While RedTeam Flex offers the ability to set up Projects and manage the entire process from bid to closeout, users also have the option to skip the Preconstruction (bidding) and Proposal (submitting Proposal to Customer) processes and move a brand new Project in Draft status to In Progress status, bypassing the Request and Proposal statuses.
This option is useful for entering Projects that are already under contract. Whether the bidding was done outside of RedTeam Flex or simply happened before your company began using RedTeam Flex, you can use this option to skip forward and dive right in to using features for an In Progress Project.
This article shows the steps to set up a Project that is already under contract and ongoing, without the Preconstruction and Proposal process.
1. Create an Awarded Project (Create a Project that Skips the Preconstruction and Proposal Process)
The first step in the process is to create the Project in your RedTeam Flex database by following the instructions below.
Steps:
From the Projects menu, click the New (+) icon
Fill in the required fields: Customer, Facility, Contact, Project Name, Manage, and Work Location
Check the box "Skip Preconstruction and Proposal Process"
Select the Type of Proposal for the Project: Fixed Price, T&M, or Construction Management
You will be able to change these options later if necessary
Click "Save"
2. Add Plans and Specifications to a Project
Plans and Specifications can be uploaded to a project while the project is in "Draft" or "Request" status by using the steps below. During the status of "In Progress", plans and specifications can only be added through Contract Change Orders. Please see the article on creating change orders for more information on how to add plans and specifications once the project is "In Progress".
Alternately, you can also demote the project to "Draft" or "Request" status to add the files and then promote the project back to the correct status. Keep in mind that demoting the project from "In Progress" will cause the at-risk amounts in the budget to reset. It is advised to upload the files through Change Orders if you are concerned about losing the at-risk budget values.
Please note that RedTeam Flex does not support splitting and renaming spec books for projects. At this time we will only split and rename actual plans. RedTeam Flex supports 250MB File uploads for both Plans and Specifications.
Steps:
From the Project's Home menu, select "Plans & Specifications"
Click the New (+) icon and select "Add Plans & Specs"
Select an Author (architect, engineer, etc.) by typing part or all of the company name and clicking the search icon or hitting Enter on your keyboard
(Optional) Add any internal Notes about the file(s) that your Team can see when logged in to RedTeam
(Optional) Enter a Version for the files using numbers or letters (i.e. "Bid Set" or "0")
Select the Date and a Type for the file(s) (the "Type" dropdown can be customized in the Configuration menu)
Click "Add Files" or drag and drop files from your computer into either the "Split Pages" or "Don't Split" boxes
Click "Start Upload"
Review any fields that may have been left blank above (such as Version) and click "Save"
Once files have been processed(note all PDF files will use OCR to rename), click "Review" to review and confirm the Plans and Specifications.
When reviewing, you may change the Name and Number by clicking the top(Name)and bottom(Number)boxes by using the tools found on the page.
If the plans have similar layouts of where the name and numbers are you can select “Apply to all”. If not you may just select "Apply".
You can also revise Author, Description, Version, Type, Discipline, and Date on this screen.
3. Promote a Project from Draft to In Progress Status (Skip Preconstruction and Proposal Process)
Please Note: the instructions in this Wiki only apply if you have created a Project with the setting "Skip Preconstruction and Proposal Process" and will not work if this option has not been selected in the Scope tab of the Project.
Once your Project has been created and you have uploaded the current set of Plans & Specifications, you can promote the Project from Draft to In Progress Status.
Steps:
To confirm that the Project has the option to "Skip Preconstruction and Proposal Process" turned on, go to the Scope tab and Edit
Click on "Draft" in the status bar at the top of the page, then click "Promote"
4. Enter the Project Contract Amount (Skip Preconstruction and Proposal Process)
Please note: this steps in this wiki are only for Projects that were set up to skip the Preconstruction and Proposal process, a setting for the Project that is found in the Scope tab and was selected upon creating the Project. For Projects that do not skip the Preconstruction and Proposal process, the Contract Amount comes from the Estimate tab, or is entered manually in the Contract tab after unlinking the Project from the Estimate.
Once a Project has been created with the setting "Skip Preconstruction and Proposal Process" turned on, the Plans and Specifications have been uploaded and Committed, and the Project has been promoted to In Progress status, the next step is to enter in the Contract Amount.
Follow the steps below to enter the Contract Amount for the Project.
Steps:
From the Projects menu, click and open the Project
Click the Scope tab
Verify that the Project is set up to Skip the Preconstruction and Proposal Process
Click "Edit"
In the "Contract Amount" field, enter the amount (no dollar sign or commas) of your contract
Click "Save"
The Contract Value will appear in the Scope tab and the Contract tab
5. Adjust Project Budget
Budget control is arguably the most important factor in any project. Any impacts or changes to the Budget must be factored into the overall projection of the job. Keeping and monitoring the Budget saves you money and a lot of hassle in the long run. The Budget tab in the Projects section of RedTeam Flex gives you tools to help you easily maintain and monitor your project Budget.
Once your Project is "In Progress" you may find that you need to make adjustments to the Budget to move money around to other cost codes or categories, or even to add additional cost codes that were not included in the original Estimate.
The adjustment itself can take place as either a standard adjustment, or an adjustment to your project’s Baseline. The Baseline method is accessed from the grey plus button, while the standard adjustment is accessed by clicking on the cost code’s budget amount you wish to adjust.
When adjusting the Baseline, you will be taken to a different view of the budget, and can simply click into the desired budget’s line and update accordingly. You can only change the Baseline amount, not the adjustment section of the screen.
When making a standard adjustment, you can first confirm the cost code, scope, and cost category of this change. You will also be given the choice between increasing/decreasing the line by the entered amount, or changing the budget to the entered amount. A note will be required for any change, as well as the optional ability to tie this to an open issue
You will need permissions to be able to adjust the Budget. If you do not have the option to adjust, please contact your System Administrator or RedTeam Support.
Admins: to add the permission for a user, go to the Configuration menu > Roles & Permissions > click the tools icon for the Role > Open > search for: UpdateBudget
Steps:
FOR STANDARD ADJUSTMENTS
From the Project's Home menu, click "Budget"
Select the Budget line you would like to adjust, and click into it.
You can choose to either "Increase or Decrease" budget to, or "Adjust Budget to This Amount".
Be sure to save your work.
Or
FOR BASELINE ADJUSTMENT
From the Project's Home menu, click "Budget"
Navigate to the "+" button in the Budget, and select "Mass Update Baseline Budget".
You can then adjust the Baseline as needed by clicking into the respective column.
Be sure to hit the "Enter" key to save your work.
6. Add Cost Codes to Budget
When using the option to Skip the Preconstruction and Proposal Processes you have the option to add Cost Codes to the Budget once the Project is "In Progress."
Steps:
Click on the New (+) icon and select Add Cost Code from the dropdown
Select one or more Cost Codes from the list
Click "Save"