Draft - This preliminary status is used when drafting the Project scope details.
Request - This status is used when a Project is in the Estimating/Preconstruction/Bidding phase.
Proposal - This status applies once a Proposal for a Project has been submitted to the client.
In Progress - Once a Project is under contract and ongoing, you would set it In Progress.Closed - A Project can be Closed when it has been completed and all the work and billing is complete.
Canceled - When Canceled, a Project is hidden from searches and archived, as it is no longer needed.
1. Draft Status
After a Project is created, it will be in Draft status. This is the first status for a Project, and during this phase you are limited in what you can update and add to the Project. The goal of Draft status phase is to draft and update the basic details of the Project.
While a Project is in Draft status, there are only certain things you can work on inside RedTeam Flex:
Click the Home menu to see the options available while the Project is in Draft status.
These are the things that you can access while working on a Draft Project.
Manage Team Members
Add more users and/or contacts, or Hide existing ones on your Team Members list.
Edit the Scope Details
Edit the information in Step 1 of the project set-up form. You can modify the details you originally provided when creating the project and add additional scope details.
Upload Plans & Specifications
Begin uploading drawings, plans, specifications, and other files for the Project to your Planroom. You can continue to add, edit, arrange, and manage your plans & specifications once you move to Request status (your role must have this permission, contact a system administrator or chat with us for assistance with permissions).
Create Action Items
Start assigning tasks to your team members to get the project up and running in no time.
Correspondence, and Meetings
Track all your correspondence from the very beginning, and create RFIs, emails, meetings and agendas to keep all your communications saved to the project since the preconstruction stage.
When you are ready to begin the bidding/estimating phase of the Project, you can promote from Draft to Request status. Once promoted, more options will become available in your Project Home menu. When you promote the Project from Draft to Request, your Online Planroom becomes active and all Committed plans & specifications you have uploaded will be available. You can preview this Planroom by clicking the Project Home menu and selecting "Online Planroom" at the bottom.
Steps:
Click Draft in the status bar to Promote the Project from Draft to Request when you are ready to begin the estimating/bidding phase of a Project.
Click Promote to commit your Scope and move to Request Status
Once you Promote your project, you will have the option to Build an Estimate, Request Quotes, use Bid Leveling and prepare your Proposal.
You can also promote your project from the Project Setup form, by clicking the Change Status icon next to the status Draft badge.
2. Request Status
Projects that are in the estimating/preconstruction/bidding phase are in Request status.
While a Project is in Request status, the most common processes to manage are:
- Manage Team Members
Add more users and/or contacts, or Hide existing ones on your Team Members list.
- Build Estimate
Identify the cost codes to be used on the project, and enter your own estimate amounts (optional, you can skip this step and begin sending out Requests for Quote).
- Issue Requests for Quote
Sometimes called "invitations to bid" Requests for Quote (RFQs) in RedTeam Flex are sent to your Vendors (subcontractors, material suppliers, etc.) requesting quotes/bid proposals for the work on this Project. The current list of contract specifications, as well as a link to the Online Planroom, are automatically attached to the RFQ.
- Upload and Manage Vendor Quotes
Part of managing your bid log, after you have issued Requests for Quote, is to upload the scanned Quote and price into RedTeam Flex. Later you can compare Vendor Quotes per cost code and select the Best Vendor, which inserts their price into your Estimate.
- Issue Addendums
You can upload revised or clarified plans & specifications, which can supersede any plans & specifications from the original set. Then, you can send this Addendum out to all your bidders for notification. It will also update the Online Planroom automatically.
- Prepare Customer Proposal
Put together your Proposal to the Customer. When linked to your Estimate, it includes a breakdown of the cost codes by division. From the Contract tab where the Proposal is created, you can also create your Schedule of Values, and include attachments like the complete and current set of contract specifications, as well as your list of selected Vendors to be used on the job. A Customer Proposal will show a Draft watermark until the Project is moved to Proposal status.
Other options while you are in Request status include:
- Manage Submittals
- Create Buyout Commitments (subcontracts, POs, etc.)
- Issue RFIs, letters, and emails
- Meeting Minutes
- Progress Reports
Options not available while you are in Request status:
- Billing to the Customer
Steps:
Click the Home menu to see the options available while the Project is in Request status.
Click on the "Request" icon to Promote the Project from Request to Proposal when you are ready to submit your proposal to the Customer.
All plans, specifications, and addendums must be submitted to advance the project. Additionally, the proposed duration for the proposal must be set.
You can also promote your project from the Project Setup form, by clicking the Change Status icon next to the status Request badge.
After promoting your project, you will not be able to edit the estimate, committed proposal, plans, or specs.
3. Proposal Status
Projects with Proposals that have been submitted to the client are in Proposal status. Projects may be in Proposal status while the contract is being drafted and the details negotiated, or while you are waiting to hear back from the client as to whether or not your company was awarded the job.
If you receive a signed contract, the Project will be promoted to In Progress status. If you are not awarded the job, the Project will be Canceled.
While a Project is in Proposal status, the most common processes to manage are:
- Cancel Proposal
Cancels the Project (Canceled Projects can be recovered if needed) and archives the information if the job is not awarded. No estimating/preconstruction/bidding information that was entered will be lost and you can always go back and reference the bids and information. You will able to access the project information as read-only.
- Demote to Request status
In some cases, you may need to alter the details of the Proposal and resubmit it (i.e. while negotiating the details with the client). To make changes to the Proposal, you simply demote the Project back to Request status and update your pricing in the Cost Estimate step, and the Proposal details in the Proposal step.
Then you review the updated Proposal and promote it once again to Proposal status. Every time you promote to Proposal status, RedTeam Flex takes a snapshot of your Proposal and saves it, so you can always go back and see what changed in each version.
Other options while you are in Proposal status include:
- Manage Submittals
- Create Buyout Commitments (subcontracts, POs, etc.)
- Issue RFIs, letters, and emails
- Meeting Minutes
- Progress Reports
Options not available while you are in Proposal status:
- Billing to the Customer
Steps:
Click the Home menu to see the options available while the Project is in Proposal status.
Promote the Project from Proposal to In Progress once you have an executed contract or Cancel the Project if the contract is not awarded.
Click on the Proposal step in the workflow and click Promote to Authorize the work.
You can also promote your project from the Project Setup form, by clicking the Change Status icon next to the status Proposal badge.
After promoting the project, it is now in progress. You will have the billing option available going forward.
4. In Progress Status
Projects that have been awarded and are under contract are in In Progress status. Projects will remain in this status until the job is complete and closeout is done. Then, it is Closed.
While a Project is in In Progress status, the most common processes to manage are:
- Review and Adjust Budget
Go to the Budget tab to see the Project Budget. When a Project is promoted to In Progress, the Budget is populated with numbers from the Estimate. The Estimate numbers in the first column do not change, but you can adjust the numbers in the Budget column to reflect the true working Budget for the Project.
- Upload Executed Contract
When you receive the signed and executed contract with your client, you can upload it along with any other relevant contract documents (permits, notices of commencement, etc.) into RedTeam Flex. These documents are located in the Contract tab.
- Issue Buyout Commitments
In the Buyout process, you can begin issuing the Commitments (subcontracts, POs, etc.) for the Project. Commitments can be generated from the Vendor Quotes you received during the bidding stage (Request status), from the Cost Code Assemblies in your Estimate, or manually from the Buyout tab. This process allows you to "commit" your cost to subs, vendors, and even employees.
- Customer Billing
Once you have a contract with the client and the Project has been promoted to In Progress, you will have the option to bill the Customer by generating an AIA-style application for payment.
- Potential Changes & Change Orders
All potential changes to the scope of the contract will be tracked in RedTeam. These Potential Changes are located in the Contract tab. You can manage the entire process of gathering information and putting together a cost estimate and price for a change. Once accepted, you can include one or more potential changes on an AIA-style change order document.
- Submit Progress Reports
Field management is a key part of the In Progress stage of a Project. Employees can fill out daily reports to track weather, vendors on site, notes, and photos. Progress reports can also be entered on the RedTeam FieldShare mobile app.
Other options while you are in In Progress status include:
- Manage Submittals
- Issue RFIs, letters, and emails
- Meeting Minutes
- Gantt Schedule
- Punch List
Options not available while you are in In Progress status:
- Changing the original Estimate
- Uploading Plans & Specs to the original set (use the Change process to make changes to the Plans & Specs)
Steps:
Click the Home menu to see the options available while the Project is in In Progress status.
Click the In Progress step in the workflow to Promote the Project from In Progress to Closed once the Project is complete.
You can also promote your project from the Project Setup form, by clicking the Change Status icon next to the status In Progress badge.
5. Closed Status
Once your project is completed and all monies collected and paid, the Project can be Closed. It will remain accessible in RedTeam Flex at any time, should the data need to be reviewed or referenced.
Steps:
When your Project's status is Closed, you can only view data. You cannot add or change documents.
If necessary, you have the option to reopen the project to make any modifications.
Click on the Closed step of the workflow and select Reopen.
You can also Reopen your project from the Project Setup form, by clicking the Change Status icon next to the status Closed badge.
6. Canceled Status
Projects are most often Canceled for the following reasons:
The Project was mistakenly created or entered incorrectly
The Project was entered, but will no longer be pursued for a bid
The Project began the process of Preconstruction/Estimating, but for whatever reason will no longer be pursued for a bid
The Project was not awarded
Projects in Draft, Request, or Proposal status can be canceled by clicking the red status and selecting Cancel.
Remember you can also access the CHange status screen from the Project Setup form, by clicking the Change Status icon next to the status badge.
In case of mistakenly canceling a project, you can easily reverse the action. Simply go to the workflow bar and click on Canceled. Alternatively, you can access the Project Setup form and click on the Change Status icon to open the workflow steps. From there, click on "Recover" to restore the project.
