www.it-ebooks.info Oracle Primavera Contract Management, Business Intelligence Publisher Edition v14 A one-stop reference to concepts and usability of the core modules of a complex application Stephen D Kelly BIRMINGHAM - MUMBAI www.it-ebooks.info Oracle Primavera Contract Management, Business Intelligence Publisher Edition v14 Copyright © 2012 Packt Publishing All rights reserved No part of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, without the prior written permission of the publisher, except in the case of brief quotations embedded in critical articles or reviews Every effort has been made in the preparation of this book to ensure the accuracy of the information presented However, the information contained in this book is sold without warranty, either express or implied Neither the author, nor Packt Publishing, and its dealers and distributors will be held liable for any damages caused or alleged to be caused directly or indirectly by this book Packt Publishing has endeavored to provide trademark information about all of the companies and products mentioned in this book by the appropriate use of capitals However, Packt Publishing cannot guarantee the accuracy of this information First published: December 2012 Production Reference: 1041212 Published by Packt Publishing Ltd Livery Place 35 Livery Street Birmingham B3 2PB, UK ISBN 978-1-84968-690-7 www.packtpub.com Cover Image by Asher Wishkerman (wishkerman@hotmail.com) www.it-ebooks.info Credits Author Project Coordinator Stephen D Kelly Michelle Quadros Reviewers Proofreader Daniel L Williams Lawrence A Herman Deepak Vohra Indexer Bryan Gardner Hemangini Bari Acquisition Editor Rukhsana Khambatta Lead Technical Editor Graphics Valentina D'silva Aditi Gajjar Unnati Shah Production Coordinator Technical Editors Shantanu Zagade Dipesh Panchal Sharvari Baet Cover Work Shantanu Zagade Copy Editor Alfida Paiva www.it-ebooks.info About the Author Stephen D Kelly graduated from Oregon State University in 1982 with a degree in Construction Engineering Management He got his start with a mid-sized general contractor who was willing to take a chance with this college graduate and they both saw the benefits of a computer system in the contracting world Even though the personal computer had not yet come to the scene, Steve was very interested in how computers could help the construction industry to manage time, cost and improve efficiencies Steve used his knowledge gained at the University and a lot of "onthe-job-training" along with his love for computers to advance in the construction industry He then moved to computerized estimating and building estimating databases to allow estimators to become more efficient and more accurate The problem was that the more accurate the estimator became, the more projects he would lose as he was more accurate and not bound to miss anything After working for many years in the construction industry in various positions and organizations, Steve decided he wanted to work for many companies at once and help them computerize their business in the construction industry At this time, Primavera had already placed itself in the forefront of the computerized scheduling market with its DOS product, Primavera Project Planner (P3) Primavera then bought Expedition and started to market this as a project communication and cost controls tool to accompany their flagship product The rest (as they say) is history Steve has been implementing and training with the Primavera suite since 1985 He has worked around the world in many large organizations to help them understand project controls and how to properly implement and use a tool such as Oracle Primavera Contract Management His company, Pro Management Systems, Inc has built many third-party applications to enhance the abilities of PCM Steve has a passion, and is known for his desire to understand a business before even talking about the various tools available Like he says, "I want to learn how you business and then figure out how to possibly improve those processes and wrap the tools around them." He relates project management to the fireman profession He has given speeches on this comparison saying, "Even if a fire is put out quickly, there is always residual damage to deal with." In other words, it is better to keep the fires from starting at all www.it-ebooks.info He likens that concept to project management and uses the Primavera tools to allow his clients to be proactive rather than reactive He says, "Why not let the computer tell me what information needs my attention, it is much smarter and faster than I ever dreamed." Steve has a wonderful, supportive wife of 30 years, five children, and two grandchildren He lives on a small farm in Oregon where he enjoys time in the out of doors I would like to acknowledge that this book would not be possible if it were not for all the wonderful clients I have had the pleasure to work with over the years University can teach you many things, but book knowledge is not enough in this business It takes many years of learning from your peers There are too many to list but you know who you are from the very beginning working with this "greenhorn" college graduate, up through today Anyone who says he has arrived and knows all about this business is lying There is so much to learn I'd like to thank everyone who has had an influence I cannot leave out my wife Linda and my five children: Dan, John, Kristin, Joe, and David, who have put up with many days, weeks, and months of me travelling around the world while Linda was left home holding down the fort The most important influence in my life journey is the Lord Jesus Christ May He get all the glory of all I www.it-ebooks.info About the Reviewers Daniel L Williams first began working with Primavera in 2001 as part of an integration project with JD Edwards World Since then, he has helped numerous clients integrate Primavera with many other systems, including PeopleSoft, Timberline, and Oracle EBS His work revolves around helping people make best use of Primavera and other software investments Sometimes this involves heavy integration; sometimes it involves customization and automation of business processes Sometimes it simply involves listening to people talk through their business goals and helping them come up with workable solutions Daniel's background includes a Ph.D in Physics from Caltech, many years of programming in C, C++, and C#, and for the past decade leading numerous software development projects oriented around Primavera Dr Williams is the author of Oracle Primavera P6 Version 8: Project and Portfolio Management, Packt Publishing I would like to thank my wife, Heather, for being the cornerstone of our family and allowing me to pursue a career I love Deepak Vohra is a consultant and a principal member of the NuBean.com software company Deepak is a Sun Certified Java Programmer and Web Component Developer, and has worked in the fields of XML, Java programming, and J2EE for over five years Deepak is the co-author of the book Pro XML Development with Java Technology, Apress and was the technical reviewer for the book WebLogic: The Definitive Guide, O'Reilly Media Deepak was also the technical reviewer for the book Ruby Programming for the Absolute Beginner, Course Technology PTR, and the technical editor for the book Prototype and Scriptaculous in Action, Manning Publications Deepak is also the author of the books JDBC 4.0 and Oracle JDeveloper for J2EE Development, Packt Publishing, Processing XML documents with Oracle JDeveloper 11g, Packt Publishing, and EJB 3.0 Database Persistence with Oracle Fusion Middleware 11g, Packt Publishing www.it-ebooks.info Bryan Gardner has more than 15 years of experience in various areas of construction administration, project control, and project management Prior to joining Critical Business Analysis in 2004, he had managed many projects in the commercial and educational segments of construction During that time, Bryan gained significant insight into enterprise management systems and information technology for construction In addition to his years of hands-on experience with Primavera products, in the last eight years, Bryan has consulted for many large and medium size firms for Contract Manager and P6, including clients in the oil and gas, engineering and construction, aviation, manufacturing, and public works sectors Bryan is a certified Trainer and Implementation Consultant for Primavera Contract Management and P6 Bryan is proficient in the use of the Oracle BI Publisher and Sybase InfoMaker report writers in conjunction with Primavera products and trains others to be as well Bryan has presented on Contract Management topics at the Primavera User Conference in 2007 and 2008 as well as the Collaborate conferences in 2011 and 2012 Most recently Bryan has been working with the Project Controls group of a major Canadian oil company, working their business functions and specialized reporting requirements into the Primavera application set Bryan works each day to support the successful implementation and long term use of Contract and Project Management systems, utilizing his real world and consulting experience to provide a sensible and functional solution www.it-ebooks.info www.PacktPub.com Support files, eBooks, discount offers and more You might want to visit www.PacktPub.com for support files and downloads related to your book Did you know that Packt offers eBook versions of every book published, with PDF and ePub files available? 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Find out when new books are published by following @PacktEnterprise on Twitter, or the Packt Enterprise Facebook page www.it-ebooks.info Table of Contents Preface 1 Chapter 1: Welcome to Oracle Primavera Contract Management v14 11 Contracts 12 The contract in simplified terms 12 Oracle Primavera Contract Management in a nutshell 16 Don't be afraid 18 Summary 19 Chapter 2: Information Overload 21 Chapter 3: So Much to Manage 33 Types of project information Where does all this information come from Using a hierarchical structure Storage of information Summary 22 25 27 29 31 Types of information 33 Information sent or received 36 Information sent 36 Information received 36 Module Types 37 Requests 38 Notices 40 Noncompliance Notice 40 Proposals 42 Changes 42 Summary 44 www.it-ebooks.info Chapter 17 The following screenshot is another look at the new Unifier as it was presented at the time [ 179 ] www.it-ebooks.info The New Contract Management Tool The following screenshot seems to be the layout of the Project Delivery modules within Unifier that map similarly to the folders and modules in the current PCM [ 180 ] www.it-ebooks.info Chapter 17 The following screenshot shows the Cost Modules in Unifier that map to similar modules in PCM Much more information is yet to come The information is being released by Oracle as it becomes available There is no information related to the timing other than the "near future." [ 181 ] www.it-ebooks.info The New Contract Management Tool Summary Whether you are using the existing PCM or the new Unifier, managing contracts and the data that a project collects is the ultimate goal Using either of these tools allows you to have one secure location for all your project communication and project costs, which allow you to make timely and accurate decisions These systems allow you to keep as many fires from starting as possible, which means fewer fires to put out during the course of the project "Even if you put a fire out quickly there is still residue that needs cleaning up." To keep up with the latest developments of Primavera Unifier, follow this author's blog at www.promanagementsystems.com/blog [ 182 ] www.it-ebooks.info Index A accessibility 52 accountability, spreadsheet limitations 47 Actual Issued column 86 Actual Received column 86 actuals column, Cost Worksheet about 86 Actuals Issued 86 Actuals Received 86 Actuals Issued column 114 Actuals Received column 114 Adjustment column 85 Amount Billed column 115 Approved Commitment Revisions column 83 Approved Revisions column 83 Approved Variance column 87 B Bid Package 166 Budget category 80 Budget Contract Beyond Final Phase about 105 Cost Worksheet 106 document type 105 to and from 106 Budget Contract Estimated Phase about 94 Cost Worksheet 95 document type 94 to and from 95 Budget Contract Final Phase about 103 Cost Worksheet 103 document type 103 to and from 103 Budget Contract Negotiated Phase about 100 Cost Worksheet 101 document type 101 to and from 101 Budget Contract Quoted Phase Cost Worksheet 99, 100 document type 99 to and from 99 Budget Percent column about 87 C capabilities 54 change following 106 initiating 108, 109 rejecting 110 Change Control Number (CCN) 92 Change Management matrix about 90 Budget Contract Beyond Final Phase 105 Budget Contract Estimated Phase 94 Budget Contract Quoted Phase 99 Commitment Contract Beyond Final Phase 106 Commitment Contract(s) Estimated Phase 95 Commitment Contract(s) Quoted Phase 97 Cost Worksheet 94 example 94 Final Phase 102 Negotiated Phase 100 www.it-ebooks.info Change Management setup screen 90, 91 Change Notice (CN) 94 Change Order (CO) 102, 105 Change Order Request (COR) 99 change process 89 Changes module about 42, 43 General tab 42 CMPlus 135 Commitment Adjustments column 130, 131 Commitment Contract Beyond Final Phase about 106 Cost Worksheet 106 document type 106 to and from 106 Commitment Contract Final Phase about 104 Cost Worksheet 105 document type 104 to and from 105 Commitment Contract Negotiated Phase Cost Worksheet 102 document type 102 to and from 102 Commitment Contract(s) Estimated Phase about 95 Cost Worksheet 96 document type 96 to and from 96 Commitment Contract(s) Quoted Phase about 97 Cost Worksheet 98 document type 97 to and from 97 Commitment Percentage column 87 Committed category 81 communication about 33 information received 36 information sent 36 output 35 Completed and Stored to Date column 115 configuration 54 Constructware 52 Contract Numbers 166 Contractor Notice to Proceed (CNTP) 104 contracts about 12 concept 13 incentive contracts 15 lump sum fixed price contract 15 many types of cost plus contracts 15 retainer contracts 15 simplified example 12 simplified example, expanding 13, 14 unit price contract 15 contracts column, Cost Worksheet about 82 Adjustment column 85 Approved Commitment Revisions column 83 Approved Revisions column 83 Estimated Revisions column 85 Original column 83 Original Commitment column 83 Pending Revisions column 84 Projected column 85 Revised column 84 contractual relationship 16, 62 Control Center, PCM 18, 19 Correspondence Received module using 36 Cost Accounts 78 cost breakdown 67 Cost Breakdown Structure (CBS) 67 Cost Code Definitions screen 79 Cost Codes 78 cost hierarchy 67, 68 cost information updating 165 Cost Modules, Skire Unifier 181 Cost Settings, Payment Certificates module 120 Cost Worksheet about 77 actual column 86 Actuals Issued column 114 Actuals Received column 114 Amount Billed column 115 categories 80 columns 80 Completed and Stored to Date column 115 [ 184 ] www.it-ebooks.info contracts column 82 Cost Accounts 78 Cost Codes 78 drilling down to detail 87 miscellaneous columns 87 NOT COSTED Cost Code 78 payments modules 114 populating 80 Procurement column 86 Variance 87 Cost Worksheet module 62 crystal ball reading 127 Custom category 81 customization 55 import 135 one by one adding 135 third-party import tools 135, 136 Drawing Set 163 dunning letters 59 E Estimated Revisions column 85 exception report 58 F D Daily Report module 151, 156, 163 data elements about 34 types 34 deliverables 16 dictionary information about 166 Bid Package 166 Contract Numbers 166 Specification Sections 166 Submittal Activities 166 Vendor and company information 166 distribution matrix 26 Document Controller 26 document flow 26 document modules 168 Document Setup function 23 document types Change Management 84 Change Orders 84 Proposals 84 Drawing modules 133 drawings adding, to project 134 distributing 138-140 managing 136 revising 136-138 drawings, adding to project about 134 factors, project management and control tool about 51 accessibility 52 capabilities 54 configuration 54 customization 55 integration 53, 54 output 55 security 53 Final Phase Budget Contract Final Phase 103 Commitment Contract Final Phase 104 forecasting 128 forms 56 G Group by specification section 144 Group by vendor section 144, 146 H hierarchical structure incorporating, in information 27 local office 28 Project manager (personnel) 28 Project type 28 Region or location 28 using 27 hierarchies monetary hierarchy 66 project hierarchy 66 high-level implementation plan 170, 171 [ 185 ] www.it-ebooks.info I iDrive 26 incentive contracts 15 information about 21 applying, to organization 168 hierarchical structure, using 27 resources 25, 26 storage 29 types 22-24 information management system 29 information received 36, 37 information sent 36 integration 53 invoices 125 Invoices section 117 Issues module 107 issues, RFIs 152 L Letters module 59 line items, Payment Requisition about 122 Add Blank Row 122 Add Header 122 Add Lump Sum 122 Add Subtotal 122 Add Unit Price 122 Link to P6 schedule 148 login screen, Skire Unifier 178 lump sum fixed price contract 15 Noncompliance Notice module 40 Notices module 40 Proposals module 42 Request module 38 monetary aspect about 62 documents 62 monetary hierarchy 66 money modules 168 multiple reviewers assigning, to submittals 143 N Negotiated Change Order Request (NCOR) 101 Negotiated Phase about 100 Budget Contract Negotiated Phase 100 Commitment Contract Negotiated Phase 102 Negotiated Quote (QTE) 102 Noncompliance Notice module about 40 Corrective Action tab 41 Description tab 40 NOT COSTED Cost Code 78 Notices module about 40 General tab 40 Notice to Proceed (NTP) 103 O M many types of cost plus contracts 15 Materials Delivery 164 Meeting Minute module 151-155 mentoring process 173 miscellaneous columns, Cost Worksheet about 87 Budget Percent 87 Commitment Percentage 87 Planned to Commit 87 module types about 37 Changes module 42 PCM about 11 connecting, to P6 162 contracts 15 Control Center 18, 19 Cost Worksheet 77 Document Setup function 23 hierarchy 63 hierarchical structures 28 implementing 167, 168 information, storing 29, 30 in nutshell 16 module types 37 monetary aspect 62, 63 [ 186 ] www.it-ebooks.info out-of-the-box modules 16 perspectives 63 spreadsheet 45 thirty-thousand foot view 61, 62 Trends module 129, 130 PCM implementation about 169 change 169 high-level implementation plan 170, 171 mentoring process 173 training 171, 172 PCM-P6 connection about 159 cost information, updating 165 daily reports 161 dictionary information 166 information, scheduling 163 modules 160 payment requisitions 161 submittals 161 Oracle Primavera Contract Management See  PCM Original column 83 Original Commitment column 83 Original Variance column 87 out-of-the-box modules, PCM folder structure 16, 17 output 55 P P6 connecting, to PCM 159 Pay Items about 122 adding 122 adjusting 122 Payment Certificates module cost options 117 Cost Settings 120 Project Settings 118, 119 setting up 117 Payment Requisition module 117 Payment Requisitions and invoices differences 116 Payment Requisition template Contract Summary tab 121 creating 120, 121 line items 122 Schedule of Values tab 121 payments processing 123, 124 Pending Revisions column 84 Pending Variance column 87 perspective, PCM 63 Planned to Commit column 87 Primavera Capital Planning 177 Primavera Cost Controls 177 Primavera Facility Management 177 Primavera Project Delivery Management 177 Primavera Real Estate Management 177 Procurement, Cost Worksheet 86 programmer-wannabes 47 project perspectives 64 Project Delivery modules, Skire Unifier 180 Projected column 85 Projected Variance column 87 project hierarchy 64, 66 Project Settings, Payment Certificates module 118 Proposals module about 42 General tab 42 Punch List module 151, 157 Punch Lists 164 Q Quote (QTE) 97 R reports 57, 58 Request for Information (RFI) module about 151, 152 issues 152 Request For Proposal (RFP) 96 Request For Quotation (RFQ) 96 Request module about 39 Answer tab 39 Question tab 38 [ 187 ] www.it-ebooks.info resources, information resources, informationabout 25 Retainage 119 retainer contracts 15 review cycle 143 Revised column 84 S Sample Distribution Matrix 26 security 53 Server file storage 30 SharePoint, storage 30 silo 48, 71 silo approach about 71 limitations 72-74 siloed approach 48 simplified example, contracts about 12, 13 expanding 13 Skire 175 Skire Unifier about 176 Contracts and Scheduling 178 Cost Modules 181 features 176 history 175 login screen 178 original login screen 177 Primavera Capital Planning 177 Primavera Cost Controls 177 Primavera Facility Management 177 Primavera Project Delivery Management 177 Primavera Real Estate Management 177 Project Delivery modules 180 Sledge hammer approach 147 Specification Sections 166 spreadsheet about 45, 46 advantages 46 creating 47 limitations 47 siloed approach 48 usage 45, 46 spreadsheet creators 47 standard request document 39 storage, PCM Server file storage 30 SharePoint 30 Universal content management 30 Submittal about 164 Ball In Court fields 149 managing 148 Submittal Activities 166 submittal management about 142, 143 multiple reviewers, assigning 143 submittal overview 141 submittal packages about 144 Group by specification section 144 Group by vendor 144 submittal progress dates definitions 148, 149 submittal register about 143 creating 145 submittal packages 144 submittal setup 144 submittal setup 144 system approach 74 T tansmittals 150 thirty-thousand foot view, PCM 61, 62 training process 171 Trends module 129, 130 types information 22 types, data elements examples 34 types of changes about 110 back charge to contractor 110 Budget and Commitment 110 Missing scope from your original estimate 110 Time and material change 110 types of forms or output about 35 [ 188 ] www.it-ebooks.info V Change Order 35 contracts 35 Memo 35 Notice of Noncompliance 35 Purchase Orders 35 Request for Information 35 Request for Proposal 35 Requisition for Payment 35 types, of output dunning letters 59 forms 56 letters 59 reports 57, 58 Variance columns, Cost Worksheet about 87 Approved Variance 87 Original Variance 87 Pending Variance 87 Projected Variance 87 vendor and company information 166 U Unifier See Skire Unifier unit price contract 15 Universal content management, storage 30 [ 189 ] www.it-ebooks.info www.it-ebooks.info Thank you for buying Oracle Primavera Contract Management, Business Intelligence Publisher Edition v14 About Packt Publishing Packt, pronounced 'packed', published its first book "Mastering phpMyAdmin for Effective MySQL Management" in April 2004 and subsequently continued to specialize in publishing highly focused books on specific technologies and solutions Our books and publications share the experiences of your fellow IT professionals in adapting and customizing today's systems, applications, and frameworks Our solution based books give you the knowledge and power to customize the software and technologies you're using to get the job done Packt books are more specific and less general than the IT books you have seen in the past Our unique business model allows us to bring you more focused information, giving you more of what you need to know, and less of what you don't Packt is a modern, yet unique publishing company, which focuses on producing 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Contents Preface 1 Chapter 1: Welcome to Oracle Primavera Contract Management v14 11 Contracts 12 The contract in simplified terms 12 Oracle Primavera Contract Management in a nutshell 16 Don't be... to address it [ 10 ] www.it-ebooks.info Welcome to Oracle Primavera Contract Management v14 Oracle Primavera Contract Management is one of Primavera' s suite of tools for managing projects It... research groups [ 15 ] www.it-ebooks.info Welcome to Oracle Primavera Contract Management v14 Oracle Primavera Contract Management in a nutshell The contractual relationship is the center of the universe