Manage Project Profile
- Olena Gubych (Unlicensed)
- Sue Rocha
The Project Profile module can be managed in different ways by a user with the appropriate Access Role Management (ARM) permission level. Existing Project Profile documents may be modified during any phase of the project. |
|---|
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 |
|---|---|---|---|
Edit User Access on Project | Yes | Yes | No |
View Project Profile | Yes | Yes | Yes |
Configure Settings | Yes | Yes | No |
Modify a Project Profile
An existing Project Profile may be modified during any phase of the project. The Project Profile module may be managed and configured by an authorized user with the proper Access Control Level.
Navigate to Project List section in Gate Three
Click on the Project you would like to configure
3. From the Project Profile page, click Edit to make any modifications to the project
The Edit function consists of the following sections:
Project Settings
Project Information
Project Executives
Financials
Timeline
Bid Information
Project Details
Photos
For more information on each section, click here.
Project Settings
4. Click on the Setting gear to configure Project Reports.
5. The new Project Settings screen will appear.
Select the applicable report types for the project and enter the reporting period Start Date and End Date. Click Continue.
Note: fields that are grayed out cannot be modified
Project Information
This section allows you to update the general information about the project. Fields that are grayed out cannot be changed or updated.
This section contains three sub-sections:
General
Project Location
Attachments
General
6. This sub-section contains general information about the Project Profile document. All fields in this sub-section can be updated as needed, with the exception of the grayed out fields.
6a. Click Next Section to work through the different sections of the Project Profile if applicable.
The Category and Sub-category will impact the Project Metrics. If changing the category, ensure the Project Metrics reflect the category change.
Project Location
7. This sub-section contains the project location and address details. Fields in this section can be updated as required.
Attachments
8. Add, delete or download any attachments relevant to the project.
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.
Project Executives
This section is interconnected with the Company & Contacts module.
This section contains two sub-sections:
Internal
External
Internal
This sub-section is populated by the costing department at the Project Creation stage based on the NOCA document. This is a list of the people that are added in the project profile and also all the internal contacts associated to your project.
External
This sub-section is populated by the costing department at the Project Creation stage based on the NOCA document. This section contains the Executives and External team members on the project such as owner contacts.
Financials
This section tracks both the Prime Contract information as well as the accounting requirements for the project. 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
9. All the fields in this section can be edited with the exceptions of the greyed out fields, such as: Current Contract Value and Final Contract Value.
Attachments: Attach files associated with the financials section such as the prime contract and Letter of Intent.
Original Contract Value can be modified by a user with the appropriate Access Role Management (ARM).
Accounting Information
10. This sub-section is populated by the costing department at the Project Creation stage based on the NOCA document. All the fields in this section are editable with the exception of Project currency.
Timeline
11. Update any project dates as needed. This timeline should be updated regularly if there are schedule changes to the project. Greyed out fields cannot be modified.
Project Details
The following sections are optional:
All fields in Optional sections can be updated or modified. For more information on Optional section, please visit Create Project Profile page.
Bid Information - This section allows you to upload an RFP & RFQ document and/or a Google Drive link.
Project Details - This section includes the following sub-section:
Sustainability - Set to yes if it’s a LEED project
Project Metrics - Enter metrics specific to the project. The Category and Sub-category will impact the Project Metrics. If changing the category, ensure the Project Metrics reflect the category change. The project metrics will be pre-populated into the IPR document
BIM - A BIM model can be uploaded - ret. ifc. nwd. zip.
Photos - This section allows a project team to upload marketing photos for the project.
Note: The maximum file size is 1500mb
12. Once all the required changes are entered, click Save.
Once a project is saved and active, a ‘Send Notification’ button will be activated for Cost Accountants only. 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.
The NOCA along with other attachments in the Project Information section will be sent to the users in the NOC Award group. Note: Maximum transfer file size is 25mb. If the maximum file size exceeds 25mb, an email will not be sent.
Below is an example of a Notice of Contract notification.
15. To view more information about the project, click on the link provided in the email notification.
Cost Accountants, Project Managers, and Superintendents should ensure the final and fully executed copy of the Prime Contract including associated schedules and any subsequent amendments thereto (for clarity meaning mutually agreed changes to legal terms and conditions vetted by the Legal Department and not each Change Order) are attached to the Project Profile. This ensures these key documents are readily available whenever required by team members or other corporate support teams at EllisDon such as Insurance, Legal and Finance.
As the Prime Contract must be executed before issuing subcontracts, project teams should ensure they attach this when able. However, remember that when sharing with outside parties (including subcontractors, suppliers, consultants etc.) a redacted copy of the Prime Contract (removing any financials or sensitive information) must be used.
The file size limit of attachments is 1500mb. Files can be zipped if the file is too large.
The Category and Sub-category will impact the Project Metrics. If changing the category, ensure the Project Metrics reflect the category change. The project metrics is integrated with the IPR and will be pre-populated into the IPR document.
