Functional Overview

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List of Additional Modules

Noncompliance Notices Insurance Custom Reports Daily Reports Meeting Minutes Safety

Noncompliance Notices, Insurance, Daily Reports

Feature
Noncompliance Notices log
Non-Compliance Notice

Benefit
The Noncompliance Notices log window lists every noncompliance document. These types of change notices inform project participants of deviations from the contract specifications.
Inform a contractor of a non-compliance , and e-mail it to contacts in a distribution list.

Ball-in-Court (BIC)
Alerts Insurance

Keep track of who is responsible for what.

Create alerts to see all overdue Non-Compliance Notices. Record information about the insurance policies for all project participants. Use this module to keep track of the policies you carry for your company, and those of the companies that work for you. Enter the history of project events and progress, including a description of physical conditions, a summary of the work accomplished at the job site, lists of resources used and delivered, a log of visitors to the site, and a report of any problems encountered that day.

Daily Reports

Meeting Minutes
Feature Benefit The Meeting Minutes Log contains a brief summary of every meeting documented for this project. Quickly understand the details for a meeting, easily add a new meeting or generate the agenda for the next meeting. Contract Manager automates the task of listing a meetings business items, starting with the previous meetings agenda so you don't overlook anything. As items are resolved, Contract Manager automatically crosses them off the list. Create BIC for the entire meeting, as well as for individual items discussed at the meeting. Set priority level for each business item so team members can concentrate on the most critical tasks.

Meeting Minutes Log

Meeting Minutes

Ball-in-Court (BIC) Priority

Alerts

Notify users of any business items from the latest meeting that are due. Values in the alert indicate the number of days to the due date.

Workspace

Viewing items in the Alerts

Workspace

Viewing items in the Actions

Workspace
Viewing items in the users Inbox.

Workspace
RFI Status for all / individual projects

Workspace

Issues for all / individual projects

Workspace

Submittal Status for all / individual projects

Workspace

Custom reports & documents

NONCOMPLIANCE NOTICES
(NCN)

NCNs

Click on Noncompliance Notices

NCNs Contd

Select the Layout you want to see on this page

NCNs

To create a new document click on the Add Document button.

NCNs Contd

To: Select the person whom the NCNs is being send to. Generally it is addressed to RE to answer. From: Select the name of the Reviewer who is sending the NCN. Number: It is a sequential number. Try to start the number by 00001. Date : Select the date it is entered from. Title : Write down the title.

NCN Information

Ball in Court: Select the person from list who the ball in court belong too. Status: Select the status of the NCN. Any NCN initiated in Contract Manager would have New as status. Priority: Select the priority type from the list.

NCN Information

Reason for Noncompliance Notice: Select the reason from the dropdown. Description: NCN Description should go in there. Signed by: Type in the name who is generating the NCN Date: Type in the Date when the NCN is generated Required Date: Type in the date when the NCN should be answered by.

NCN Information

Reason for NCN

Administrative Customer Request Correction Deficiency Errors and Omissions Field Conditions Planned Unforeseen Conditions

NCN Information

Deposition: NCN Deposition should go in there. Date: Type in the Date when the NCN is generated Signed by: Type in the name who is generating the NCN Required Date: Type in the date when the NCN should be answered by. Cost: Enter the cost to correct it.

NCN Information

Issuing Agent: Type in the name of the person generating the NCN
Contractor: Type in the name of the Contractors PM who the NCN is issued Report Number: Type in the report number. Applicable Dwgs and Specs: Type in the Drawings and spec number the NCN is applicable. Proposed Corrective Action: Enter the detailed proposed corrective action. Proposed Action Accepted by RE: Click the box if the action is accepted by RE. Should be done by RE Proposed Action Accepted by IA: .Click the box if the action is accepted by IA. Should be done by IA. Corrective Action Verified: Type in detail corrective action to verify with proposed. EOR Approval (if needed): If EOR approval is needed, type in the name of the EOR approving it.

Attachments

Attach a PDF file or URL of NCN

Click on the button to add Attach file. A new screen would open up Attachment: On the browse button click and select the submittal you want to attach to this NCN Subject: Put down the title of the NCN Press Save and close and save the attachment. You could add multiple attachments in the same NCN If there is a URL you could click on the button called Attach URL and do the same thing as the Attach file and add the URL into the system.

Email

Select Email-Form from the dropdown list to forward the document via email.

Email Contd

Name can be selected and comments can also be included.

Advance Print

Select Advance Print from the drop down list or click the Print Preview button to preview the document

Preview NCN

Select the desired form or report Click on Preview to view the form or report. Click the E-Mail button to send the document.

INSURANCE

INSURANCE

Click on Insurance

INSURANCE

To create a new document click on the Add Document button.

Select Insured Contact

Insured: Select the Contractor who the insurance is being filled for. Policy Type: Select the policy type from the list Policy No: Enter the Policy no from the insurer. Insurance Provider: Type in the name of the insurance provider for this policy Contact Person: Select the contact person from the list Effective Date: Enter the date when the insurance is effective from. Expiration Date: enter the date when the insurance is expiring for. This is a must field to get automatic alert from system if the insurance is getting expired. Policy Limit: The limit of insurance for this policy

Insurance Information

Remarks: Type in Remarks for the Insurance Policy Ball in Court: Select the person from list who the ball in court belong too. Status: Select the status of the Insurance. Any Insurance initiated in Contract Manager would have New as status. Priority: Select the priority type from the list.

Attachment

Click on the button to add Attach file. A new screen would open up Attachment: On the browse button click and select the submittal you want to attach to this insurance policy. Subject: Put down the title of the Insurance. Press Save and close and save the attachment. You could add multiple attachments in the same insurance If there is a URL you could click on the button called Attach URL and do the same thing as the Attach file and add the URL into the system.

Advance Print

Select Advance Print from the drop down list or click the Print Preview button to preview the document

Preview Insurance

Select the desired form or report Click on Preview to view the form or report. Click the E-Mail button to send the document.

Insurance Alerts

Viewing items in the Alerts for Insurance Expiration

CUSTOM REPORTS

Control Center

Custom Reports

To preview a Custom report , select Edit to get the list.

Custom Reports Dunning Letters

DAILY REPORTS

Daily Reports

Select: Project Logs folder Daily Reports folder

Creating Daily Reports

To create a new document click on the Add Document button.

Daily Reports Contd

Insert: Contractor Work activity Equipment Field force Visitors.

Adding Field Force

Add: Field force Amount of personnel Amount of hours

Adding Visitors

Add: Time Name Remarks

Adding Materials

Also all the materials deliveries can be added for record.

Adding Details

Weather details can also be included per period and/or shift worked.

Daily Report Sample

MEETING MINUTES

Meeting Minutes

Select: Project communication folder Meeting Minutes folder

Creating Meeting Minutes

To create a new document click on the Add Document button.

Creating Meeting Minutes Contd

Insert: Date Time Location Coordinator

Adding Business Items

Add all the necessary business items to minutes.

Adding Attendees

Add all the meeting attendees

Emailing Minutes

Select Email-Form from the dropdown list to forward the document via email.

Print Minutes

Select Advance Print from the drop down list or click the Print Preview button to preview the document

Print & Preview

A new menu will pop-up Select the desired form The form can then be preview before printing it.

Meeting Minutes Sample

SAFETY

SAFETY

Click on Safety

SAFETY

To create a new document click on the Add Document button.

Select Violation Type

The Type information can be chosen by clicking Select.

Fill Safety Form

Fill out Employee Information who got Injured / Ill during an accident

Fill Safety Form

Fill out Incident Details about the accident

Fill Safety Form

Fill out Injury/Illness Details about the accident

Safety Information

Attach Fields allows to Attach any Safety Report from other party.

Advance Print

Select Advance Print from the drop down list or click the Print Preview button to preview the document

Preview OSHA Form 301

Select the desired form or report Click on Preview to view the form or report. Click the E-Mail button to send the document.

If you have any questions feel free to contact:

Dee Dee Kaur, Manager 2 Gateway Center, 11th Floor 973-792-3647 dkaur@panynj.gov

Roza Kiperman, Supervisor 2 Gateway Center, 11th Floor 973-792-3926 rokiperman@panynj.gov