PROJECT MANAGEMENT INFORMATION SYSTEM (PMIS) P U · project management information system (pmis) oracle primavera unifier keith usher, manager of project management office denver

PROJECT MANAGEMENT INFORMATIONSYSTEM (PMIS)ORACLE PRIMAVERA UNIFIER

KEITH USHER, MANAGER OF PROJECT MANAGEMENT OFFICEDENVER INTERNATIONAL AIRPORTOCTOBER 18, 2017

2

• What is Unifier

• Business Processes

• What this means to you

• DEN Provides

• Contractor/ Consultant responsibilities

• Sample

• Screen Shots

• Workflows

• Upcoming Enhancements

AGENDA

3

The best‐in‐class project lifecycle management solution for capital planning,

project delivery, cost control, and facilities and real estate management.

Primavera Unifier provides governance across all project phases, from

planning and building

to operations and

maintenance.

‐ Oracle Website

WHAT IS UNIFIER

Capital Planning

Project Funding

Plan & Schedule

Cost Controls

Manage Resource & Risk

Change Mgmt.

Deliver Projects

Manage & Operate Assets

Initiate Projects

Prioritize Projects

Plan

BuildOperate

4

WHAT IS UNIFIER

VisibilityAutomationIntegration

• Cloud based application

• Manages the flow of information in projects

• Real‐time visibility across multiple projects to help make fast, accurate decisions

• Tracks and manages information

• Automated processes with workflows

5

BUSINESS PROCESSES

Project Level Budget Action Items Lessons Learned

Task Level Contracts/ Task Orders Amendments/Change Orders Invoices/Payment Applications Document Manager Requests for Information (RFI) Contractor Change Request (CCR) Change Notices Change Directives Submittal Register Submittals

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• A seamlessly automated and integrated environment across the project.

• Real‐time visibility

• Tracks and manages information

• Submittals

• Request for Information (RFI’s)

• Contractor Change Request (CCR’s)

• Change Notices

• Chane Directives

• Change Orders

WHAT THIS MEANS TO YOU

7

DEN provides

• Licenses

• Access to Application

• Training

• Maintenance of application

Contractor/Consultant responsible for

• Internet connection

• Attend Training


8

Sample RFI Log


9

Sample RFI


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Sample Workflow


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Sample Workflow


12

Sample Tasks


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UPCOMING ENHANCEMENTS

• On‐Call Contracts• Request for Proposal

• Task Notice for Proposal

• Risk Management

• Notice to Proceed

• Substitution Request

• Substantial Completion

• Final Completion

• Punchlist

• Internal Design Review

• Closeout

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Looking forward to seeing everyone in one of our upcoming training sessions

THANK YOU

Denver Prevailing Wage

Overview Denver’s Prevailing Wage was adopted in 1950 to create a level bidding

field for all contractors. Auditor’s Office has sole authority to enforce Denver’s Prevailing Wage

laws. Prevailing wage covers construction, repair, and maintenance. Prevailing wage applies to projects that are $2000 or more.

Differences between Prevailing Wage and Davis-Bacon Act Prevailing Wage rates change each year on the

contract anniversary date. DBA rates are frozen for the duration of the contract.

Denver Prevailing Wage

Differences between Prevailing Wage and Davis-Bacon Act

DBA uses 4 wage determinations. Denver uses 6:

Heavy with supplemental

Highway with supplemental

Building with supplemental

Davis-Bacon Wages

OHR/CSA

Living Wage

LCPtracker (Implemented in 2005)Expedites the audit process by:

Payrolls are received immediately

Documents are centrally located

Download Document Templates

Upload Documents

Better oversight for prime contractors

Contractor Introduction

Contractor Administrator For Project

Amending Certified Payroll

Review of the “Projects” page (this is seen directly after login)

LCPtracker, Inc. Phone: 714.669.0052 Email: [email protected] Web: Lcptracker.com


Password and eSignature Edit/Reset

Add/Edit Employee

Select ProjectEnter Work/Task Order Number

and Title

Work/Task Order Title Must Match Work Order ID

Amount of Work/Task Order

Status Open; Do Not Close Until Work/Task Order is Complete

Only For Prime Contractors and Administrators

Don’t Forget to Save!

Set-up


Contractor IntroductionAdd/Edit Employee (Set-up)

Any RED asterisk field is required. The system will not save unless information is entered into required fields.

Default Hourly Paid Fringes approved by the City of Denver are entered and maintained here.

A. If an employee/contractor is an owner operator they must check the Owner/Operator box.

B. The I9/e‐verify box is not marked with an asterisk, but is required.


A. B

.


• Verify if contractor already exists in LCPtracker.

• Verify if contractor information is correct (i.e., contact name, phone number, address, etc.).

• Contractors may inform you which company profile to use.


Subcontractor Set-up: Add/Edit Subcontractor


• Company Name (Contractor)• Federal Tax ID Number• Union Status• Contact Name• Contact Phone Number• Contact E‐mail • Company Address


Subcontractor Setup: Add/Edit Subcontractor - Continued

Any RED asterisk field is required. The Federal Tax ID Number should be duplicated in the Contractor License No.

cell. Once all required information is entered you

must click on the SAVE button.


Assign subcontractor to a project


Subcontractor Setup: Add/Edit Subcontractor - Continued

Click on “orange” Add New Assignment button and a new screen will appear.

Select correct company profile.



1. Payroll Records: (Manual Entry)

A. Week End Date should match your company's work week

B. Select the projectC. Select employeeD. Click add classification

E. Select correct wage schedule based on the scope of work for the task order or project (Building, Highway, Heavy, or OHR)

F. Select the appropriate Craft based on the work being performed by the employee

G. More than one classification may be selected for each employee. Click Add Selected

B

C

D

A

E

F

G



1. Payroll Records: (Manual Entry - Continued)

Select the appropriate classification and then click next.

Contractor Introduction1. Payroll Records: (Manual Entry - Continued)

A. The Gross Employee Pay This Project cell contains the calculation of the Base Hourly rate times the Regular Time hours and the Overtime Hourly rate times the OT hours (no fringe benefits in this cell).

B. The Wages Paid in Lieu of Fringes is typically the total cash fringe paid to the employee on their check for this project.

C. Gross Pay All Projects will auto-populate when you enter check information (explained on next screen).

D. The Base Hourly rate of pay is usually the prevailing wage base rate or their normal rate of pay if it’s higher.

E. The Overtime Hourly rate is typically 1.5 times the Base Hourly rate of pay (required when the employee has worked over 40 hours in a week on this project).

F. The Rate in Lieu of Fringe is typically the fringe portion in the prevailing wages if they are paid in cash or any cash hourly difference owed to meet the prevailing wage rate.

ST hours are entered on the Regular Time row and OT is entered on the Overtime at 1.5 row.

Totals Hours All Project Worked is a required cell. This includes all hours worked on and off this projects.

A B.

C.

D E F

Select WO/Task Order if applicable.

Contractor Introduction1. Payroll Records: (Manual Entry - Continued)

A. By clicking on the “Calculate Fringe” button the approved default hourly fringes (entered in the employees personnel record) will auto-populate.

B. Deduction are entered based on amounts from employees check.

C. Deductions such as garnishments, loans, child support, etc. should be lumped together in the “other deductions cell” and explained in the Other Deductions Notes. Your investigator may request support documentation.

D. Check number or direct deposit id number must be entered in the check number cell. If an employee is an Owner Operator type the word “Owner”.

E. Errors on the payroll record will appear under Notices after clicking save.

A

BC

C

D

E

Contractor Introduction3. Certification:

A. Select project from drop-down.

B. Default is set to “Work activity to be reported for this week”.

E. The person certifying the payroll is responsible for the information being reported on the certified payroll.

C. Week end date should mirror the payroll week ending date you are certifying.

D. Payroll Number should be in sequence starting with payroll number 1,2, etc. This is not your internal payroll number.

B

A

C

D

E


• Documents available for download

• Uploading eDocuments

• Viewing eDocuments that have been uploaded


eDocuments:



For Administrators and Contractors: eDocuments > Download Document Templates

eDocuments - Continued:

• Living Wage Posters

• Master Fringe Benefit Spreadsheet

• Owner Performed Work Personally

• Prevailing Wage Posters

• Restitution Spreadsheet



Templates for download

For Administrators and Contractors: eDocuments > Download Document Templates

eDocument - Continued:


Apprentice Certificate


OTHERS:

• Fringe Benefit Spreadsheet/Backup

• Garnishment

• Loan Agreement

• Owner Operator/ Independent Contractor Forms

• Restitution Spreadsheet

• Tool Purchase Agreement

Cancelled Checks

Timecards

Examples of documents for upload:

For Administrators and Contractors: eDocuments > Upload Documents



Reports Available to Contractors:


LCPtracker provides online training modules for administrators and contractors

LCPtracker offers live chat

[email protected]

Coming Soon – Denver Prevailing Wage Training Videos


Resources:

Questions?

Denver Auditor’s Officewww.denvergov.org/auditor

[email protected]


Facebook.com/DenverAuditorO’Brien

TEXTURA OVERVIEW

EMMANUEL HANGAR, CONTRACT SERVICES SUPERVISORDENVER INTERNATIONAL AIRPORTOCTOBER 2017

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• What is Textura

• CCD Requirement

• Project Setup Process

• Invoicing & Payment Process

• Benefits of Textura

• Cost Schedule

• Support

• Q&A

AGENDA

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Textura is a Construction Payment Management (CPM) System.

It provides an electronic means for Owners, General Contractors and

Subcontractors for:

• Submitting payment applications,

• Obtaining approvals & signatures,

• Transporting & storing documents,

• Issuing lien waivers,

• And issuing payment.

WHAT IS TEXTURA?

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• 350 General Contractors / 50,000 Subcontractors

• 3000+ subcontractors in Colorado

• Required by the City & County of Denver – Public Works Department, and the

Department of Aviation

• $60B in Construction Value / 13,000 projects

• $2.5B in payments processed monthly through CPM

CONSTRUCTION INDUSTRY STANDARD

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• Partnerships with Associated General Contractors (AGC‐Colorado), Colorado

Contractors Association, American Subcontractor Association

• Collaboration with all leading ERP and imaging system vendors (CMiC,

Viewpoint, CM‐Primavera, etc.)

• Endorsements from all leading insurance providers

COLORADO COMMUNITY PARTNERSHIPS

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• All City and County of Denver construction and construction‐related design

contracts require the use of Textura. Language in Issue for Bid documents

or Request for Proposal documents will have Textura requirements.

• Subcontractor payments managed within Textura are an input to the

Division of Small Business Opportunity (DSBO)’s system for monitoring

M/WBE | DBE goals compliance.

TEXTURA REQUIREMENT

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CONTR

ACT AW

ARD Execution,

Finalization of Schedule of Values, Notice to Proceed is issued

DEN’S ACT

IONS Task Orders

issued (if On‐Call); Calculate Textura project fee; Send new project setup request to TexturaTEXTURA

’S ACT

IONS Consultation &

Training w/Prime; Schedule of Values upload; Subcontractor setup; Invoice Prime for Textura fee

PRIM

E’S AC

TIONS Payment &

reimbursement of Textura fee. Submittal of progress payments through closeout

PROJECT SETUP PROCESS

Prime Opens a Draw in Textura; invites

subcontractors to submit invoices

Approval of subcontractor invoices by Prime and official submittal of pay‐

app to DEN

DEN’s approval or rejection process

Payment to Prime (currently done outside of

Textura)

Disbursement of ACH payments to subs within Textura; Lien Waiver

release

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PAYMENT APPLICATION PROCESS

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• Standardized approach to monthly

draw process

• Clear visibility into all project data

• Integration to accounting and

project management systems

• Electronic creation and storage of

all draw documents

• Secure payments via ACH

• Centralized tracking of compliance

documents and sub‐tier lien

waivers

• Cloud‐based platform

BENEFITS OF USING TEXTURA

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PRACTICAL CONSIDERATIONSFor General Contractors For Subcontractors

• Bank account and routing

information will need to be

provided upon project setup to

facilitate ACH payments

• All subcontractors and major

suppliers need to bill through

Textura

• For on‐call contracts, each Task is

managed as a separate project in

Textura

• Only Prime contractors will be

paying the Textura fee;

subcontractors do not incur a fee

• Bank account information will

need to be provided to accept

ACH payments (no paper checks)

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Textura fees are billed to Prime Contractors and are reimbursed through the

contract. Subcontractors do not pay a fee.

WHAT DOES TEXTURA COST?

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• Textura Training Sessions

• Initial on site training for project teams

• Subcontractor training webinars 3 days/week

• Continued Support

• 866‐TEXTURA (Monday – Friday, 6am – 7pm MST)

• Textura representative in Denver area every 1‐2 months

• Just‐In‐Time Training for project‐specific relevance

• 1‐on‐1 Trainings with Textura Representatives

TEXTURA TRAINING AND SUPPORT

Textura ‐ Frequently Asked Questions

What is Textura? Textura is the leading provider of on‐demand business collaboration software to the

commercial construction industry. Textura solutions increase efficiency, enable better risk management, and provide improved visibility and control of construction activities for all project participants. Specifically, Textura‐Construction Payment Management (Textura–CPM) eliminates the inefficiencies of the construction payment management process. It replaces the mounds of paper invoices and lien waivers for electronic documents. Each participant involved in the payment process, including Owners, General Contractors and Subcontractors are connected via the internet. What used to take days filling out forms, obtaining signatures, transporting documents and cutting paper checks, now is as simple as few clicks. For more information on Textura as a company, please visit: http://www.texturacorp.com/solutions/cpm.php

Why is Denver and DIA using Textura? The contracting community has been asking Denver to offer a payment and invoicing

system that provides visibility and accountability for everyone. Textura automatically routes the pay application through Denver’s approval workflow, which expedites approval time. Because the application is online, all parties have visibility into their pay application and payment status. In addition, lien waivers are electronically signed and automatically exchanged upon payment, mitigating risk and reducing compliance issues for all parties involved in the project.

Where can I view pricing information for Textura? Information on Textura’s pricing and benefits can be found on Denver’s website:

Textura Information. Prime Contractors will pay a fee based on a percentage of their bid price. Textura will invoice the prime contractor at project start. The fee will cover all project, subscription and usage fees for both the Prime Contractors and Subcontractors. Below is an outline of the fee structure:

PROJECT SIZE FEE (% OF BID)

< $1,000,000 0.22%

$1,000,001 ‐ $5,000,000 0.17%

$5,000,001 ‐ $20,000,000 0.12%

$20,000,001 ‐ $50,000,000 0.10%

$50,000,001 ‐ $100,000,000 0.08%

$100,000,001 ‐ $500,000,000 0.05%

Please Note: Only Prime Contracts will be paying a fee for Denver and DIA job, subcontractors will no longer incur the fee. Additional charges may apply if the Prime Contractor chooses to utilize Textura’s integration capabilities. The fees for integration are separate and can be discussed with the Textura representative responsible for managing your project.

Do I have to give Textura my bank account and routing information? Yes. Denver requires that all payments be processed through Textura via the Automated

Clearing House (ACH). Any Prime Contractor or Subcontractor working with Denver must provide this information in Textura. Textura takes security very seriously, and is in compliance with the highest security standards possible (SOC1). All sensitive information is encrypted once entered into the system. For more information on Textura’s security and privacy policies please contact Textura at 866‐839‐8872, or if you are already a Textura user refer to Textura’s Terms and Conditions.

Why does Textura need my bank account and routing information?

Textura uses bank account and routing information to facilitate payment between the Prime Contractor and Subcontractor. All payments are processed through the Automated Clearing House (ACH) network. Textura will work with the Prime Contractor’s finance team to ensure the account is properly setup for ACH payments. Prime Contractors will initiate payment in Textura once they are ready to pay the subcontractors. Once payment has been initiated, Textura will create an ACH file containing subcontractor payment information and upload the file to the Prime Contractor’s bank website. Once the ACH file is uploaded,

the Prime Contractor will approve the final release of funds. Funds are withdrawn out of the Prime Contractor’s specified account and deposited directly into the Subcontractors’ specified accounts. TEXTURA DOES NOT TOUCH ANY MONEY AT ANY

POINT DURING THE TRANSACTION.

Bank information stored in Textura can also be used to pay Textura fees; however, this option is controlled by each individual contractor when they setup their organization in Textura.

What is the Automated Clearing House network (ACH)? The Automated Clearing House (ACH) is a nationwide, secure electronic funds transfer

(EFT) system that connects U.S. financial institutions. ACH payments are considered more secure than a physical check, and speed up the payment process by days. For more information on the ACH network, please refer to: https://www.nacha.org/Intro2ACH.

Can Denver make partial payments with Textura? Yes. Denver will be able to make partial payments to contractors. The system will also

allow Prime Contractors to remove non‐compliant subs from a draw, so that one sub does not hold up payment to other project participants.

Do all my subcontractors need to bill through Textura?

Yes – all subcontractors must submit and electronically sign their invoice and lien waiver through Textura.

Do my suppliers and second tier subcontractors need to bill through Textura? It is preferred that all major suppliers are on system to expedite payment and collect

electronic lien waivers. Denver does not want to see incidental expenses, such as a load of rock for $400. If a Subcontractor is performing work that will fulfill minority goal, they must be on the system.

Does Textura allow quantity overruns? Yes. The Textura system will allow Prime Contractors to overrun scheduled quantities on

a line item basis as they do today; however, the system will not allow contractors to overrun their total contract value without a change order.

When can I enter a change order into Textura? Prime Contractors are the ones responsible for entering change orders into Textura.

Change orders should be entered into Textura once the Prime Contractor has received the fully executed change order from Denver’s Project Manager.

Can Textura integrate with my accounting system? Textura can integrate with many different accounting and ERP systems. There is an

additional cost to install integration, but it will automate much of the data entry project teams are doing manually today. For more information on how Textura can integrate with your accounting system, please contact Textura at 866‐839‐8872.

Who can I contact at Textura for help? Below are the Denver and DIA support lines – please use these for immediate

assistance. Customer Support tpmsupport‐[email protected] Customer / Subcontractor Support 866‐839‐8872

Additionally, below are the names of the main Textura contacts if further assistance is

necessary. A.J. Spector, 224‐688‐3498 Andrew Hayden, 224‐456‐9739 Lindsey Sherrill, 847‐772‐0539

Legal Notices

City of Denver Textura FAQs

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