Subcontract Management

Introduction

Objective:

establish a basic work flow demonstration of subcontract management.

Step-by-step How To:

1. Generate a Subcontract:

To generate a new subcontract, go to PM Subcontracts, then select the project you want to add the new subcontract to. In Viewpoint, the key F4 is widely used to pop open a window to select from a list of available items.

pm subcontracts - select project

Then initiate a new subcontract line, typically you can keep the subcontract number in the format of (project number).(cost code).(if any multi phase/component). Then select the trade company.

pm subcontracts - initiate a new line

Once a new line is initiated, go to the "Info" tab, and fill in all the required information. The working of the "Scope of Work" field will depend on the template your are using, best to check a subcontract your peer has done.

PM Subcontracts - fill in the info

Once the above steps are completed, check under the "Distribution", typically the contact would be auto picked once you select the company. In case it is not, manually select it.
Then put in the Subcontract items with the $$ value. If line items progress during project and progress claim needs to be tracked separately, put those items on separate line items.

PM Subcontracts - input subcontract line items

If a subcontract was generated by mistake, you can delete the subcontract AS LONG AS it has not been INTERFACED, OR BILLED. If a subcontract need to be voided after interface, you can issue a revision with the exact negative value to set the total contract to $ 0.

PM Subcontracts - Delete subcontract

2. Approve the Subcontract and Interface:

Once your subcontract is ready to be sent out, you will need to approve the subcontract line so it can be interfaced to accounting modules to further process for billing. Once interface is completed, the subcontract can no longer be deleted.

pm subcontracts - approve

Once item is approved, you can interface, opening up the interface module will pull in all items that is ready for interface.

PM Subcontracts - Interface

3. Generate a Subcontract Revision:

This section might be related to Project Change Management.

When there is a change to subcontractor's scope of work, we will need to issue a subcontract revision. This can be done through "PM Subcontract Change Order" module. Once the module is loaded up. you can generate a new revision. Select the subcontract you want to generate revision on by pressing F4 .

PM Subcontracts - Generate New Revision

Once the line item is generated, you can start putting in the change to the scope of work. Similarly, if you intent to track progress separately, input items as a new SLitem.

PM Subcontracts - input revision items

4. Approve the Revision and Interface:

Once the revision is ready, you can approve and interface, similarly to the Subcontract Generation.