User Manualhimachalservices.nic.in/hpridc/ePMS_User Manual.pdf · User Manual Submitted by: Backend...

User Manual

Submitted by:

Backend Bangalore Pvt Ltd

One Backend Way, 587 KPC Layout, Kasavanahalli, Bangalore – 560 035

Tel/Fax: +91 80 28439031

Tel: +91 80 32911189

www.backend.co.in

Primary contact: Gautam Hegde

[email protected]

Secondary contact: Koushik Hore

[email protected]

© 2008 Backend Bangalore Pvt Ltd

The contents of this document are the proprietary information of Backend Bangalore Pvt. Ltd. and may not be copied, distributed or reverse engineered without prior written permission from Backend Bangalore Pvt Ltd.

User Manual Version 1.0

Company Confidential of 46 © 2008 Backend Bangalore Pvt Ltd

CONTRACT ADMINISTRATION 4

CONTRACT DOCUMENTS 7

CORRESPONDENCE 9

BILLING 13

VARIATION ORDER 22

CLAIMS 25

ENCUMBRANCES 28

DESIGN ISSUES 33

COMPLIANCES 37

COMPLAINTS 39

ASSIGN COMPLAINTS 41

INSTRUCTIONS 43

ASSIGN INSTRUCTIONS 45



CONTRACT ADMINISTRATION

The Contract Administration Function contains Contract Documents, Correspondence, Billing, Variation Order, Claims, Encumbrance, Design Issue, Compliance, Complaints, Assign Complaints, Instructions and Assign Instructions Icons.

Navigation Path: To open the Contract Administration screen from Home Page select the Project, then select Project Menu and then select Contract Administration tab.

Contract Administration Function contains Contract Documents, Correspondence, Billing, Variation Orders, Claims, Encumbrances, Design Issues, Compliance, Complaints, Assign Complaints, Instructions and Assign instructions. Icons.

Elements Description

The Authorised User can create and maintain a repository of documents through the Contract Documents Icon.

The Authorised User can track the Incoming and Outgoing Correspondence through the correspondence icon.



The Authorised User can Prepare, Edit and Delete bills through the Billing icon.

The Authorised User can define Variation Orders (VO) through the Variation Order icon.

The Authorised User can request or accept the Requested Claim through the Claims icon.

The Authorised User can enter Encumbrance details through the Encumbrance icon.

The Authorised User can enter Design Issues through the Design Issue Icon.

The Authorised User can enter Traffic, Environmental and Safety Compliance details through the compliances icon.

The Authorised User can View the list of Complaints and he can process the Complaint to the next level through the complaints icon.

The Authorised User can View all the Registered Complaints and Assign the Complaints to other Users

The Authorised user can process the registered instructions through the Instructions icon



The Authorised User can View all the Registered Instructions and Assign the Instruction to other Users



CONTRACT DOCUMENTS

The Authorised User can create and maintain a repository of documents through the Contract Documents Icon.

Navigation Path: To open the Contract Documents screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Contract Documents icon.

To add a new Document:

Click on the 'Add New Document' button.

Browse the location of Document.

Enter the Document Number, Document title, Description, Clients Document Number and Rev Number.

Select the Release Date from the Calendar, Enter the Remarks and click on Submit button.

Select Date from Calendar

Click here to Add New Document



To Edit/Delete Document:

In the new screen click on 'Edit' button.

Modify the document details and click on 'Update' button.

To delete a document click on 'Delete' button.

To search for a document enter Document Number or title or document description and click on 'Search' button.

Click here to edit

Click here to update



CORRESPONDENCE

The Authorised User can track the Incoming and Outgoing Correspondence through the correspondence icon.

Navigation Path: To open the Correspondence screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Correspondence icon.

To Add a New Correspondence:

Click on the 'Incoming' Tab for Incoming Correspondence or 'Outgoing' Tab for Outgoing Correspondence.

Click on the 'New Correspondence' button.

Enter Correspondence Number, From, To, CC, Reference, Subject and Contents.

Select the Folder and Mode from respective dropdowns.

If a file has to be attached click on Browse to locate the file.

Click on 'Save' to save the correspondence.

Click to view all Outgoing

Correspondence.

Click here to Add New

Correspondence



To View the Correspondence:

Click on the Correspondence Number from the list of Correspondences to view details of the Correspondence.

Folder dropdown gives all Folders

added.

Mode dropdown shows the different

ways of sending Correspondence Click here

to save

Click here to view details of

Correspondence



To view attached files in a Correspondence click on the file

name in the details page.

To delete the correspondence, click on the correspondence number and then click on 'Delete' button.

To Add a Folder:

Click here to view Attached

File in Correspondence

Click here to Add Edit or Delete a

Folder



Click on "Manage Folder" button.

Enter the Folder Name.

Click on Add.

To Edit a Folder click on the Edit icon and Change the Folder Name.

To Delete a Folder Click on the Delete Icon next to the corresponding Folder

To Move a Correspondence to a different Folder :

Select the Correspondence by clicking on the checkbox.

Select the Folder from the dropdown

Click on the "Move" button.

Click here to edit

Click here to delete

Click here to add

Select a Folder from dropdown

Click here to move

Check here to select the

Correspondence



BILLING

The Authorised User can Prepare, Edit and Delete bills through the Billing icon.

Navigation Path: To open the Billing screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Billing icon.

This screen lists all Bills for the selected Milestone To Prepare New Bill:

Click on the "Prepare Bill" button.

Enter Date-of-Bill, Description, Heading1, Heading2 and Milestone.

Click on 'Submit' button.

Click on the Bill to view the details

Milestone dropdown gives the list of all the Milestones set for the

Project.

Click here to prepare a New

Bill

Click here to submit



User can Add-New bill, Modify existing bill and can delete the Bill, which is not finalized.

To Edit Bill the User has to:

Click on 'Edit' button in Bill details page.

Click here to view Bill

details

Click here to edit



Modify Date of Bill, Description, Heading1, Heading2 and click on 'Update' button.

To finalize click on Finalize button.

To Delete the User has to click on 'Delete' button in the Bill details page.

To Add Advance deductions:

Click on 'Advance Deductions' button.

Select Advance Type and then enter Amount and comments.

Click on 'Save' button.


Click here to finalize



Click here to save

Click here to go back to the

Previous Page

Click here to add Advance Deduction

Click here to add Tax Deduction

Click here to add Other Additions Deductions



To come back to the Bill Details page click on "Back" button.

To Add Tax Deductions:

Click on 'Tax Deductions' button.

Select Tax Type, enter Amount and Comments.

Click on 'Add' button.

To Add other Additions/Deductions:

Click on 'Other Additions/Deductions' button.

Enter Description, Amount and Remarks.

Click on save icon.

Click here to add Click here

to deduct

Click here to go back to the

Previous Page



Click here to save

Click here to save



To Receive Payments for bill:

Click on 'Payments Received' button

Click on 'New Payment' link in the new screen.

Click here to Add New Payment

Click here to view list of

RFI’s

Click here to receive

Payments for bill

Click here to generate the

report



Enter REF no, Cheque no, Date, Bank Name, Branch Name and Amount.


Click on the report button in the bill details page to view report.

To view the List of RFI s billed:

Click on the "RFI" button in Bill details page.

In order to delete an RFI select the RFI by clicking on the checkbox and then click on delete.




Click here to delete

Click to select



VARIATION ORDER

The Authorised User can define Variation Orders (VO) through the Variation Order icon.

Navigation Path: To open the Variation Order screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Variation Order icon

To Add New Variation Order (V0):

Click on the "Add New Variation Order" button.

Enter Variation Order number, Claim No/Letter/Meeting Ref, Subject and Description.

Select Date of preparation, date issued and reference date.

If there are any Correspondences related to the Variation Order then check them from the list of Correspondences.

Click on 'Submit' button. A new screen will appear to add item details.

Click on the variation order number to see the details of VO and its items. Items can be added, edited and deleted here.

To view correspondences linked to a VO click on the corresponding link 'View' from the list of Variation orders

Click here to add New Variation

Order

Click here to view the

correspondence



To add Excess quantity in existing item of BOQ the user has to:

Select BOQ section and BOQ item from the respective dropdowns.

This gives the list of all BOQ

Sections assigned for the Project

This gives the list of all BOQ items assigned for the

Project.


Choose Date from Date dropdown

Click here to submit Click to select the

correspondence



Enter additional quantity, new rate and remarks

Click on 'Submit' button. To add a new item which does not exist in BOQ the user has to:

Select BOQ Section, enter item number, description, unit, quantity, rate and remarks


To edit items in variation order click on the edit icon corresponding to the item, modify the details and click on the 'Save' icon.

To delete items in a variation order click on the delete icon corresponding to the item to be deleted.

To Approve the Variation Order click on the variation order no

and then click on the Approve button.

Click here to approve



CLAIMS

The Authorised User can request or accept the Requested Claim through the Claims icon.

Navigation Path: To open the Claims screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Claims icon.

To define Claims, the User has to:

Click on 'Add New Claims' to add new claims

Enter the details like Claim No, Description, Milestone, Claim Date and Claim

Select all the Correspondence which are related to this Claim by checking them.

Save the entry by clicking ' SUBMIT ' button.

Click here to add New Claims

Click here to view attached

correspondence



Click on Claim No to view and Accept claims. To Accept the claim the user has to:

This gives the list of milestones set

for the project

Select the Date from the Date dropdown.

Click here to select the

Correspondence





Click on claim no and then 'UPDATE' button.

Enter the details like accepted claim in days and remarks.

Click on the Approve button.

To delete Pending claim click on Delete button

To view Claims Correspondence click on the View link in the claim list page.

Click here to approve



ENCUMBRANCES

The Authorised User can enter Encumbrance details through the Encumbrance icon.

Navigation Path: To open the Encumbrances screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Encumbrances icon

Select Type of Encumbrance from

dropdown

Select Milestone from Milestone

dropdown

Select Chainage from Chainage of area code dropdown

Select Area code from Area Code

dropdown

Select the type of view required Click here to

create New Encumbrance



To create New Encumbrance:

Click on the "Create New Encumbrance" button.

Select Milestone, Area code, chainage and type of encumbrance from respective dropdown.

Enter description and quantum

Click on 'Submit' button to save.




Click on the right arrow button under the details column corresponding to the encumbrance to be view its details.

To Edit an encumbrance:

Click on the right arrow of the corresponding encumbrance.

Click on 'Edit' button to edit the details of the encumbrance.

Click on Right Arrow

to view details

Click here to edit

Click here to release



In the next screen that follows after clicking the edit button, modify the appropriate details and click on 'Update' button to save the changes made.

In order to delete an encumbrance click on the delete button.

To Release an Encumbrance:

Click on the right arrow of the corresponding encumbrance.

Click on the "Release" button.

Enter the release quantum, release date and click on the 'Submit' button to release the encumbrance.




DESIGN ISSUES

The Authorised User can enter Design Issues through the Design Issue Icon.

Navigation Path: To open the Design Issues screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Design Issues icon

To create New Design Issue:

Click on the "Create New Design Issue" button.

Select Milestone, Area code, chainage and type of design issue from the respective dropdown.

Enter Description and Quantum.

Click on 'Submit' button to save.

Click here to create New

Design Issue



To view details of a design issue:

Click on the right arrow button under the details column corresponding to the design issue to be viewed.


Click on Right Arrow to view details of

Design Issue



To Edit Design Issue:

Click on the 'Edit' button.

In the next screen that follows, modify the appropriate details and click on "Submit” button to save the changes made.

Click here to edit




To Release a design issue:

Click on the 'Release' button.

Enter the release quantum and click on the 'Submit' button to release the design issue.




COMPLIANCES

The Authorised User can enter Traffic, Environmental and Safety Compliance details through the compliances icon.

Navigation Path: To open the Compliances screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Compliances icon.

To enter Traffic Compliance details:

Click on the 'TRAFFIC' tab. (By default the page opens in this mode)

Select area code from the dropdown list and choose month and year for which traffic safety compliance details are being entered.

Click on the edit icon from the list of traffic safety compliance details.

Enter data in the columns 'Required as per guidelines/Specifications' and 'Actual provided at site as per specifications'.

Choose rating from the dropdown list.

Click on the 'save' icon.

Click on TRAFFIC tab to enter Compliance

details for Traffic

This dropdown gives the list of area codes.

Choose Month from Month dropdown.

Click here to edit



To enter Environmental Compliance details, click on the 'ENVIRONMENT' tab and follow the same procedure as traffic compliance.

Prerequisite of the module: Type master

Select Ratings from rating dropdown

Ratings are divided according to

Percentage Scale

Click here to save



COMPLAINTS

The Authorised User can View the list of Complaints and he can process the Complaint to the next level.

Navigation Path: To open the Complaints screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Complaints icon

To Process a complaint, the user has to:

Select Project, Section, Job Code, Type, Milestone, chainage from respective drop down list

Click on Right Arrow shown at right side of complaint details.

Change the status of complaint to either Registered, Assigned, Transferred, Completed, Acknowledged, Under Process or closed. Enter the note and Select a user from user drop down list who has taken action against this complaint.

Save the entry by clicking 'SUBMIT' button.

Click on Right Arrow to Process

a Complaint



The Action by dropdown gives the list of all Employees specifying the person

responsible to have taken action




ASSIGN COMPLAINTS

The Authorised User can View all the Registered Complaints and Assign the Complaints to other Users.

Navigation Path: To open the Assign Complaints screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Assign Complaints icon.

This screen lists all the Registered Complaints, which are not assigned to any one

To Process a complaint, the user has to:

Select Project, Section, Job Code, Type, Milestone, chainage from respective drop down list

Click on Right Arrow shown at right side of complaint details

Change the status of complaint to either Registered, Assigned, Transferred, Completed, Acknowledged, Under Process or closed

Enter the note and Select a user from user drop down list who has to take action against this complaint


Click on Right Arrow to Process

a Complaint



The Action by dropdown gives the list of all

Employees specifying the person responsible to

have taken action




INSTRUCTIONS

The Authorised user can process the registered instructions through the Instructions icon.

Navigation Path: To open the Instructions screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Instructions icon.

To change status of instruction:

Select Project, Section, Job Code, Type, Milestone, chainage from respective drop downs

Click on Right Arrow shown at right side of the page.

Change the status of instruction to either Registered, Assigned, Transferred, Completed, Acknowledged, Under Process or closed. Enter the note and Select a user from Action by drop down list who has taken action against this instruction.

Save the entry by clicking 'SUBMIT' button

Click to change status of instruction




Click here to select instruction



ASSIGN INSTRUCTIONS

The Authorised User can View all the Registered Instructions and Assign the Instruction to other Users.

Navigation Path: To open the Assign Instructions screen from Home Page select the Project, then select Project Menu then select Contract Administration tab and then select Assign Instructions icon.

This screen lists all the Registered Instructions, which are not assigned to any one.

To Process an Instruction, the user has to:

Select Project, Section, Job Code, Type, Milestone, chainage from respective drop down list.

Click on Right Arrow shown at right side of complaint details.

Change the status of Instruction to either Registered, Assigned, Transferred, Completed, Acknowledged, Under Process or closed.

Enter the note and Select a user from user drop down list who has to take action against this Instruction.


Click on Right Arrow to process

an Instruction



The Action by dropdown gives the list of all

Employees specifying the person responsible to

have taken action


User Manualhimachalservices.nic.in/hpridc/ePMS_User Manual.pdf · User Manual Submitted by: Backend...

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