Create Project Profile
- Sue Rocha
- AMT
- Olena Gubych (Unlicensed)
The Project Profile module provides the ability to create, modify, manage, archive and closeout a project. It can be accessed by different individuals at both the Overall and Project level throughout the projects life cycle. Whether or not a user can create or edit a Project Profile depends on their Access Role Management (ARM) permission level. Specifically, only Cost Accountants are granted the ability to create a project profile.
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Project Profile Permissions
The Admin, Editor, and Follower permissions are assigned through the Access Role Management (ARM) module. Project Managers of Record can access the ARM module to change and view templates as needed. To view project role permissions by module, click here.
Features | Admin | Editor | Follower |
|---|---|---|---|
Create Project Profile | Yes | No | No |
View Project Profile | Yes | Yes | Yes |
Configure Settings | Yes | Yes | No |
Create a Project Profile
A new Project Profile may be created in the Preconstruction or Construction phase.
Navigate to the Project List view. Then, click the Create Project button on the Project List view.
2. Enter the required information in the applicable fields in the Create Project popup. Fields with an asterisk * are mandatory.
Project Name: Mandatory editable text field. Ensure there are not any blank spaces when creating the project name.
Prefix: Mandatory Field. Select the applicable prefix from the drop down list.
Project prefix can be configured in the settings.Configuration Area: Predefined mandatory field. Select the applicable area from the drop down list. This section of the configuration area will determine default access to the project and workflow setup.
How is this project integrated?: Mandatory field. Select the applicable radio button.
FMS & Gate Three: The project is available and can be edited in both FMS and Gate Three.
FMS: The project is available and can be edited only in FMS.
Gate Three: The project is available and can be edited only in Gate Three.Is this project for accounting purposes only?: Mandatory field. Select the applicable radio button. Projects where the owner is another EllisDon Company or Joint Venture. Typically used for internally tracking costs or charge out rates.
Select applicable report types for this project: Select the applicable report types which will be required on this project.
Enter the reporting period start and end date for the respective report types.
3. Click Continue to save the project profile as draft and proceed to fill in all the sections with information.
Project Information
This section contains three sub-sections:
General
Project Location
Attachments
General
This sub-section contains general information about the new Project Profile document.
4. Complete all of the applicable fields in the General section. Fields with an asterisk * are mandatory in order to Save the document.
Project Name : Displays the project name entered at the time of project creation. This is a text editable field.
Prefix: Displays the prefix selected during project creation. This is non-editable field.
Number : The project number is assigned by the system. This is non-editable field.
Phase : Predefined list. The phase should be updated at the start of each new construction phase. Select from the drop down list.
Job Types: Mandatory Field. Select one or more options from the drop down list.
Types of Construction: Mandatory field. Select one or more options from the drop down list.
Category: Mandatory field. Select from the predefined drop down list.
Sub-category: Mandatory field. Select one or more options from the predefined drop down list.
Email: Predefined non-editable field. Project inbox can be set up in Communications settings at Project level.
Description: Mandatory field. Editable text field.
Project Location
This sub-section contains the new project location and address details.
The project address gets added to your prime billing, site office information and copied over into a Purchase order.
5. Enter the project location details:
Address: Mandatory editable alphanumeric field.
Country: Mandatory predefined field. Select from the drop down list.
City: Mandatory editable text field.
Province: Mandatory predefined field. Select from the drop down list.
Postal Code: Editable alphanumeric field.
Use Site Office Address: Select the checkbox if the project location will be used as the Site Office location. Otherwise, unselect this checkbox to enter a different Site Office address.
Site Office Address
Enter Site Office Address details if different from the Project Location.
Site Office Address: Mandatory editable alphanumeric field. Note: There is one site office permitted per project and is displayed in the headers and footers of all project documents.
Country: Mandatory predefined field. Select from the drop down list.
City: Mandatory editable text field. Select from the drop down list.
Province: Mandatory predefined field. Select from the drop down list.
Postal Code: Editable alphanumeric field.
Attachments
6. NOCA, Insurance, Bonding and Miscellaneous files are required for the project and can be attached in this section. Attachments will be sent out with Notice of Contract notification.
You have the ability to drag and drop or browse files from your computer to attach the necessary supporting files.
7. Click the Next Selection button to advance through the Project Profile.
Project Executives
This section is interconnected with the Company & Contacts module. You are able to assign the internal and external project staff.
This section contains two sub-sections:
Internal
External
Internal
8. Fill in necessary information throughout the sub-section. Fields with an asterisk * are mandatory.
Role: Predefined mandatory non-editable field.
Name: Mandatory text field. Enter the first few letters of the internal contact’s name. An auto-populated list displays internal contacts pulled in from the Contacts module. Select the applicable contact you would like to associate with the internal role.
Company Name: The internal EllisDon company will pull in based on the internal contact selected in the Name field.
To add more Internal Executives, click Add.
External
9. Fill in necessary information throughout the sub-section. Fields with an asterisk * are mandatory.
You can submit the creation of a project without adding external contacts.
Role: Mandatory predefined field. Select from the drop down list.
Company Name: Mandatory text field. Owner Companies are pulled in from the list of owners in the Companies and Contacts module. Only verified owners can be selected. Non-verified owners /vendors will appear “striked out” with a message indicating that only verified companies can be linked to a project.
Name: Names auto-populate from the contacts module.
To add more External Executives, click Add.
10. Click the Next Section button to advance through the Project Profile. Alternatively, use the Previous Section button to move back to the previous section.
Financials
This section tracks both the Prime Contract information as well as the accounting requirements for the project. Please ensure to update this section when the Prime Contract is awarded, and attach any corresponding documentation. If required, you are able to link projects together, based on their connection through the Prime Contract.
This section contains two sub-sections:
Prime Contract
Accounting Information
Prime Contract
This sub-section contains details pertaining to the prime contract.
11. Fill in necessary information throughout the sections. Fields with an asterisk * are mandatory.
Contract Status: Mandatory predefined field. Select the applicable option from the drop down list.
Pending: Select this option from the drop down list if applicable.
Issued: Select this option from the drop down list if applicable. If the contract status is in an issued state, the Estimated Prime Contract Date field name will change to Prime Contract date.
Executed: Select this option from the drop down list. If the contract status is in an executed state, the Estimated Prime Contract Date field name will change to Prime Contract date and will be required.
Not awarded: Select this option from the drop down list.
Letter of Intent Date: Click on the Calendar icon to select the date the letter of intent was received from the calendar picker.Estimated Prime Contract Date: Click on the Calendar icon to enter the date the contract was submitted from the calendar picker. If the contract status is in executed state, the field name will change from Estimated Prime Contract Date to Prime Contract date and will be required.
Contract Form: Predefined field. Select the applicable option from the drop down list.
Contract Number: Editable numeric field.
Is Prompt Payment applicable?: Mandatory field. Select the applicable radio button.
Original Contract Value: Editable numeric field.
Current Contract Value/Final Contract Value: Automatically integrated from the Preconstruction, Contracts, Budget and Costing modules.
Internal Company: Mandatory predefined field. Select the applicable option from the drop down list.
Internal Company Code: Mandatory predefined field. Automatically filled in when the Internal Company is selected.
Original Bid Profit: Editable numeric field.
Click Add JV Partner (if applicable) to display JV Partner information:
JV Partner: Mandatory predefined field. Select the applicable option from the drop down list.
JV Split: Editable numeric field.
Are there other projects linked to this Prime Contract?: Mandatory field. Select the applicable radio button. Projects should be linked together if they are connected through the same Prime Contract. For example: CCDC 5A Contract Forms require one project for the GC Cost and a second project for the Subcontractor Costs.
Attachments: You have the option to drag and drop or browse files on your computer. Attach files associated with financials section such as the prime contract and Letter of Intent.
Accounting Information
12. Fill in necessary information throughout the sections. Fields with an asterisk * are mandatory.
Region: Mandatory predefined field. Select the applicable option from the drop down list.
Accounting Area: Mandatory predefined field. Select the applicable option from the drop down list.
Accounting Sub-area: Mandatory predefined field. Select the applicable option from the drop down list.
Project Currency: Mandatory predefined field. Select the applicable option from the drop down list.
Payment Terms: Mandatory predefined field. Select the applicable option from the drop down list.
Bill on Date of the Month: Mandatory editable numeric field.
Labour Burden: Mandatory editable numeric field.
Labour Burden Description: Editable text field.
Holdback: Mandatory editable numeric field.
To Date Distribution Flag: Predefined field. Select the applicable option from the drop down list.
Tax Exempt?: Select the applicable radio button.
Declaration Required?: Select the applicable radio button.
13. Click the Next Section button to advance through the Project Profile. Alternatively, use the Previous Section button to move back to the previous section.
Timeline
Enter all known project dates. This timeline should be updated regularly if there are schedule changes to the project.
Schedule
Fill in necessary information throughout the sections.
Estimated Schedule
Contracted Schedule (Contracted Schedule dates are available for Issued and Executed contracts)
Current Schedule
14. Enter the applicable Schedule details for each sub-section:
Start Date: Mandatory field. Click on the Calendar icon to select the applicable date.
Substantial Performance Date: Click on the Calendar icon to select the applicable date.
Total Performance Date: Click on the Calendar icon to select the applicable date.
15. Click the Next Section button to advance through the Project Profile. Alternatively, use the Previous Section button to move back to the previous section.
Optional
The following sections are Optional when creating a Project Profile.
Bid Information
Project Details
Photos
These sections will not be available if it’s an Accounting only project.
Bid Information
16. This section displays the projects detailed bid information and allows you to link the bid documentation for the project, based on the project requirements. You are able to either add a link to an online document source like Google Drive or attach the documents directly.
Fill in necessary information throughout the section.
Is there an RFQ?: Select the applicable radio button.
If the ‘yes’ radio button is selected, you will have an option to link or upload supporting documentation.Link to RFQ Documents: Paste the link to the online document source, if applicable or you have the option to drag and drop and browse files. Attach files associated with the Bid Information.
Is there an RFP?: Select the applicable radio button.
If the ‘yes’ radio button is selected, you will have an option to link or upload supporting documentation.Link to RFP Documents: Editable field. Paste the link to the online document source, if applicable or you have the option to drag and drop and browse files. Attach files associated with the Bid Information.
17. Click the Next Section button to advance through the Project Profile. Alternatively, use the Previous Section button to move back to the previous section.
Maximum file size: 1500mb
Project Details
This section contains three sub-sections:
Sustainability
Project Metrics
BIM
Sustainability
18. This sub-section contains details pertaining to Sustainability. Fill in the necessary information.
Is this a LEED Project?: Select the applicable radio button.
If the ‘yes’ radio button is selected, two additional fields will be displayed.Level of LEED Certification Planned: Select the applicable Certification option from the drop down list.
Level of LEED Certification Achieved: Select the applicable Certification option from the drop down list.
Project Metrics
19. The project metrics will be pre-populated into the IPR document upon creation. Project Metrics can change based on the selected Category in the Project Information section.
Units: Select applicable radio button to configure the type of units that will be used on this project.
Number of Buildings: Editable numeric field.
Area of Site: Editable numeric field.
GFA Total: Editable numeric field.
GFA Below Grade: Editable numeric field.
GFA Above Grade: Editable numeric field.
Historical Facade Retention System: Predefined field.
Number of Below Grade Parking Spaces: Editable numeric field.
Number of Above Grade Parking Spaces: Editable numeric field.
Number of Floors Below Grade: Editable numeric field.
Number of Floors Above Grade: Editable numeric field.
BIM
20. This sub-section contains details pertaining to BIM.
Fill in the necessary information.
Does this project utilize BIM services?: Select the applicable radio button.
The following fields are only available when “Yes” is selected.Link to BIM Folder: Editable alphanumeric field.
Model Builder: Select from the drop down list.
Contact: Predefined field. Contacts are populated from the Company Contacts of the Model Builder.
Model: Upload area. Attach files associated with the BIM Model. The following files can be uploaded - ret. ifc. nwd. zip
Is this model used to coordinate construction: Select the applicable radio button.
The following fields become available when “Yes” is selected.Model Coordinator: Predefined field.
Model Coordinator Contact: Predefined field. Contacts are populated from the Company Contacts of the Model Coordinator.
Model Stage: Predefined field.
Number of Models: Editable numeric field.
BIM Usage: Predefined field. .
21. Click the Next Section button to advance through the Project Profile. Alternatively, use the Previous Section button to move back to the previous section.
Photos
22. The photos uploaded in this section will be the marketing photos for the project.
Upload Photos: drag and drop or browse your computer to upload any photos.
Use the Previous Section button to review any of the previous sections of the project profile.
Submit
23. Click Submit to save and finalize the project profile. The Submit button only becomes available once all the mandatory sections of the project profile has been completed.
The Project Profile status updates to Active.
Once a project is saved and active, a ‘Send Notification’ button will appear for Costing. Hovering over the button will display ‘Issue Initial Notification’ if there was no previous notification on a particular project, otherwise it will display the date and time of the previously sent notification.
Click Send Notification.
A pop-up will appear. Click Send to send out an email notification to the NOC distribution group.
Next Steps: Manage Project Profile