost

would be updated in the unit cost field in the accepted block. There are fields to capture any variable costs


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that affect the total cost, such as discounts, taxes, shipping, and the like. These variables, if any, are

entered or updated, and are included in the calculation of the line total field. The line totals roll up to the

purchase order invoice as a whole. The accepted block line total, not the invoice block total, is included in

the final transaction at posting.

PURCHASE ORDER INVOICE LINE ITEM VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS


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CHAPTER 42: PURCHASE ORDER INVOICE APPROVAL

The purchase order invoice approval (or rejection) feature allows for the approval/authorization of eligible

invoices. The approval may also be restricted by dollar amount.

KEY CONCEPTS

The purchase order invoice approval block displays relevant information for the authorized user to

either approve or reject the invoice. The user clicks the more detail link to reveal data, such as

dollar amount, shipping, discounts and invoice number, as well as a link to both the purchase order

and invoice. All invoices may be approved (or rejected) in toto using the select all feature, or

approved by user-specified groupings of invoices(e.g., per contractor, per individual purchase

order invoice transaction, etc.).

The Purchase Order Invoice Approval Screen provides a quick way to process bulk approvals.


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CHAPTER 43: PURCHASE ORDER INVOICE ADJUSTMENT

The Purchase Order Invoice Adjustment Screen allows changes to posted purchase order invoice values.

Items that may be adjusted are the accepted quantity and variable costs (discounts, taxes, shipping, etc.).

KEY CONCEPTS

The Purchase Order Adjustment Screen enables the user to void at the purchase order invoice

line item level.

TITLE BLOCK

The invoice adjustment line item contains a system-generated purchase order invoice adjustment number

and a field to enter a description of the invoice adjustment.

STATUS BLOCK

The invoice adjustment status block displays the purchase order type (regular, blanket, etc.), underlying

purchase order number, and description. The purchase order invoice adjustment status may be either a

released status or a voided status.

TABLE 55: PURCHASE ORDER INVOICE STATUS FLAGS


Released The released status is applicable when changes have been made to quantity invoiced or costs.

Voided

The voided status is used when the entire purchase order invoice is to be voided. A voided invoice adjustment enables a new purchase order invoice to be entered, which contains the required corrections. Voided invoices may not be edited, but they may be copied to create new invoices for processing.

CONTRACTOR BLOCK

The contractor block displays contractor information, which was entered on the underlying purchase order.

The contractor and address code are displayed as well as the contact and any terms identified on the

purchase order. If the purchase order was associated to an existing blanket agreement with the contractor

on the originating purchase order, the blanket number will be displayed in the contractor block.


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The invoice information block contains the posted invoice number and date for reference and reporting.

TOTALS BLOCK

The invoice adjustment totals block displays a roll-up from each invoice adjustment line item, for

discounts, shipping, taxes, and markups. These items are then added to the sub-total from unit cost and

quantity for a total invoice adjustment amount.

TABLE 56: PURCHASE ORDER INVOICE ADJUSTMENT FINANCIAL TRANSACTIONS

Transaction Type Description Finance Type Charge Account

Offset Account

Subledger

PO_INV_CHARGE_CAP_PROJ_VOID

Purchase Order Invoice Capital Project

Void

Actual



Account

All

PO_INV_ENC_CAP_PROJ_VOID

Purchase Order Invoice Capital Project Encumbrance

Void

Encumbrance


NULL All

PURCHASE ORDER INVOICE ADJUSTMENT VIEWS

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS

PURCHASE ORDER INVOICE ADJUSTMENT L INE ITEM SCREEN

The Purchase Order Invoice Adjustment Line Item Screen identifies the quantity or cost adjustments for a purchase order invoice requiring corrections. Line item voids can also be used.


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LINE BLOCK

The line block is used to display the system generated purchase order invoice adjustment line item

transaction number and provides a description field to enter a description of the line item adjustment.

ALLOW BLOCK

The allow block indicates, by an approver, whether or not a line item should be allowed to be processed

and a voided yes/no drop down which shows whether or not the line item is to be voided. There are also

references to the sub ledger used on the invoiced line item, the adjustment transaction number, and the

purchase order external reference code if applicable.

QUANTITY BLOCK

The quantity block displays information from the original purchase order line item, such as the vendor part

and quantities (ordered/disbursed, etc.). The accepted quantity is displayed directly over the editable

adjusted field, where the user may enter an adjusted quantity.

ACCEPTED BLOCK

The accepted block shows the accepted costs for the line item from the original posted invoice. The values

are display only for the user's reference.

ADJUSTED BLOCK

The adjusted block displays the original dollar amounts (unit cost, taxes, discounts, shipping, etc.) from the

invoice being adjusted. These fields are editable and can be updated to correct values. The system then

calculates the subtotal and line totals. Select the refresh totals amount at any time to see the impact of any

changes before saving the record.

DISBURSEMENT SCREEN

The Disbursement Screen displays the work order/phase or component group/component associated with

the originating purchase disbursement. The adjusted quantity may be changed during the invoice

adjustment process.

TITLE BLOCK

The title block is used to display a system generated sequence number for each disbursement default line

item and a field to enter a description of the disbursement line item.

TRANSACTION BLOCK


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The transaction block displays the originating invoice number and the line item sequence. If the purchase

order was initiated from a material request, the material request number is referenced in this block.

DISBURSEMENT BLOCK

The disbursement block identifies the component group/component or work order/phase where the

purchase order line item materials were posted.

PART BLOCK

The part block displays the cost information for the part for both disbursement and invoice. This will show

any difference between the two. The disbursed quantity is displayed and the adjusted quantity is

populated with the invoice accepted amount. The adjusted quantity is editable.

TOTALS BLOCK

The totals block displays the line item totals from the original invoice for reference and reporting. This

includes any discounts, taxes, markup and shipping that were applied. These values are summed in the

sequence total column.

INVOICED DISBURSEMENT DETAIL BLOCK

The invoiced disbursement detail block provides an informational reference to the purchase disbursement

record, which includes the invoiced quantity and invoiced unit cost.


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CHAPTER 44: CONSULTANT INVOICE

The Consultant Invoice Screen enables the user to process invoices to be applied as expenses against

the contract and capital project. Invoices can only be processed if the consultant invoice is in an awarded

status.

KEY CONCEPTS

Consultant Invoices are processed by contract line item, each of which is associated to a capital

project component.

Workflows are helpful for managing the routing throughout the consultant invoice approval process.

TITLE BLOCK

This block is used to enter the invoice description and invoice code. The description field can hold up to

255 characters.

STATUS BLOCK

The status block enables the user to select from a list of available statuses based on the previously saved

status, if any. The capital project is also associated to the invoice from this block. Below is a list of invoice

status flags:

TABLE 57: CONSULTANT INVOICES STATUS FLAGS


Open The open status flag allows for edits but does not create a financial transaction.

Approved

The approved status locks down many of the invoice record fields in order to preserve the record until it can be released. Once saved in the approved status the invoice record locks down the following header information: the capital project code, contract, invoice number and date, and date submitted. The line item fields locked down are capital project component, contract line item, invoiced amount and accepted amounts.

Released

The released status flag reduces the appropriate amount of committed funds for the capital project and increases the same amount in expensed funds. On the contract, the encumbrance is reduced (if applicable) and expenses are posted.


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Rejected The invoice can be rejected after the open status flag is saved and no transactions will take place.

Voided

The voided status flag can only be selected after the invoice has been released. After saving the status, the expense transaction is backed out, the committed funds are added back to the capital project and the encumbrance is reapplied to the accounts and funding sources.

CPPM 6.3.7

CONTRACT BLOCK

The consultant contract associated to the invoice is entered in this block. The list is filtered by the

consultant contracts associated to the capital project listed in the status block. Once the contract is

selected, any applicable terms and taxes defined on the consultant contract are displayed in this block.

Terms will modify the values in the Invoiced and Accepted Blocks on the Line Item Screen, Consultant

Invoice Screen.

CPPM 6.2.6


The invoice information block captures the administrative details of the invoice. Of note, the invoice

number, invoice date, and date submitted are required to save the invoice in an approved status. The date

paid can be manually updated or can be an interface candidate from the financial system paying the

invoice. This block also contains a searchable Reference Number field.

TOTALS BLOCK

The totals block provides a rollup display of all the accepted amounts from the line items associated to the

consultant invoice. The currency code field is populated from the currency used on the contract itself.


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TABLE 58: CONSULTANT INVOICE FINANCIAL TRANSACTIONS


Type Charge

Account Offset

Account Subledger

CONSULT_INV_LINE Consultant

Invoice Released

Actual


Consultant Contract Offset

Account

Contract

CONSULT_INV_LINE_ENC Consultant Invoice De-

Encumbrance Encumbrance


NULL Contract

CONSULTANT INVOICE VIEWS

EXPENSE ALLOCATION

The expense allocation view enables the user to enter the amount to be expensed for the account(s) and

funding source(s) associated to the capital project at the invoice total level. Expense allocations can

optionally be applied at the line item level also. The total allocation of the line items plus the total allocation

at the invoice header level must equal the total accepted amount of the invoice.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY

RELATED DOCUMENTS


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CONSULTANT INVOICE LINE ITEM SCREEN

The Consultant Invoice Line Item Screen enables the user to add as many invoice line items as are

necessary to process the overall consultant invoice. Additional line items are added by clicking on the

Load Contract Line Items hyperlink. The selection of contract line items will produce another screen, which

enables the user to enter the consultant invoice line item amount.

TITLE BLOCK

The title block captures the line item code and a description of the consultant invoice line items. The

description field can hold up to 255 characters. Additional space is available using the extra description

and notes log views.

TRANSACTION BLOCK

The transaction block provides a hyperlink to navigate easily to the consultant invoice record. This block

also displays whether or not the line item has been voided.

PROJECT BLOCK

The project block enables the association of capital project component groups and components to the

consultant invoice line item. The information defaults based on the contract line item selected. This

component will accrue the expense for this line item once the invoice is released.

INVOICED BLOCK

The Invoiced Block displays the total invoiced for the consultant invoice line item.

ACCEPTED BLOCK

The Accepted Block displays the total invoiced for the consultant invoice line item. The accepted amount

can be used if the invoice amount is not acceptable and another amount will actually be paid. The

accepted amount, not the invoiced amount, will be used as the expensed value. Users have the option to

click the Override Terms hyperlink to enable editing of the values or the Enforce Terms hyperlink to

maintain the modified values based on the terms.

CONSULTANT INVOICE LINE ITEM VIEWS

EXPENSE ALLOCATION


funding source(s) associated to the capital project at the invoice line item level. These allocations will be

added to the invoice header to derive the complete expense allocation to be used. If encumbrances where

setup, the invoice will de-encumber the account or funding source and add the expenses once released.


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STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG


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CHAPTER 45: PAYMENT APPLICATION

The Payment Application Screen processes formal written requests for payment by a contractor for work

completed on a construction contract.

KEY CONCEPTS

Payment applications are processed by contract line item, each of which is associated to a capital

project component.

Retainage is automatically withheld based on the construction contract setup and the retained

funds are placed in the retainage account as an actual transaction. The total payment application

amount appears as expensed on both the capital project and construction contract. The retainage

balance is displayed on both the Construction Contract Screen and the Account Management

Screen for the contract offset account.

The Payment Application Screen is also used to pay retainage when released.

TITLE BLOCK

This block is used to enter the payment application description. The description field can hold up to 255

characters. For more space to add pertinent information the user can take advantage of the extra

description, related documents or notes log views.

STATUS BLOCK

The status block enables the user to select from a list of available statuses based on the previously saved

status, if any. The capital project is also associated to the payment application from this block. Below is a

list of payment application status flags.

TABLE 59: PAYMENT APPLICATION STATUS FLAGS


Open The open status flag allows for edits but does not create a financial transaction.


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Approved

The approved status locks down many of the payment application fields in order to preserve the record until it can be released. Once saved in the approved status the payment application locks down the following header information: the capital project code, contract, payment application number and date, and date submitted. The line item fields locked down are capital project component, contract line item, invoiced amount and accepted amounts.

Released

The released status flag reduces the appropriate amount of committed funds for the capital project and increases the same amount in expensed funds. This also creates actual transactions for the offset account to hold retained funds in escrow until they are released. These retainage transactions are displayed on the Account Management Screen, sub code, offset account transaction view, and show as actual transactions (e.g., Payment Application Retain Held, Payment Application Retain Paid, and Payment Application Retain Void). If encumbrances were used, the account and funding sources will be de-encumbered appropriately once the expense is posted to the contract.

Rejected The payment application can be rejected after the status is set to open or approved. If rejected, no transactions will take place.

Voided

The voided status flag can only be selected after the payment application has been released. After saving the status, the expense transaction is backed out and the committed funds are added back to the capital project. In addition, actual transactions take place to de-encumber funds or void actual retainage transactions.

CPPM 6.3.7

CONTRACT BLOCK

The construction contract associated to the payment application is entered in this block. The list is filtered

by the construction contracts associated to the capital project listed in the status block. Once the contract

is selected, any applicable terms and taxes defined on the construction contract are displayed in this

block. Terms will modify the values in the Invoiced and Accepted Blocks on the Line Item Screen, Pay

Application Screen.


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CPPM 6.2.6

PAYMENT APPLICATION INFORMATION BLOCK

The payment application information block captures the administrative details of the invoice. Of note, the

payment application number, pay application date, and submitted date are required to save the payment

application in an approved status. The date paid can be manually updated or can be an interface

candidate from the financial system paying the payment application. This block also contains a searchable

Reference Number field.

TOTALS BLOCK

The totals block contains a rollup of the amounts indicated in the payment application line items as

indicated in the following table:

TABLE 60: PAYMENT APPLICATION TOTALS

Rollup Amount Actions

Currency This value is a display only reference based on the setup of the currency on the contract header.

Subtotal The subtotal is a sum of all line item accepted amounts for the payment application.

Retained The retained field displays the percent being retained based on the setup from the contract header and the amount calculated based on the subtotal for this payment application.

Retainage Paid If retainage is being paid, the sum of the retainage paid for all line items would be displayed here. Retainage can be paid and withheld on different line items for the same payment application.

Total Total = Subtotal – Retained + Retainage Paid


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TABLE 61: PAYMENT APPLICATION FINANCIAL TRANSACTIONS


Type Charge

Account Offset

Account Subledger

CONST_INV_LINE Payment

Application Released

Actual


Construction Contract Offset

Account

Contract

CONST_INV_LINE_ENC

Payment Application

De-Encumbrance

Encumbrance


NULL Contract

CONST_INV_RETAIN_HELD Payment

Application Retainage

Actual

Construction Contract Offset

Account

Construction Contract

Retainage Account

Contract

PAYMENT APPLICATION VIEWS

EXPENSE ALLOCATION


funding source(s) associated to the capital project at the payment application total level. Expense

allocations can optionally be applied at the line item level also. The total allocation of the line items plus

the total allocation at the payment application header level must equal the total accepted amount of the

payment application.

STANDARD VIEWS

EXTRA DESCRIPTION

WORKFLOW

SENT EMAIL

NOTES LOG

USER DEFINED FIELDS

STATUS HISTORY


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RELATED DOCUMENTS

PAYMENT APPLICATION LINE ITEM SCREEN

The Payment Application Line Item Screen enables the user to add as many payment application line

items as is necessary to process the overall payment application. Additional line items are added by

clicking on the Load Contract Line Items hyperlink. The selection of contract line items will produce

another screen, which enables the user to enter the payment application line item amount and any

retainage to be paid.

TITLE BLOCK

This block is used to enter the payment application line item description and payment application line item

code. The description field can hold up to 255 characters. For more space to add pertinent information the

user can take advantage of the extra description and notes log views.

TRANSACTION BLOCK

The transaction block provides a hyperlink to navigate easily to the payment application record. This block

also displays the retainage setting (see Construction Contract Retainage Settings). The retainage setting

is set up for each construction contract line item and determines the behavior of the total amounts for the

line item.

CONTRACT LINE BLOCK

This block is used to create the association between construction contract line item and capital project

components.

INVOICED BLOCK

The invoiced block enables the user to input the amount of funds invoiced for a given payment application

line item. It also provides a field for paying retainage (assuming the retainage setting permits this action).

ACCEPTED BLOCK

The accepted block performs the same functions, as the invoiced block except the accepted amounts will

be what is actually paid. If a short pay is necessary for a contractor, the accepted block is how AiM will

provide this functionality. If terms are defined for the construction contract, the user has the option to click

the Override Terms hyperlink to enter new values or to revert back to the original terms by clicking the

Enforce Terms hyperlink.


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PAYMENT APPLICATION LINE ITEM VIEWS

EXPENSE ALLOCATION


funding source(s) associated to the capital project at the payment application line item level. These

allocations will be added to the payment application header to derive the complete expense allocation to

be used. If encumbrances where setup, the payment application will unencumber the account or funding

source and add the expenses once released.

STANDARD VIEWS

EXTRA DESCRIPTION

NOTES LOG


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APPENDICES

LIST OF TABLES

TABLE 1: CPPM LICENSE SCREENS ......................................................................................................................... 12 TABLE 2: STANDARD AIM VIEWS .............................................................................................................................. 13 TABLE 3: CAPITAL PROJECT STATUS SETUP ......................................................................................................... 18 TABLE 4: PROJECT BUDGET/FINANCIAL HARD ERROR SETUP ........................................................................... 19 TABLE 5: CAPITAL PROJECT BUDGET TRANSACTIONS ........................................................................................ 21 TABLE 6: CAPITAL PROJECT COMPONENT STATUS FLAGS ................................................................................ 27 TABLE 7: BUDGET REVISION STATUS FLAGS ......................................................................................................... 35 TABLE 8: PROGRESS REPORT STATUS FLAGS ..................................................................................................... 37 TABLE 9: ISSUE STATUS FLAGS ............................................................................................................................... 39 TABLE 10: ISSUE LINE ITEM STATUS FLAGS .......................................................................................................... 41 TABLE 11: MEETING MINUTES STATUS FLAGS ...................................................................................................... 43 TABLE 12: APPROPRIATION TOTALS ....................................................................................................................... 48 TABLE 13: ALLOTMENT TOTALS ............................................................................................................................... 49 TABLE 14: APPROPRIATION TOTALS ....................................................................................................................... 50 TABLE 15: ALLOTMENT TOTALS ............................................................................................................................... 51 TABLE 16: DIRECT EXPENSE STATUS FLAGS ........................................................................................................ 53 TABLE 17: DIRECT EXPENSE FINANCIAL TRANSACTIONS ................................................................................... 54 TABLE 18: TOTALS (CONTRACT TYPE) .................................................................................................................... 61 TABLE 19: TOTALS (LINE TYPE) ................................................................................................................................ 61 TABLE 20: CONTRACT ENCUMBRANCE ADJUSTMENT FINANCIAL TRANSACTION .......................................... 62 TABLE 21: ALLOTMENT REQUEST STATUS FLAGS ................................................................................................ 65 TABLE 22: FUNDING TRANSFER STATUS FLAGS ................................................................................................... 68 TABLE 23: CONSULTANT CONTRACT STATUS FLAGS .......................................................................................... 75 TABLE 24: TOTALS (CONTRACT TYPE) .................................................................................................................... 76 TABLE 25: CONSULTANT CONTRACT FINANCIAL TRANSACTIONS ..................................................................... 76 TABLE 26: CONTRACT (LINE TYPE) .......................................................................................................................... 79 TABLE 27: AMENDMENT STATUS FLAGS ................................................................................................................. 80 TABLE 28: CONSTRUCTION CONTRACT STATUS FLAGS ...................................................................................... 85 TABLE 29: TOTALS (CONTRACT TYPE) .................................................................................................................... 86 TABLE 30: CONSTRUCTION CONTRACT FINANCIAL TRANSACTIONS................................................................. 87 TABLE 31: CONSTRUCTION CONTRACT RETAINAGE SETTINGS ......................................................................... 88 TABLE 32: CONTRACT (LINE TYPE) .......................................................................................................................... 89 TABLE 33: CONSTRUCTION CHANGE ORDER STATUS FLAGS ............................................................................ 91 TABLE 34: CONSTRUCTION CHANGE DIRECTIVE STATUS FLAGS ...................................................................... 94 TABLE 35: CONSTRUCTION CHANGE PROPOSAL STATUS FLAGS ..................................................................... 97 TABLE 36: REQUEST FOR INFORMATION STATUS FLAGS ................................................................................. 100 TABLE 37: ARCHITECT SUPPLEMENTAL INSTRUCTIONS STATUS FLAGS ....................................................... 103 TABLE 38: SUBMITTALS STATUS FLAGS ............................................................................................................... 105 TABLE 39: COMMISSIONING PLANS STATUS FLAGS ........................................................................................... 107 TABLE 40: COMMISSIONING PLANS LINE ITEM STATUS FLAGS ........................................................................ 109 TABLE 41: PUNCH LIST STATUS FLAGS ................................................................................................................ 110 TABLE 42: PUNCH LIST LINE ITEM STATUS FLAGS .............................................................................................. 111 TABLE 43: INTERNAL WORK AGREEMENT STATUS SETUP ................................................................................ 114 TABLE 44: INTERNAL WORK AMENDMENT STATUS SETUP ............................................................................... 117


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TABLE 45: PURCHASE ORDER STATUS FLAGS .................................................................................................... 122 TABLE 46: PURCHASE ORDER TYPE SETUP FLAGS ........................................................................................... 123 TABLE 47: TOTALS (PURCHASE ORDER) .............................................................................................................. 125 TABLE 48: PURCHASE ORDER FINANCIAL TRANSACTION ................................................................................. 126 TABLE 49: PURCHASE ORDER LINE ITEM STATUS FLAGS ................................................................................. 127 TABLE 50: TOTALS (PURCHASE ORDER LINE ITEM) ............................................................................................ 128 TABLE 51: PURCHASE RECEIVE STATUS FLAGS ................................................................................................. 131 TABLE 52: BLANKET PURCHASE ORDER STATUS FLAGS .................................................................................. 137 TABLE 53: PURCHASE ORDER INVOICE STATUS FLAGS .................................................................................... 144 TABLE 54: PURCHASE ORDER INVOICE FINANCIAL TRANSACTIONS ............................................................... 145 TABLE 55: PURCHASE ORDER INVOICE STATUS FLAGS .................................................................................... 149 TABLE 56: PURCHASE ORDER INVOICE ADJUSTMENT FINANCIAL TRANSACTIONS ..................................... 150 TABLE 57: CONSULTANT INVOICES STATUS FLAGS ........................................................................................... 153 TABLE 58: CONSULTANT INVOICE FINANCIAL TRANSACTIONS ........................................................................ 155 TABLE 59: PAYMENT APPLICATION STATUS FLAGS ........................................................................................... 158 TABLE 60: PAYMENT APPLICATION TOTALS......................................................................................................... 160 TABLE 61: PAYMENT APPLICATION FINANCIAL TRANSACTIONS ...................................................................... 161


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GLOSSARY

ALLOTMENT An allotment is money in the bank; an appropriation authorizes the spending of money.

AMERICAN INSTITUTE OF ARCHITECTS (AIA)

The AIA sets the standard for design, bid, and construction documents (in addition to other documentation). It is important any system comply with the terminology and processes defined by the AIA (see www.aia.org).

AMENDMENT A formal contract used to change the professional services provisions of an agreement.

ANTICIPATED COST

Anticipated costs are items that could affect the cost of a project but are not approved or processed transactions. They could be pending transactions or potential change orders.

APPROPRIATION An appropriation is an authorization to spend money for an approved capital project. This is not necessarily money in the bank.

ARCHITECT SUPPLEMENTAL INSTRUCTIONS (ALSO KNOWN AS MINOR CHANGE)

An ASI is a modification that can be made to the contract under the general conditions. The architect is authorized to order minor changes in the work that do not involve changes to the contract sum (up or down) or an extension of the contract time.

BASELINE

A schedule baseline is the planned schedule for the project that is frozen, usually once the schedule is finalized. This allows metrics to be done comparing the actuals to the baseline.

http://www.aia.org/


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BUILDING PROGRAM

The building program is a document consisting of written and graphical representations of the requirements of the project. It is approved by all those involved in the project and is the basis for the architect’s design.

BOND

Typically, a written promise to pay a specified sum of money, at a specified date or dates in the future, the maturity date(s), together with periodic interest at a specified rate.

BUDGET

A budget is an estimate of costs, revenues, and resources over a specified period, reflecting a reading of future financial conditions and goals. One of the most important administrative tools in capital projects, a budget serves also as a (1) plan of action for achieving quantified objectives, (2) standard for measuring performance, and (3) device for coping with foreseeable adverse situations. Capital project budgets have an original budget that once approved, cannot be changed. The budget is created by project component, which rolls up the budget information to component groups. Budgets are modified using budget revisions that are subject to prior review and approval. In AiM, the Budget Manager Screen shows detailed budget information in a spreadsheet format.

CAPITAL ASSET

Capital assets, also known as fixed assets, are those assets such as land, buildings and equipment acquired to carry on the business of an organization or company with a useful life exceeding one year. In financial records, these fixed assets are usually expressed as the cost of the asset minus depreciation.

CAPITAL BUDGET

The section of a multi-year capital plan that covers the upcoming fiscal year, itemizing major projects and creating allocations for groups of mid-sized projects.


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CHANGE ORDER

One of several forms of modification that can be made to the contract under the general conditions. A change order represents the full agreement by the parties to the three essential terms of the contract: the scope, price, and time.

CHANGE ORDER PROPOSAL

A change order proposal is the written document before it has been approved by the contractor and owner. Once approved, change order proposals are processed onto a change order in the form of a change order line item.

COMMISSIONING

Building Commissioning is the systematic process of ensuring, through documented verification, that all building systems are installed and perform in accordance with the design intent. There are many types of commissioning including: building, green and system.

COMMITMENT

A commitment is something that takes money in the budget and promises it. In AiM, the awarding of a contract creates a commitment (i.e., a budget transaction) of funds on the capital project.

COMPONENT

In AiM, components represent different stages of a capital project and lowest level of tracking work, time, and cost against budgets. Component information rolls up to component groups, and subsequently up to the capital project.

CONSTRUCTION SPECIFICATION INSTITUTE (CSI)

The CSI is an organization that maintains and advances the standardization of construction language as it pertains to building specifications. CSI authored MasterFormat, which is an indexing system for organizing construction data, particularly construction specifications. For many years, MasterFormat consisted of 16 Divisions of construction, such as Masonry, Electrical, Finishes, or Mechanical. In November 2004, MasterFormat was expanded to 50 Divisions, reflecting the growing complexity of the construction industry, as well as the need to incorporate facility life cycle and maintenance information into the building knowledge base. In this way, MasterFormat will eventually help facilitate Building Information Modeling (BIM) to contain project specifications.


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CONSTRUCTION CHANGE DIRECTIVE

One of several forms of modification affecting contracts. A construction change directive is used to authorize and direct work to begin on a change in the contract before the full agreement by the parties to the three essential terms of the contract - scope, price, and time - are reached.

CONSTRUCTION CONTRACT

A construction contract is a written agreement between the owner of a project (client) and a firm of professionals (called construction manager) for planning, design, construction, and commissioning of a construction project.

CONSTRUCTION MANAGER AT RISK (NEW CONSTRUCTION)

In this project delivery method, the contractor is engaged early in the process and heavily involved so that a fixed price contract can be used.

CONSULTANT CONTRACT

The contract between the owner and the architect is referred to as the “agreement." This term is also used for the contract between the architect and its consultants, and the owner and its professional consultants.

CONTENT MANAGEMENT

Content management is the set of processes and technologies that support the collection, managing, and publishing of information in any form or medium. In recent times, this information is typically referred to as content or, to be precise, digital content. Digital content may take the form of text, such as documents, multimedia files, such as audio or video files, or any other file type, which follows a content lifecycle, which requires management.

DESIGN-BUILD (NEW CONSTRUCTION)

A short cut method for organizations that have a preferred vendor or sometimes used in an emergency where you need to quickly engage the contractor in the design process and move forward.


CPPM System

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DESIGN-BID-BUILD (NEW CONSTRUCTION)

The most common new construction type where a building is designed, bid requests are sent out, a contract is awarded, and then the building is built.

DIRECT EXPENSE An expense that directly affects the budget but is not part of a contract.

ENCUMBRANCE This is a claim against funding and is used to keep the funds from being allocated anywhere else.

FUNDING SOURCE

Funding sources come in many forms but are essentially the original source of the money. Funding sources are associated to capital projects and track funds including appropriations, bond authority, general operating funds, contracts, grants, and gifts.

GOVERNMENTAL ACCOUNTING STANDARDS BOARD (GASB) 34

GASB 34 requires that major infrastructure assets acquired or having major additions or improvements in fiscal years beginning after June 15, 1980, is capitalized in financial statements.

ISSUE

An issue is something identified that is or has the potential to create a risk to the project’s scope, budget, and / or schedule. An issue can have a planned cost, which is what the project manager thinks it will, cost (has no impact on the financials), then can have a proposed cost then estimated cost which does affect the anticipated cost on the project. Issues can be associated with meeting minutes, change proposals, and change directives. This is a key part of risk management in the system.

MEETING MINUTES

The Meeting Minutes Screen is a way to record minutes from a meeting, and very importantly, associate issues to meetings for future reference.


CPPM System

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MILESTONES Milestones are key dates in the project schedule. CPPM tracks baseline, estimated, and actual dates for metrics.

PAYMENT APPLICATION

An application for payment is the contractor’s monthly invoice or requisition to the owner. An accompanying form, a continuation sheet, is used to provide detail as is commonly used as a form for the schedule of values (or bid breakdown). This continuation form is typically attached as a related document in AiM.

REQUEST FOR INFORMATION

The RFI procedure is used in the construction industry in cases where it is necessary to confirm the interpretation of a detail, specification, or note on the construction drawings or to secure a documented directive or clarification from the architect or client that is needed to continue work. It is common and accepted practice for a subcontractor or supplier to use an RFI to state his/her concern related to the omission or misapplication of a product, and seek further clarification of the building owner's intended use or the building official acceptance of the specified product. It is also acceptable for the subcontractor to use an RFI to call attention to an inferior product that may not meet the building owner's needs, and use his/her expertise to recommend the better/correct product.

SUBMITTAL

Submittals in construction management are shop drawings, material data, and samples. Product data submittals, samples, and shop drawings are required primarily for the architect and engineer to verify that the correct products will be installed on the project.

VIEWFINDER The ViewFinder opens a list of everything associated to the capital project and hyperlinks to information down to the transaction level.