web client users manual

Web Client User Manual

Prolog Converge Version 7.82.0

February 1, 2010

Prolog Converge® Web Client User Manual ii

Introduction

Welcome to Prolog Converge!® This user‘s guide will help you navigate and understand the

features of Prolog Converge®. But first, the basics…

Prolog Converge® allows you to access and manage your Prolog Manager® portfolio(s) from the

web. To help you manage your data, Prolog Converge® features the following four modules:

Portfolio

The Portfolio Area is the default Area you are presented with upon logging in. Here you will be

presented with a list of available Projects from which you can choose to work with.

Project

The Project module is a project management module is used to manage data entry and

collaboration for the selected project. Here you can create and update Prolog® forms such as Daily

Details, Punch Lists, Tasks, Drawing Packages, Drawings & Specs, RFIs, and many more.

Insight

The Insight module gives you access to business intelligence and analytical tools for monitoring,

analyzing, and maintaining program and project data. Whether you‘re responsible for a single

project or a program of projects, Insight provides you with access to the project data required to

make informed business decisions.

Reports

The Reports module provides a central project reporting repository for all your reporting needs.

Using this module you can access your Prolog Manager® reports and run them against your Prolog

Manager® Portfolio(s) and Project(s).

Prolog Converge® Web Client User Manual iii

Table of Contents

1 Overview of Prolog Converge® .................................................................................. 1 1.1 The Navigation Toolbar ........................................................................................ 2 1.2 Views and the Data Presentation Area ................................................................. 2 1.3 Printing from the Browser ................................................................................... 4

1.3.1 Printing the Contents of the Browser .................................................................. 4 1.3.2 Adjusting the Page Setup .................................................................................. 4

2 Working with Projects ............................................................................................... 6 2.1 Security Access .................................................................................................... 6 2.2 Selecting a Project ............................................................................................... 6 2.3 Project Summary ................................................................................................. 7 2.4 Project Documents ............................................................................................... 7

2.4.1 Folder Options ................................................................................................. 8 2.4.2 File Options ..................................................................................................... 8

2.5 Working with Records ........................................................................................ 11 3 Working with Insight ............................................................................................... 15

3.1 Navigating in Insight ......................................................................................... 15 3.1.1 Viewing Data ................................................................................................. 15 3.1.2 Filter Data ..................................................................................................... 16 3.1.3 Exporting Data ............................................................................................... 17

4 Working with Reports .............................................................................................. 18 4.1 Running Reports ................................................................................................ 18

4.1.1 Toolbar Options ............................................................................................. 18 4.1.2 Report Output Formats ................................................................................... 18 4.1.3 Report Sample Screenshot: ............................................................................. 19

5 Working with Forms ................................................................................................ 20 5.1 Addendum Setup................................................................................................ 20

5.1.1 Header Information ........................................................................................ 20 5.1.2 General Tab ................................................................................................... 21 5.1.3 Bid Packages Tab ........................................................................................... 21 5.1.4 Attachments .................................................................................................. 22

5.2 Bid Package ....................................................................................................... 22 5.2.1 Header Information ........................................................................................ 23 5.2.2 General Info Tab ............................................................................................ 23 5.2.3 Details Tab .................................................................................................... 24 5.2.4 Buyout Items ................................................................................................. 25 5.2.5 Inclusions Tab ............................................................................................... 25 5.2.6 Exclusions Tab ............................................................................................... 26 5.2.7 Alternates Tab ............................................................................................... 26 5.2.8 Contract Attachments ..................................................................................... 26 5.2.9 Drawings & Specs Tab .................................................................................... 27 5.2.10 Addenda Tab ................................................................................................. 27 5.2.11 Special Pricing Tab ......................................................................................... 28 5.2.12 Selected Bidders ............................................................................................ 28 5.2.13 Notices Log ................................................................................................... 29 5.2.14 Attachments Tab ............................................................................................ 29

5.3 Buyout Groups ................................................................................................... 29 5.3.1 Header Information ........................................................................................ 30 5.3.2 General ......................................................................................................... 30 5.3.3 Buyout Items ................................................................................................. 30 5.3.4 Attachments .................................................................................................. 31

5.4 Buyout Items ..................................................................................................... 31 5.4.1 Header Information ........................................................................................ 32

Prolog Converge® Web Client User Manual iv

5.4.2 Details .......................................................................................................... 32 5.4.3 Scheduled Link .............................................................................................. 33 5.4.4 Attachments .................................................................................................. 34

5.5 Change Order Requests ..................................................................................... 34 5.5.1 Header Information ........................................................................................ 35 5.5.2 General Tab ................................................................................................... 35 5.5.3 Linked PCO’s ................................................................................................. 36 5.5.4 Attachments .................................................................................................. 37

5.6 Closeout Log ...................................................................................................... 38 5.6.1 Header Information ........................................................................................ 38 5.6.2 General Tab ................................................................................................... 39 5.6.3 Attachments Tab ............................................................................................ 40

5.7 Contract Attachments ........................................................................................ 40 5.7.1 Header Information ........................................................................................ 41 5.7.2 General ......................................................................................................... 41 5.7.3 Bid Packages ................................................................................................. 42 5.7.4 Contracts ...................................................................................................... 43 5.7.5 Attachments .................................................................................................. 44

5.8 Contract Invoices ............................................................................................... 45 5.8.1 Header Information ........................................................................................ 45 5.8.2 Detailed Items ............................................................................................... 45 5.8.3 Financial Summary ......................................................................................... 46 5.8.4 Other Information .......................................................................................... 47 5.8.5 Attachments .................................................................................................. 48

5.9 Conversation Log ............................................................................................... 49 5.9.1 Header Information ........................................................................................ 49 5.9.2 General ......................................................................................................... 49 5.9.3 Attachments .................................................................................................. 50

5.10 Daily Details ....................................................................................................... 50 5.10.1 Header Information ........................................................................................ 51 5.10.2 General Tab ................................................................................................... 51 5.10.3 Attachments Tab ............................................................................................ 52

5.11 Daily Field Report .............................................................................................. 54 5.11.1 Header Information ........................................................................................ 54 5.11.2 Daily Details Tab ............................................................................................ 54 5.11.3 Daily Work Tab .............................................................................................. 55

5.12 Daily Work Journal ............................................................................................. 60 5.12.1 Header Information ........................................................................................ 60 5.12.2 Work Description/Schedule Tab ........................................................................ 60 5.12.3 Manpower/Labor Tab ...................................................................................... 61 5.12.4 Equipment Tab .............................................................................................. 62 5.12.5 Attachments Tab ............................................................................................ 62

5.13 Drawings & Specs .............................................................................................. 64 5.13.1 Header Information ........................................................................................ 65 5.13.2 General Tab ................................................................................................... 65 5.13.3 Actual Documents Tab .................................................................................... 66 5.13.4 Linking Files to an Actual Document ................................................................. 67 5.13.5 Attachments Tab ............................................................................................ 69

5.14 Drawings & Specs – Multiple Input Form ........................................................... 71 5.14.1 General Tab ................................................................................................... 71

5.15 Drawing Packages ............................................................................................. 74 5.15.1 Header Information ........................................................................................ 74 5.15.2 General Tab ................................................................................................... 75 5.15.3 Collaboration Tab ........................................................................................... 76 5.15.4 Drawings & Specs Tab .................................................................................... 77

Prolog Converge® Web Client User Manual v

5.15.5 Attachments Tab ............................................................................................ 78 5.16 Events ................................................................................................................ 80

5.16.1 Header Information ........................................................................................ 80 5.16.2 General Tab ................................................................................................... 81 5.16.3 Attachments Tab ............................................................................................ 81

5.17 Field Work Directive........................................................................................... 83 5.17.1 Header Information ........................................................................................ 84 5.17.2 General Tab ................................................................................................... 84 5.17.3 Attachments Tab ............................................................................................ 85

5.18 Hotlist ................................................................................................................ 85 5.18.1 Header Information ........................................................................................ 86 5.18.2 General Tab ................................................................................................... 87 5.18.3 Resolution Tab ............................................................................................... 88 5.18.4 Attachments Tab ............................................................................................ 89

5.19 Inspections & Tests ........................................................................................... 91 5.19.1 Header Information ........................................................................................ 91 5.19.2 General Tab ................................................................................................... 92 5.19.3 Detailed Information Tab ................................................................................. 92 5.19.4 Checklist Tab ................................................................................................. 93 5.19.5 Attachments Tab ............................................................................................ 94

5.20 Issues ................................................................................................................ 94 5.20.1 Header Information ........................................................................................ 95 5.20.2 General Information ....................................................................................... 95 5.20.3 Items Tab ..................................................................................................... 96 5.20.4 Attachments Tab ............................................................................................ 97

5.21 Material Inventory ............................................................................................. 97 5.21.1 Header Information ........................................................................................ 97 5.21.2 General Information ....................................................................................... 98 5.21.3 PO Items Tab................................................................................................. 99 5.21.4 Delivery ........................................................................................................ 99 5.21.5 Installation .................................................................................................. 100 5.21.6 Attachments Tab .......................................................................................... 100

5.22 Meeting Minutes .............................................................................................. 100 5.22.1 Header Information ...................................................................................... 101 5.22.2 Meeting Items ............................................................................................. 101 5.22.3 Other Details Tab ......................................................................................... 102 5.22.4 Attendees Tab ............................................................................................. 103 5.22.5 Courtesy Copies Tab ..................................................................................... 104 5.22.6 Attachments Tab .......................................................................................... 104

5.23 Notices To Comply ........................................................................................... 107 5.23.1 Header Information ...................................................................................... 107 5.23.2 General Tab ................................................................................................. 108 5.23.3 Attachments Tab .......................................................................................... 108

5.24 Potential Change Orders .................................................................................. 109 5.24.1 Header Information ...................................................................................... 109 5.24.2 General Info Tab .......................................................................................... 110 5.24.3 Detailed Items Tab ....................................................................................... 110 5.24.4 Attachments Tab .......................................................................................... 111

5.25 Punch List ........................................................................................................ 111 5.25.1 General Info Tab .......................................................................................... 111 5.25.2 Attachments Tab .......................................................................................... 113

5.26 Punch List - Multiple Input Form ...................................................................... 115 5.26.1 General Info Tab .......................................................................................... 115

5.27 Requests for Information ................................................................................. 118 5.27.1 Header Information ...................................................................................... 118

Prolog Converge® Web Client User Manual vi

5.27.2 General Info Tab .......................................................................................... 119 5.27.3 Notes Tab ................................................................................................... 120 5.27.4 Contract Drawings Tab .................................................................................. 120 5.27.5 Collaboration Tab ......................................................................................... 121 5.27.6 Impact Tab .................................................................................................. 122 5.27.7 Courtesy Copies Tab ..................................................................................... 123 5.27.8 Attachments Tab .......................................................................................... 124

5.28 Safety Notice ................................................................................................... 126 5.28.1 Header Information ...................................................................................... 126 5.28.2 General Tab ................................................................................................. 126 5.28.3 Detailed Information Tab ............................................................................... 127 5.28.4 Attachments Tab .......................................................................................... 128

5.29 Submittal Packages ......................................................................................... 128 5.29.1 Header Information ...................................................................................... 129 5.29.2 General Tab ................................................................................................. 130 5.29.3 Package Items Tab ....................................................................................... 131 5.29.4 Package Reviewers Tab ................................................................................. 132 5.29.5 Attachments Tab .......................................................................................... 133

5.30 Submittal Register ........................................................................................... 135 5.30.1 Header Information ...................................................................................... 136 5.30.2 General Tab ................................................................................................. 136 5.30.3 Attachments Tab .......................................................................................... 137

5.31 Submittal Transmittal ...................................................................................... 139 5.31.1 Header Information ...................................................................................... 140 5.31.2 General Tab ................................................................................................. 140 5.31.3 Detailed Items Tab ....................................................................................... 141 5.31.4 Courtesy Copies Tab ..................................................................................... 141 5.31.5 Attachments Tab .......................................................................................... 142

5.32 Task ................................................................................................................. 142 5.32.1 Header Information ...................................................................................... 143 5.32.2 General Tab ................................................................................................. 143 5.32.3 Attachments Tab .......................................................................................... 144

5.33 Transmittals ..................................................................................................... 146 5.33.1 Header Information ...................................................................................... 147 5.33.2 General Tab ................................................................................................. 147 5.33.3 Detailed Items Tab ....................................................................................... 148 5.33.4 Courtesy Copies Tab ..................................................................................... 149 5.33.5 Acknowledgement ........................................................................................ 149 5.33.6 Attachments Tab .......................................................................................... 150

5.34 Contacting Support .......................................................................................... 151

Prolog Converge® Web Client User Manual 1

1 Overview of Prolog Converge®

When you first launch Prolog Converge®, you will be presented with the log in page, shown in

Image A. Enter your Prolog Manager® user credentials in the login and password fields and select

Login.

Image A

After successfully logging in you will be redirected to the Portfolio Area shown in Image B:

Image B

The user interface of Prolog Converge® is made up of several sections, as shown in the above

screenshot and described below:


1.1 The Navigation Toolbar

The Navigation Toolbar is the orange bar located in the center of the banner. The main purpose of

this toolbar is to allow you to navigate between ―areas‖ of Prolog Converge®. Areas are the

different modules of Prolog Converge®, as described in the introduction.

The area that you are currently working in is highlighted with black, bold text. You can navigate to

another Area by simply selecting the area that you would like to view. You can also log out by

selecting the [Logout] button, which will return you to the log in page. The following Areas may be

available to you, based on your security rights:

A) Portfolio: The Portfolio Area is the default Area you are presented with upon logging in.

Here you will be presented with a list of available Projects from which you can choose to

work with. For more information on this Area, please see ―Selecting a Project‖ in Section

2.2.

B) Project: The Project Area is where you create, edit, and read Prolog Manager® records for

the selected Project. When working with data in this area you will be presented with a form

view, similar to the forms found in the Prolog Manager® application. For more information

on this Area, please see ―Working with Projects‖ in Section 2.

Note: The Project Area can only be accessed once you have selected a Project by using the 'Enter'

hyperlink in the Portfolio Area.

C) Insight: The Insight Area is where you can view data starting at a Portfolio level. Use

Insight to view dashboards, including metrics and key performance indicators. Via

drilldowns, you can further analyze the data, and if applicable, open records in the form

view for editing. For more information on this Area, please see ―Working with Insight‖ in

Section 3.

D) Reports: The Reports Area is where you can quickly gather, filter and sort the information

you need and export it into either electronic or paper format. For more information on this

Area, please see ―Working with Reports‖ in Section 4.

1.2 Views and the Data Presentation Area

The remaining portion of the screen below the navigation toolbar is broken into two sections, Views

and the Data Presentation Area. The Views are found along the left portion of the screen while the

Data Presentation Area is on the right portion of the screen.

Views: Views are listed along the left side of the screen and allow you to organize data in pre-

defined ways. For instance, in Image B we are looking at the 'All Active Projects' view, which

contains a listing of all projects that are available to the user. If we were to select the 'By Status'

view, the data in the Data Display area would change to show us All Projects, grouped by Status.

The Data Presentation Area: The Data Presentation area is where you will find data displayed

based on the view you have selected. In addition to viewing data, you can also perform many more

actions by selection options on the toolbar.

Quickly sort columns by clicking on the Column Heading. For instance, the All Projects view

shown above initially sorts by Project Name. To sort by Project Number instead, simply click

on the Project Number heading.


In some Views you will find Hyperlinks (Displayed as Blue, Underlined Text) which allow you

to drill down to additional data. Drilling down allows you to start at a high level and work your

way down to more detailed data.

You may filter data using the button. After clicking the Toggle Filter button a new

row will appear along the top of the grid. Simply type into the field which you would like to

filter on, then select the button and choose 'Apply All Filters'. Alternatively, you may simply

type into the field and press the Enter key to apply the filter. Your filter will be applied and

the grid will only show data matching your selection.

Export data using the Export button found to the left of the Toggle Filter button on the

screen. Simply click the button, select the format which you would like to export to. The data

will be exported in the selected format and the generated export file will be opened once the

export is complete.

Warning – In order to export to Microsoft Word or Microsoft Excel you will need to

update our Internet Explore settings to enable automatic prompting for file downloads

setting under Internet Options. Please reference www.microsoft.com for additional

information on updating this setting.

http://www.microsoft.com/


1.3 Printing from the Browser

You can use the standard printing capabilities of the browser for printing. For best formatting it is

recommended that you first export your data into electronic format (Adobe Acrobat PDF, Microsoft

Word DOC, etc.) before printing.

1.3.1 Printing the Contents of the Browser

1. Place the cursor in the area of the screen you wish to print.

2. Under the File menu, select Print.

1.3.2 Adjusting the Page Setup

In some cases you may need to also need to adjust the Page Setup area to properly fit your

data to the page. In the Page Setup screen you can set options such as Paper Size, Paper

Orientation, and Page Margins.


2 Working with Projects

Prolog Converge® enables access to Prolog Manager® projects through the Internet. While Prolog

Converge® is not a replacement for Prolog Manager®, the Project area allows users to access

various Prolog Manager® forms which have been extended to Prolog Converge®. This section will

describe general navigation in the Projects area. For a detailed description of each form, please see

―Working with Forms‖, Section 5.

2.1 Security Access

Prolog Converge® users log on and view projects in a portfolio through a Web browser. Just like

Prolog Manager® users, Prolog Converge® users are set up by the administrator in Prolog‘s

Security Manager. The administrator grants users access to specific features and projects within a

portfolio.

Additionally, the administrator can grant users permission to read, add, modify, or delete data. The

administrator can restrict users from viewing specific records/data or from using certain features.

For example, the administrator could set up a user's permissions such that the user cannot see

Drawing Packages. The Drawing Package views would not be presented to the user as choices to

select.

For more information about the access rights, see the "Security Manager" section in the Prolog

Manager® Help system.

2.2 Selecting a Project

When you first launch Prolog Converge® you are presented with the Portfolio area. If you are not

already there, you may select the 'Portfolio' link on the navigation toolbar to navigate to this area.

To select a project, click on the 'Enter' hyperlink on the row of the project that you would like to

work with. When the hyperlink is clicked you will be moved to the Projects area for the project that

you have selected.

Image 2.2 A


2.3 Project Summary

Once you have selected a project you will have access to the Projects area. You will initially be

presented with the Project Summary view. This is a high level snapshot of the records that exist

within your project. At glance, the user can quickly see total number of records that exist within a

form, as well as the number of records which are open, closed, past due, or pending the user‘s

action.

Image 2.3 A

2.4 Project Documents

Prolog Converge® allows access to the document tree structure for your project. From here you

can view folder properties, add new folders, rename and delete folders, view and download files

within folders, upload new files, move files to new locations and view the file properties. You can

also search for a specific file or files using the filter functionality.

Image 2.4 A


2.4.1 Folder Options

Users with Change Permissions rights can set folder security/permissions through the Security tab

by selecting the Folder Properties option from the Folder dropdown list. From the Security tab,

some of the options available to set are read permissions, if the contents of the folder can be listed

or opened, the ability to download from the folder and delete files and folders. Permissions set at

the folder level will be applied to all files and folders contained within that folder.

Image 2.4.1 A

2.4.2 File Options

Each file contained within the folder structure also has options associated with it. You can choose

via the hyperlinks to download and save the file to your workstation, view the file from its current

location or display the properties of the file.

Image 2.4.2 A


General tab - Within the properties of a file you can view general information about the file,

for instance the full file name, the size of the file, when it was uploaded and by whom. You

also have the ability to update the file name, number, heading/title, and description fields.

Image 2.4.2 B

Security tab - Users with Change Permissions rights can set permissions on files. Much like

setting security at the folder level, read permissions, ability to download or open, redline the

file, delete and the ability to change permissions can be set for each file.

Image 2.4.2 C


Links tab - Selecting the Links tab, you can view all the records the file is linked too. This

gives the user the ability to quickly determine where in the project this file is linked. The Links

tab is dynamic and only available if the file is linked to at least one record.

Image 2.4.2 D


2.5 Working with Records

Once you have selected a project you will have access to the Project area. The Projects area gives

you access into Prolog® records such as Drawing Packages, Meeting Minutes, and RFIs. Here you

area able to Read, Edit, and Delete records. A sample of the Project view is shown in Image 2.5 A.

Note: Access to records is controlled by Prolog Manager’s Security Manager; if you feel that you do not have appropriate security rights please contact your database administrator. Additional information can be found in the Security Access section of this manual.

Image 2.5 A

To begin working with records, select a view in the Views area for the record type that you would

like to work with. In Image 2.5 A we have selected the RFI ‗All‘ view, which displays all RFI records

within the selected project. Alternatively, we could have selected the ‗Past Due‘ view to display only

overdue RFI items.

Once you have selected a view the list of records will load in the Data Display section of the screen

(to the right). To open a form for a record, locate the record that you would like to Edit, Read, or

Delete, and select the appropriate action.

Edit – Selecting the Edit link will open the form in Edit mode. In this mode you may update

the record and save changes. In some cases fields may be read only due to your Prolog

Manager® security settings.

Read – Selecting the Read link will open the form in Read mode. In this mode you may view

the form, but you will be unable to make any changes.


Delete – Selecting the Delete link will open the record in Delete mode. Once the form is

opened you will have a chance to review the record before selecting the Confirm Delete

button to confirm your selection.

WARNING! Upon selecting the Confirm Delete button the record will be permanently

remove from the database.

Once you have clicked on an action the form will load in the right portion of the screen, as shown in

Image 2.5 B.

Image 2.5 B

From here you can perform many actions against the opened record:

Update fields as required by entering text into fields, selecting options in drop-down lists, or

using pop-up buttons.

Once you are finished working on a record, you may Save and Exit the record with the Save

and Exit button. You may also choose to save the record and continue working by selecting

the Save option, or save the existing record and create a new record with the Save and New

option.

If you would like to Print the record, select the desired layout from the Print drop-down list.

A PDF copy of the record will be generated and displayed in a new window. Once the file has

finished generating you may save or print the record using your PDF viewer.

If you would like to email the form to yourself or another contact, select the desired layout

from the Send drop-down list. The Reporting Wizard shown in Image 2.5 C will be displayed,

allowing you to enter a Subject and Body for the correspondence as well as define the

Contacts whom will receive the email. The record will be compiled into a PDF file and attached

to the email.

You may close the record with the Close button


View the Prolog Converge® help file with the Help button

Attach documents to the record using the Attachments tab.

Create a link to a Hotlist Record using the Create Link button. This will save your current

record and navigate you to the Create Hotlist form.

Prolog Converge® supports tab nomenclature from Prolog® for all web form tabs. It also

allows UDFs (User Defined Fields) created in Prolog Customization Manager® to be displayed

in the web forms, as shown in Image 2.5 D. Fields are aligned within the ―UDF‖ tab, in tab

order. UDFs added to an existing grid will be appended to the end of the grid prior to the

delete row, as shown in Image 2.5 E.

At any time, you may move to another area of the application by selecting the area that you

would like to move to. If you are in edit mode you will be asked to either save or cancel your

changes before navigating away from the form.

For detailed information on each form type, please see ―Working with Forms‖, Section 5.

Image 2.5 C


Image 2.5 D

Image 2.5 E


3 Working with Insight

Insight is an area where users can view data from Prolog Manager® in one easy to use interface.

To access data, simply select the View to display from the menu on the left side of the screen. Data

from the view will be displayed in the Data Presentation area on the right side of the screen. When

viewing data, you have many options, as shown in Image 3A.

Image 3 A

3.1 Navigating in Insight

While working in Insight you have many ways to work with the data that you are viewing. While

some of these navigation options are found in other areas of Prolog Converge®, they may be used

more commonly in Insight:

3.1.1 Viewing Data

Data in the Data Presentation Area can be formatted in many ways depending on your site‘s

configuration. Your configuration may contain formatting such as the following:

Drilldowns & Hyperlinks: Drilldowns and Hyperlinks are denoted by blue underlined text.

Selecting a Drilldown or Hyperlink will direct you to another location, typically based on the

contents of the cell that you have clicked on. In Image 3A, selecting a drilldown in the ―Phase

Description‖ column will load the budget summary for the selected Project & Phase.


Grouping: In order to logically organize the data on the screen, grouping may be used. In

Image 3A the budget data has been grouped by Project. When grouping is used, data within

the groups may be aggregated into sums, counts, averages, maximums, and minimums,

which will be shown immediately below the group. A final aggregate will be shown at the

bottom of the screen which shows the total(s) for all data in the view.

When viewing a view with grouped data you may use the Expand and Collapse options on the

toolbar to quickly expand or collapse all groupings in the grid.

Column Conditions: Column conditions may be used to dynamically alter the look of a cell

based on its contents. In the example shown in Image 3A the final column has been

configured to show red text for a positive number (an overrun), and green text for a negative

number (savings). In other views you may find column conditions that highlight entire rows

based on a record‘s status, such as Importance, Due Date, or other key information. Image

3.1A shows an example of a rows being highlighted based on their Importance being set to

High.

Edit/Read/Delete: When possible, Edit, Read, and Delete links will be shown for records.

These links are only available when a view has been configured to show one record per row

for valid Prolog Manager® record type. When using these links you will be able to access the

actual Prolog Manager® record in its form view. An example of the Edit, Read, and Delete

links in Insight is shown in Image 3.1 A. For more information on working in the form view,

please see ―Working with Forms‖, section 5.

Image 3.1 A

3.1.2 Filter Data

You may filter data using the button. After clicking the Toggle Filter button a new row

will appear along the top of the grid. Simply type into the field which you would like to filter on,

then select the button and choose 'Apply All Filters'. Alternatively, you may simply type into the

field and press the Enter key to apply the filter. Your filter will be applied and the grid will only

show data matching your selection.


Image 3.1 B

3.1.3 Exporting Data

1. Export data using the Export button found to the left of the Toggle Filter button on the

screen. Simply click the button and select the format which you would like to export to:

Excel, HTML, PDF, RTF or Text. The data will be exported in the selected format and the

generated export file will be opened once the export is complete.

Image 3.1 c


4 Working with Reports

The Reports area of Prolog Converge® allows you to view and export predefined Prolog Manager®

reports.

4.1 Running Reports

To run a report, start by selecting the report you would like to run. The Data Display area on the

right side of the screen will then display the available options for the report you have chosen, as

shown below:

Image 4.1 A

4.1.1 Toolbar Options

View - Generates the report based on the Report Output Format and selected Portfolios &

Projects and opens it in a new window.

Send - Generates the report based on the Report Output Format and selected Portfolios &

Projects and displays a dialog box allowing you to enter a Subject and Body for the email as

well as define the Contacts whom will receive the email.

Save - Generates the report based on the Report Output Format and selected Portfolios &

Projects and prompts you to save a copy.

4.1.2 Report Output Formats

Under the Report Output Format section you may specify the desired Report Format. The

available formats are:

HTML - Opens in the Web Browser (To print from this format, see the Printing from the

Browser section)

PDF - Opens in your PDF Viewer (Adobe Reader, etc.)

RTF - A text document that opens in programs such as Microsoft Word or WordPad

Excel - Opens in Microsoft Excel

TIFF - Opens in an image viewer


4.1.3 Report Sample Screenshot:

The following screenshot is a sample report of the Closeout Log Grouped by Category:

Image 4.1 B

4.1.4 Working with Multiple Portfolios:

Prolog Converge® supports running reports across multiple portfolios, however will only display

the reports from a single portfolio at a time. If you are a user that has access to more than

one portfolio, a drop down list will be displayed above the report tree structure. Select the

portfolio to determine the list of reports that will display.

Select the report you want to run and then select the portfolio and projects you‘d like to

include in the report. Note that you may run a report that is stored in one portfolio against

projects in a different portfolio that does not contain that report. Prolog security rules will be

applied to the report output.


5 Working with Forms

5.1 Addendum Setup

The Addendum Setup form is available within Insight as a read only form. Addenda are sometimes

also referred to as amendments, indicate changes, corrections, and clarifications for the bidding

documents or drawings.

The Addendum Setup form contains three tabs: General, Bid Packages and Attachments. In

addition, there are header fields located above the tabs.

Image AS 1

5.1.1 Header Information

Number: This is the number for the Addendum.

Date: The date the authoring company issued the Addendum.

Description: The description of the Addendum.

Image AS 2


5.1.2 General Tab

The general tab contains general information regarding the Addendum Setup, such as who wrote

the addendum, when the addendum was issued, and when you received the addendum.

Received Date: The date the Addendum form was received from the authoring company.

Issue Date: The date the Addendum was issued to the Bidders.

Author Company: The Company name for the company that issued the Addendum.

Reference: Any references associated with the Addendum.

Notes: Any notes about the Addendum.

Image AS 3

5.1.3 Bid Packages Tab

If any bid packages are affected by an issued addendum, associate the bid packages to the

addendum

Bid Package Number: This is the number for the Bid Package for which the Addendum was

issued.

Description: The description of the Bid Package for which the Addendum was issued.

CSI Code: The CSI Code associated with the Bid Package for which the Addendum was

issued.

Delete: N/A for read only.


Image AS 4

5.1.4 Attachments

Using the Attachments Tab you may view files linked to the addendum setup record. If you have

the correct security permissions, you can also download and save the attached file.

Sel Highlighted: Checks the Sel check box for the highlighted row or rows.

Get Selected: Allows you download or save the file for the rows that have been selected.

Image AS 5

5.2 Bid Package

The Bid Package form is available in within Insight as a read only form. The Bid Package form is

the central form in the Purchasing section. The Bid Package captures the Buyout Items, Scope of

Work, Company Bids, Drawings, Contract Attachments, and Addenda.

The Bid Package form contains fourteen tabs: General Info, Details, Buyout Items, Inclusions,

Exclusions, Alternates, Contract Attachments, Drawing and Specs, Addenda, Special

Pricing, Select Bidders, Notices Log and Attachments. In addition, there are header fields

located above the tabs.


Image BP 1


Package Number: The number for the bid package.

Description: The description of the bid package.

CSI Code: The CSI code that describes the majority of the work in the bid package.

Image BP 2

5.2.2 General Info Tab

The General Tab contains general information for the Bid Package. This form contains information

such as basic bid details, pre-bid details, bonding, and location information.

Invite Accept Due: The date by which bidders have to accept or decline the invitation to bid.

Meeting Time: The time of the pre-bid meeting.

Meeting Date: The date of the pre-bid meeting.

Meeting Location: The location of the pre-bid meeting.

Meeting Notes: Any notes about the pre-bid meeting.

Award: The date the Bid Package is intended to be awarded.

Work Start: The intended date for work to begin.

Work Complete: The intended date for work to be completed.

Bond Info: Information about the type of bond.

Scope of Work: The contract, including the description of the work, references to contract

documents, and references to inclusions, exclusions, and alternates

Goals: The percentage of work to be provided to each type of business enterprise.


Image BP 3

5.2.3 Details Tab

Using the Detailed Items tab, you may review information about bid day, such as date and time the

bid is due, the location where the bid should be delivered, and who will be accepting bids.

Bid Due Date: The date the bid is due.

Bid Due Time: The time the bid is due.

Author Company: The name of the company receiving bids.

Received By: The name of the person who receives the bids.

Bid Location Name: The location where the bids needs to be delivered.

Address 1: The first line of the bid location address.

Address 2: The second line of the bid location address.

City: The bid location city.

State/Prov: The bid location state or province.

Country: The bid location country.

Zip/Code: The bid location zip or postal code.

Bid Location Tel: The bid location telephone number.

Bid Location Fax: The bid location fax number.

Package Responsibility: The person at the author company responsible for the Bid

Package.

Bid Package Estimate: The estimated price of the Bid Package.

Number of Days Bid is Valid: The length of the time the bids needs to be valid.

Envelope Title: The address or title that needs to be printed on the envelope in which the

bid is submitted.

Notes: Any comments or remaining details about the bid package.


Image BP 4

5.2.4 Buyout Items

Using the Buyout Items tab, you may review buyout items included in the Bid Package.

Buyout Number: The number of the Buyout item.

Short Description: A short description of the Buyout item.

Spec Section: The related specification section for the Buyout item.

Subsection: The related sub-specification section for the Buyout item.

Description: The detailed description of the Buyout item.

Due: The day the Buyout item is due.

Actual: The day the Buyout item or Buyout task was started.

Material Code: The material code for the Buyout item.

Image BP 5

5.2.5 Inclusions Tab

The Inclusions Tab lists any inclusions which have been added to the Bid Package.

Item Number: The number of the inclusion.

Description: A description of the inclusion.

Image BP 6


5.2.6 Exclusions Tab

The Exclusions Tab lists any exclusions which have been added to the Bid Package.

Item Number: The number of the exclusion.

Description: A description of the exclusion.

Image BP 7

5.2.7 Alternates Tab

Using the Alternates tab you may review and respond to the alternates that are included in the Bid

Package.

Item Number: The number of the alternate.

Description: A description of the alternate.

Reference: Any references related to the alternate.

Amount: Enter the cost required to include the alternate as part of your bid proposal.

Notes: Enter any notes related to the alternate.

Image BP 8

5.2.8 Contract Attachments

Bid packages frequently consist of supplementary and clarifying documents, such as instructions to

bidders, a schedule, a site plan and a set of general conditions. These documents are referred to as

contract attachments.

Attachment Number: The number for the contract attachment record.

Revision: The revision number for the contract attachment.

Item: The item number for the contract attachment.

Title: The title of the contract attachment record.

Description: The detailed description of the contract attachment record.

Orig Date: The day the contract attachment was created. If the contract attachment is a

revision, this is the date of the original document.

Rev Date: The day the contract attachment was revised.

Issue Date: The day the contract attachment was issued to another party, i.e. subcontractor.

Company: The name of the company that created the contract attachment.

Comments: Any comments about the contract attachment.

Notes: Any notes about the contract attachment.

Delete: N/A for read-only.


Image BP 9

5.2.9 Drawings & Specs Tab

The Drawings & Specs tab lists all drawings and specs that have been linked to the bid package.

The drawing and specs grid contains one row per actual document that has been linked.

You may interact with the Drawings & Specs grid in several ways:

To Download all Files linked to the Bid Package and linked Drawings & Specifications, click

the Get Files button. The linked files will be compiled into a ZIP archive which you may save

to your local computer.

To Download or View a file that has been linked to one of the Drawings & Specifications

records, first expand the row which you would like to download or view, then click the

Download or View link for the file which you would like to download or view.

For more information on the details of the Drawing & Specification Actual Documents, please see

―Actual Documents Tab‖, Section 5.13.3.

Image BP 10

5.2.10 Addenda Tab

Using the Addenda tab you may review additional pricing for Bid Addenda that have been added to

the Bid Package.

Number: The number of the Bid Addenda.

Date: The Date the Bid Addenda was issued.

Description: A description of the Bid Addenda.

Reference: Any references related to the Bid Addenda.

Company: The company which issued the Bid Addenda.

Amount: If the Bid Addenda effects your bid proposal, the modification is entered in the

Amount field.

Notes: Any notes related to the bid addenda.


Image BP 11

5.2.11 Special Pricing Tab

The Special Pricing Tab lists any special pricing information related to the Bid Package. It displays

additional cost, deductions, and notes.

Item Num: The number of the special pricing item.

Description: A description of the special pricing item.

UOM: The Unit of Measure for the special pricing item.

Reference: Any references related to the special pricing item.

Add Amount: Any additional cost to include this special pricing item in your bid proposal.

Delete Amount: Any deductive costs to include this special pricing item in your bid proposal.

Notes: Any notes you may have related to the special pricing item.

Image BP 12

5.2.12 Selected Bidders

The Selected Bidders tab shows all the companies invited to bid on this Bid Package. When you

receive bids from the bidders on bid day, you can use the Invitation to Bid grid on the Selected

Bidders tab to log when bids were received, and who signed the bid.

Number: The number of the selected bidding company.

Vendor Name: The name of the selected bidding company.

Contact: The person at the selected bidding company responsible for the Bid Package.

Tel: The selected bidding company‘s telephone number.

Fax: The selected bidding company‘s fax number.

E-mail: The selected bidding company‘s E-mail address.

Location: The selected bidding company‘s physical address.

Declined: If checked, the invited company will not be submitting a bid.

Reason for Decline: The reason the invited bidder declined to submit the bid.

Received Date: The day you received the bid.

Signed By: The name of the person signing the bid.

Signed By Title: The title of the person signing the bid.

Signed On: The date the bid was signed.

Witness: The name of the person witnessing the signing of the bid.

Witness Title: The title of the person witnessing the signing of the bid.

Witness On: The date the signing of the bid was witnessed.

Days to Mobilize: The number of days the bidder needs to prepare to start work once they

are awarded the Bid Package.

Accepted: If checked, the invited company will be submitting a bid.

Accepted On: The day the selected bidder accepted the invitation to bid.



Image BP 13

5.2.13 Notices Log

The Notices Log tracks all notices sent to the Bidders associated with the Bid Package.

Vendor Name: The company to which you sent the notice.

Contact: The person at the company to which you sent the notice.

Notice Date: The date the notice was sent to the company.

Notice Number: The number of the notice.

Notice Type: The type of the notice, i.e. Invitation to Bid, Addenda Notice.

Addendum: If the notice is issued because an addendum was added, the related addendum

is displayed.

E-mail: If checked, the notice was sent in an E-mail.

Fax: If checked, the notice was sent via fax.

Print: If checked, the notice was mailed to the bidder.

Status: The status of the notice.

Comments: Any comments about this notice.


Image BP 14

5.2.14 Attachments Tab

Using the Attachments Tab you may view files linked to the bid package record. If you have the

correct security permissions, you can also download and save the attached file.



Image BP 15

5.3 Buyout Groups

The Buyout Groups form is available within Insight as a read only form and may be used to group

together buyout items that make up an assembly. The buyout items used to construct the

assembly are linked to the buyout group.

The Buyout Groups form contains three tabs: General, Buyout Items, and Attachments. In



Image BG 1


Group Number: The number for the Buyout group.

Description: The Description for the Buyout group.

Category: The Buyout group classification or type.

Image BG 2

5.3.2 General

The General Tab contains general information for the Buyout Group.

Quantity: The quantity or number of units that make up the Buyout group or assembly.

Unit Price: The price for one unit.

UOM: The units for the quantity to which the Buyout group is measured.

Total Price: The calculated value of the Quantity multiplied by the Unit Price.

Image BG 3

5.3.3 Buyout Items

Item No: The number for the Buyout item.

Short Description: A brief description of the Buyout item.

Spec Section: The specification section for the Buyout item.

Sub Section: The specification subsection for the Buyout item.

Due Date: The date the Buyout item needs to be purchased.

Actual Date: The date the Buyout item was actually purchased.


Part No: The part number for the Buyout item.


Type: The type of Buyout item.


Category: The classification or category for the buyout item.

Closed: This checkbox will be checked if the buyout item is considered closed.

Delete: N/A for read only.

Image BG 4

5.3.4 Attachments

Using the Attachments Tab you may view files linked to the buyout group. If you have the correct

security permissions, you can also download and save the attached file.



Image BG 5

5.4 Buyout Items

The Buyout Items form is available within Insight as a read only form. Using the Buyout Items

form, you can create a list of all the items you need to purchase for the project. Individual buyout

items can be general or extremely specific. The level of detail you need to use in buyout items

depends on your company standards and the type of job on which you are working.

The Buyout Groups form contains three tabs: Details, Scheduled Link, and Attachments. In



Image BI 1


Buyout Item Number: The number for the Buyout item.

Short Description: A brief description of the Buyout item.

Type: The type of Buyout item.

Category: The classification or category for the buyout item.

Image BI 2

5.4.2 Details

Specification Section: The specification section for the Buyout item.

Specification Subsection: The specification subsection for the Buyout item.

Buyout Group: If the Buyout item is associated with a Buyout group, the Buyout group is

displayed in this field.


Part Number: The part number for the Buyout item.


Notes: Any additional notes about the Buyout item.

Submittal Req’d: If checked, a Submittal is required for this Buyout item.

Testing Req’d: If checked, an equipment test is required for this Buyout item.

Est Quantity: The estimated quantity of the Buyout item.

Est Unit Price: The estimated price/cost per unit for the Buyout item.

Est Total Price: This field is calculated by multiplying the Est Quantity and Est Unit Price.

Bid Quantity: The bid quantity of the Buyout item.

Bid Unit Price: The bid price for one unit of the Buyout item.

Bid Total Price: This field is calculated by multiplying the Bid Quantity by the Bid Unit Price.


Actual Quantity: The actual quantity for this Buyout item.

Actual Unit Price: The actual unit price for this Buyout item.

Actual Total Price: This field is calculated by multiplying

UOM: The unit of measure in which the Buyout item needs to be purchased.

Bought: Automatically set when the bid package containing the buyout item is awarded.

Closed: If this checkbox is checked, the buyout item is considered closed.

Image BI 3

5.4.3 Scheduled Link

Buyout Task Name: The task on the schedule associated with the purchase of the buyout

item.

Buyout Type: Activity date type, such as Early Start (ES), Late Start (LS), Early Finish (EF),

or Late Finish (LF).

Buyout Task Date: Date the task is currently scheduled. This date comes from the imported

schedule and depends on which date type you select, such as ES, LS, EF or LF.

Buyout Calc Date: This date is used as a basis to calculate the due date.

Buyout Lead Time: Number of days before or after the Calc Date you want to purchase or

deliver the item. Lead time values can be positive or negative.

Buyout Do not recalculate Due Date: If clear, Prolog® will recalculate the due date based

upon an updated buyout schedule.

Buyout Use Lead Times to set Due Date: If checked, the lead time will be used to set the

buyout due date.

Buyout Due Date: The date the Buyout item needs to be purchased.

Buyout Actual Date: The date the Buyout item was actually purchased.

Delivery Task Name: The task on the schedule associated with the delivery of the buyout

item.

Delivery Type: Activity date type, such as Early Start (ES), Late Start (LS), Early Finish (EF),

or Late Finish (LF).

Delivery Task Date: Date the task is currently scheduled. This date comes from the

imported schedule and depends on which date type you select, such as ES, LS, EF or LF.

Delivery Calc Date: This date is used as a basis to calculate the due date.

Delivery Lead Time: Number of days before or after the Calc Date you want to purchase or

deliver the item. Lead time values can be positive or negative.

Delivery Do not recalculate Due Date: If clear, Prolog® will recalculate the due date based

upon an updated delivery schedule.


Delivery Use Lead Times to set Due Date: If checked, the lead time will be used to set the

delivery due date.

Delivery Due Date: The date the Buyout item needs to be delivered.

Delivery Actual Date: The date the Buyout item was actually delivered.

Image BI 4

5.4.4 Attachments

Using the Attachments Tab you may view files linked to the buyout items. If you have the correct




Image BI 5

5.5 Change Order Requests

The Change Order Requests form is available within Insight as a read only form. Once the potential

change order is ready to be submitted to the owner, a Change Order Request (COR) is created. A

COR is used to group together multiple potential change orders (PCOs) you want to submit to the

owner.

The Change Order Requests form contains three tabs: General, Linked PCO’s, and

Attachments. In addition, there are header fields located above the tabs.


Image COR 1


Number: The number of the COR.

Description: The description of the COR.

Status: The status of the COR, i.e. Pending, Approved, Overdue, or Cancelled.

Closed: If checked, this indicates that the COR record has been closed.

Image COR 2

5.5.2 General Tab

The General Tab contains general information regarding the Change Order Request.

To Company: The name of the Company receiving the COR.

Attention: The name of the contact at the To Company receiving the COR.

From Company: The name of the Company submitting the COR.

Contact: The name of the contact person at the submitting Company or the name of the

person submitting the COR.

Requested Days: The number of additional days needed to complete the work in the change

order.

Approved Days: The number of days approved to complete the work in the change order.

Requested Amount: The amount needed to complete the work in the change order.

Approved Amount: The amount approved to complete the work in the change order.

Initiated Date: The date the COR was created.


Required Date: The date the COR response or decision is required.

Completed Date: The date the COR was answered or completed.

Notice to Proceed: The date the COR is scheduled to start or notice was given to proceed

with the work in the COR.

Executed Date: The date the legal document for the COR was signed.

Reference: References to any documents, files, letters, or records associated with the COR.

Category: The category for the COR, such as Design Changes, Box Conditions, or Owner

Directives.

PCCO: The PCCO number to which the PCO items in the COR are linked.

Notes: Any notes for the COR.

Image COR 3

5.5.3 Linked PCO’s

Number: The number for the PCO.

Date: The date for the PCO.

Description: The description of the PCO.

UOM: The unit of measure for the PCO item.

Proposed Qty: The proposed quantity for the PCO item.

Budget Proposed Unit Price: The proposed price per unit for the PCO.

Budget Proposed Amount: The proposed budget amount for the PCO.

Approved Qty: The approved quantity for the PCO item.

Budget Approved Unit Price: The approved unit price for the PCO item.

Budget Approved Amount: The approved budget amount for the PCO item.

Approved Qty: The approved quantity for the PCO item.

Budget Applied Unit Price: The budget applied unit price for the PCO item.

Budget Applied Amount: The amount used in the budget transaction.

Requested Days: The number of days needed to complete the PCO.

Approved Days: The approved number of days for the PCO item.

PCO Category: The category that describes the PCO item.

PCO Reason: The reason the PCO was created.

Notify Ref Doc: Notify reference document for the PCO item.

Reference: Reference‘s to the PCO item.

Notes: Any additional notes regarding the PCO item.


Closed: If this checkbox is checked, the PCO is considered closed.

Date Req’d: The date the PCO item is required.

Done Date: The done date for the PCO item.

Is Locked: If checked, the PCO item cannot be edited or deleted.


Image COR 4

5.5.4 Attachments

Using the Attachments Tab you may view files linked to the buyout group. If you have the correct




Image COR 5


5.6 Closeout Log

The Closeout Log form is available within Insight as a read only form and may be used to view

information regarding closeout items you need to present when the project is completed, including

what the closeout item is, who is responsible for providing the item and when it is due. One

Closeout Log record is usually used for each closeout item.

The Closeout form contains two tabs: General Info and Attachments. In addition, there are

header fields located above the tabs.

Image CL 1


Number: The number for the Closeout Log item.

Description: The description of the Closeout Log item.

Closed: If checked, the Closeout Log item is considered closed.


Image CL 2

5.6.2 General Tab

The General Tab contains general information for the Closeout Log item.

To Company: The company responsible for the Closeout Log item.

Attention: The contact responsible for the Closeout Log item.

From Company: The company creating or sending the Closeout Log item.

By: The contact creating or sending the Closeout Log item.

Status: The status of the Closeout Log Item, i.e. Pending.

Issued Date: The date when the request to return the Closeout Log item was issued.

Due Date: The date the Closeout Log item must be delivered.

Received Date: The date the Closeout Log item was provided.

Completed Date: The date when all action regarding the Closeout Log item was completed.

Contract Number: If the Closeout Log item pertains to a specific Contract, the Contract

number will be displayed.

Category: The Closeout Log item category, i.e. Warranties.

Notes: Any notes on the Closeout Log item.

Image CL 3



Using the Attachments Tab you may view files linked to the closeout log record. If you have the




Image CL 4

5.7 Contract Attachments

The Contract Attachments form is available within Insight as a read only form. Construction

contracts frequently consist of supporting or clarifying documents, such as a schedule, site plan, an

equipment book or a set of general conditions, which are necessary for the bidding and

construction processes. You can set up and maintain contract attachments for a project using the

Contract Attachments form.

The Contract Attachments form contains four tabs: General, Bid Packages, Contracts and



Image CA 1


Attachment Number: The number for the Contract Attachment record.

Revision Item: The revision number for the Contract Attachment.

Attachment Type: The type of the Contract Attachment, such as general conditions,

supplementary conditions, or site plan.

Category Code: The category for the Contract Attachment.

Image CA 2

5.7.2 General

The General tab contains general information about the contract attachment.

Title: The title of the Contract Attachment.

Description: The description of the Contract Attachment.

Original Date: The date the Contract Attachment was created.

Revised Date: The date the Contract Attachment was revised.

Received Date: The date the Contract Attachment was received.

Issue Date: The date the Contract Attachment was issued to another party, such as a

subcontractor.

Author Company: The company name for the company that created the Contract

Attachment.

Comments: Any comments about the Contract Attachment.

Notes: Any notes about the contract attachment.


Image CA 3

5.7.3 Bid Packages

Bid Package: The Bid Package that includes this Contract Attachment.

Description: The description of the Bid Package.

CSI Code: The specification section related to the Bid Package.

Pre Bid Meet Date: The date of the pre-bid meeting.

Pre Bid Meet Location: The location of the pre-bid meeting.

Pre Bid Meet Notes: Any notes about the pre-bid meeting.

Tentative Award Date: The date the Bid Package is intended to be awarded.

Tentative Work Start Date: The intended date for work to begin.

Tentative Compl Date: The intended date for work to be completed.

Bid Due Date: The date the bid is due.

Bid Due Time: The time the bid is due.

Bid Received by Company ID: The name of the company receiving bids.

Bid Received By Contact ID: The name of the person who receives the bids.

Bid Location: The location where the bids need to be delivered.

Bid Location Address 1: The first line of the bid location address.

Bid Location Address 2: The second line of the bid location address.

Bid Location City: The bid location city.

Bid Location State: The bid location state or province.

Bid Location Zip: The bid location zip or postal code.

Bid Location Country: The bid location country.

Bid Location Tel: The bid location telephone number.

Bid Location Fax: The bid location fax number.

Envelope Title: The address or title that needs to be printed on the envelope in which the

bid was submitted.

Bid Valid for Days: The length of time the bids needs to be valid.

Percent Goal DBE: The percentage of the bid package you want to award to a

disadvantaged business enterprise.

% Goal MBE: The percentage of the bid package you want to award to a minority business

enterprise.

% Goal WBE: The percentage of the bid package you want to award to a woman-owned

business enterprise.

% Goal VBE: The percentage of the bid package you want to award to a veteran‘s business

enterprise.

% Goal SBE: The percentage of the bid package you want to award to a small business

enterprise.

Is Bid Bond Req: If checked, the bid package is a bid bond.

Is Payment Bond Required: I checked, the bid package is a payment bond.

Is Performance Bond Required: If checked, the bid package is a performance bond.

Is Other Bond Required: If checked, the bid package is another type of bond.

Other Bond Type: If Other Bond is checked, the description of the type of bond is displayed

in this field.

Package Resp Contact ID: The person at the author company responsible for the Bid

Package.

Bid Package Estimate: The estimated price of the Bid Package.

Scope of Work: The contract, including the description of the work, references to contract

documents, and references to inclusions, exclusions, and alternates

Notes: Any notes about the Bid Package.

Is Analysis Per Buyout Item: If checked, the analysis is done per buyout item instead of

general analysis items.

Is Closed? If checked, the Bid Package is considered closed.



Image CA 4

5.7.4 Contracts

Contract Number: The number assigned to the Contract.

Description: A brief description of the Contract.

Type: The type of contract, such as Prime Contract, Subcontract, or Purchase Order.

Rules: Indicates the rule to be applied. The options are:

o Controlled Total: Over-billing is not allowed.

o Uncontrolled Total: Over-billing is allowed, but the contract value does not change.

o Variable Total: Over-billing is allowed, and the contract value is automatically

increased by the amount the contract is over-billed.

o Uncontrolled with Fixed Cap: Over-billing per line item is allowed, but only up to the

contract amount. The scheduled value is not increased. A change order is required to

increase the contract amount.

Is Unit Price: If checked, the Contract is a unit price contract.

CSI Code: The CSI Code that applies to the majority of the work in the Contract.

Addenda: The numbers of any addenda that impact this contract or the bid package on

which this contract is based.

Exhibits: The name or number of any contracts exhibits that further clarify the scope of the

contract.

Reference: The number or name of any reference documents or materials, such as

specification section, a bid form, or a file.

Scope of Work: The scope of work for this contract.

Notes: Any notes about this contract.

General Retain Percent: The retain percentage to be applied to general work.

Stored Material Retain Percent: The retain percentage to be applied to stored materials.

Original Value: The original value of the contract.

Cost Change: Cost of approved changes for this contract.

Revised Value: The revised value of the contract.

To Company: The Company receiving the contract.

To Contact: The main contact at the Company receiving the contract.

To Signed By: The name of the person at the To Company who signs the contract.

To Signed By Title: The title of the person at the To Company who signs the contract.

From Company ID: The name of the company that issued the contract.

From Contact ID: The name of the main company contact at the From Company.

From Signed by: The name of the person at the From Company who signs the contract.

From Signed by Title: The title of the person at the From Company who signs in the

contract.

First Witness: The name of the first witness of the contract signing.

Second Witness: The name of the second witness of the contract signing.

Sign Block Comments: Any comments added to the signature block.

Required Date: The date by which you want the contract signed.

Contract Date: The date the contract was drawn up.

Issued Date: The date the contract was sent out to be signed.

Executed Date: The date all parties signed the contract and the contract became legal.

NTP: The date the contractor can start the work described in the contract.


Actual Start: The date the contractor actually started work.

Original Subst Completion Date: The date the contractor has to complete punch list items

and finish the work described in the contract.

Days to Final: The days left to complete work by the original final completion date.

Original Final Completion Date: The date is the date on which all work on the contract is

expected to be completed.

Adjusted Days: The number of days adjusted to the Original Subst date by change order to

the contract.

Current Final Completion Date: This field is calculated by adding the total number of extra

days approved via change orders to the original final completion date.

Actual Subst Completion Date: The date the work on the contract was actually

substantially completed.

% DBE: The percentage of the contract to be performed by a disadvantaged business

enterprise.

% MBE: The percentage of the contract to be performed by a minority business enterprise.

% WBE: The percentage of the contract to be performed by a woman-owned business

enterprise.

% VBE: The percentage of the contract to be performed by a veteran business enterprise.

% SBE: The percentage of the contract to be performed by a small business enterprise.

Work Comp Retainage: The retainage for the completed work.

Mat Stored Retainage: The retainage for the stored material.

Bid Bond: The amount of the bid bond.

Payment Bond: The amount of the payment bond.

Performance Bond: The amount of the performance bond.

Is Approved for Budget: If checked, the contract is approved for budget and the

transactions are applied.

Is Locked: If checked, the contract can no longer be edited.


Image CA 5

5.7.5 Attachments

Using the Attachments Tab you may view files linked to the closeout log record. If you have the





Image CA 6

5.8 Contract Invoices

The Contract Invoices form is available as a read only form within Insight. The Contract Invoices

form is used to record invoices you have received from subcontractors and to determine the value

of the progress payment to the subcontractor. You can create a contract invoice for any contract

that commits costs in the budget.

The Contract Invoices form contains four tabs: Detailed Items, Financial Summary, Other

Information and Attachments. In addition, there are header fields located above the tabs.

Image CI 1


Contract Number: This is the contract number against which you generated a contract

invoice.

Invoice Number: The invoice number represents the number of contract numbers you have

created against the same contract

Sequence: The sequence is auto populated with the next available number. Only the highest

sequence is editable.

Invoice Date: The date on the invoice the subcontractor submitted.

Period: The cost period with the date range to which the contract invoice is added.

Approved for Budget: If checked, the value of the invoice is committed to the budget

system.

Image CI 2

5.8.2 Detailed Items

Item No: The item number in the contract.

Description: The description of the item in the contract.

Category: The schedule of values category assigned to this invoice item.

Scheduled Value: The scheduled value for the contract item.

Previous Work Material Install Value: Displays the previous work install value.

Work This Invoice Value: the value of the work completed of this item during the invoice

period.


Material Install This Invoice Value: The value of the material installed on the project for

the item during the invoice period.

Total Work Material Install value: Total of the previous work material install value, work

this invoice value, and material install this invoice value.

Total Complete Value: Sum of the total work material install value and the stored material

value.

Net Complete Value: Sum of the total work material install value and the stored material

value.

Net Current Due: This is the total amount due for this invoice item. This is the total amount

due for the invoice item less retainage.

Percent Complete: This field tracks the percentage of total value that has been used thus

far.

Balance To Complete Value: This field tracks the remaining balance to complete the total

value.

General Retain Percent: This is the retainage percentage applied to general work.

General Retain Value: Product of the general retain percentage and the total work material

install value.

Stored Material Retain Percent: This is the retainage percentage applied to stored

materials.

Stored Material Retain Value: This is calculated by multiplying the stored material value by

the stored material retain percent.

Total Retain Value: This is the sum of the general retain value and stored material retain

value.

Tasks: This field displays tasks associated with this invoice item and used to calculate invoice

values.

Budget Code: This is the budget code for the invoice item.

Expend Authority Code: The expenditure authorization assigned to this invoice item.

Notes: Any notes related to the invoice item.

Image CI 3

5.8.3 Financial Summary

Original Contract Value: The original value of the contract. This is the sum of the Schedule

of Values in the contract.

Changes to this Invoice: The value of the change orders added to the contract in contract

invoices up to and including the cost period of the active contract invoice.

Contract Value this Period: The revised value of the contract for the cost period in the

invoice.

Current Contract Value: The revised value of the contract including all change orders. The

value of all the changes to the original contract value is calculated.

Total Completed and Stored: The total value of the completed work, installed material, and

stored material.

Total Retainage: The total amount of retainage to date.

Total Earned Less Retainage: The amount earned by the subcontractor, not including the

total amount of retainage Less Previous Invoice Value of the completed work, installed

material, and stored material from the previous invoices for this contract.

Less Previous Invoices: Total billed in previous invoices.

Current Payment Due: The amount of payment due for the current invoice.


Balance To Invoice (Incl Retainage): The remaining value of the contract payable to the

subcontractor. The balance to invoices includes the amount of retainage.

Image CI 4

5.8.4 Other Information

To Company: The name of the company submitting the contract invoice.

To Contact: The name of the contact person for the subcontractor submitting the contract

invoice.

Signed By (To): The name of the person for the subcontractor who signed the contract

invoice.

Title (To): The title of the person signing the contract invoice for the subcontractor.

From Company: The name of the company paying the contract invoice.

From Contact: The name of the contact at the company paying the contract invoice.

Signed By (From): The name of the person signing, or approving the contract invoice.

Title (From): The title of the person signing, or approving, the contract invoice.

Approved Date: The date the invoice was approved for payment.

Paid Date: The date the invoice was paid.

Reference: Any references to files, documents, or records associated with the contract

invoice.

Category: The category for the contract invoice.

Notes: Any notes or comments about the contract invoice.

Include in Application for Payment: If checked, the Contract Invoice will be included in

the application for payment.

Contract Number: This is the contract number for the application for payment in which the

Contract Invoice will be included.


Image CI 5

5.8.5 Attachments

Using the Attachments Tab you may view files linked to the Contract Invoice record. These linked

files are related to the overall contract invoice and not to any individual contract items. If you have




Image CI 6


5.9 Conversation Log

The Conservation Log form is available within Insight as a read only form and may be used to view

a history of important information from project-related conversations.

The Conversation Log form contains two tabs: General and Attachments. In addition, there are


Image COL 1


Number: The number for the conversation record.

Date: The date when the conversation occurred.

Time: The time, including AM or PM, when the conversation began.

Subject: The subject of the conversation.

Closed: If checked, the conversation log is considered closed.

Image COL 2

5.9.2 General

Company: The name of the company for the person logging the conversation.

Logged By: The name of the person logging the conversation.

Telephone: The telephone number of the person logging the conversation record.


Company: The name of the company for the additional person involved in the conversation.

Other Party: The name of the other party involved in the conversation.

Telephone: The telephone number for the other party involved in the conversation.

Type: The type for the conversation, such as In Person Conversation.

Category: The category for the conversation, such as Safety.

Summary of Conversation: The summary of the conversation including detailed points and

results of the conversation.

Status: The status of the conversation, such as In Progress.

Follow Up Notes: Any notes related to the follow up.

Follow Up: If checked, a follow up was required for this conversation.

Due By: The date by which the follow up must be complete.

Done On: The date when the follow up was completed.

Image COL 3

5.9.3 Attachments

Using the Attachments Tab you may view files linked to the conversation log record. If you have




Image COL 4

5.10 Daily Details

The Daily Details form can be used to log the daily conditions of the jobsite. Use this form to track

information such as weather conditions, visitors, and other general notes.


The Daily Details form contains two tabs: General and Attachments. In addition, there are


Image DD 1


Date: Select the Date which the details of the form pertain to, or enter the date into the text

field. This field will default to the current date when creating a new record.

Number: Enter a number for the Daily Details record. This number will be auto-generated

when you are creating a new record. You may use the Next button to automatically get the

next available record number, if necessary. If you are editing an existing record, this field will

be read-only.

Reported By Company: This field will default to your company when creating a new record.

If you are editing an existing record, this field will be read-only.

Reported By: This field will default to your name when creating a new record. If you are

editing an existing record, this field will be read-only.

Image DD 2

5.10.2 General Tab

The General Tab contains general information for the Daily Details record. Use the text fields and

drop-down lists on this tab to define the Daily Details record.

Temp 1 Time: Enter the time that the first temperature was recorded.

Temp 1 Value: Enter the temperature gauged at the first recording.

Temp 2 Time: Enter the time that the second temperature was recorded.


Temp 2 Value: Enter the temperature gauged at the second recording.

Temp 3 Time: Enter the time that the third temperature was recorded.

Temp 3 Value: Enter the temperature gauged at the third recording.

Weather Conditions: Enter the weather conditions on the jobsite for the daily details. You

may also use the buttons below the Weather Conditions to quickly enter common conditions.

Precipitation: Enter the amount of daily precipitation at the jobsite. The cumulative value

will be displayed in the read-only Cumulative Precip. Field.

Wind: Enter the wind direction and speed, if notable.

General Notes: Enter any notes related to the daily details record.

Visitors: Enter any visitors to the jobsite for the daily details record.

Image DD 3


Using the Attachments Tab you may link files to the Daily Details record. To link one or more files

to the daily details record, use the following procedure. Please reference Image DD 5 for a visual of

the file linking process.

Image DD 4

1. Select the Attach… button, shown in Image DD 4.

2. The Document Management System File Search window will be displayed

3. Using the folder tree on the left side of the screen, locate and select the folder which you

would like to link a file from.


Note: The Document Management System File Search window will only display documents

which have already been uploaded to the system. If you need to upload one or more new

documents, use this sub-procedure before continuing to Step 4:

A. You can upload new documents in multiple ways. Select the Quick Upload… button

from the Attachments Tab, or select the Upload New… button from within the

attachments window. Either choice will display the File Upload window.

B. Select the Browse button.

C. Using the file browser dialog, navigate to the folder on your local machine from which

you would like to upload files.

D. Highlight one or more files and select the Open button to prepare the files for upload.

E. In the upload grid, you may enter a Number, Title, and Description for each file, if

desired.

F. Select the Upload button to being uploading the files.

G. When the upload is complete you will be notified and returned to the Attachments tab.

You may repeat steps A through F to upload additional files, or continue to Step 4 if you

would like to begin linking files.

H. To remove files from the upload grid, highlight the row and select the Remove button.

4. On the right side of the screen, select the files that you would like to link. To select a file,

simply click on the check box in the Name column which corresponds with the file that you

would like to link and the file will be added to the grid. You may select one or more files

from multiple folders. To remove a file from the grid, simply select the delete button marked

by an X.

Image DD 5


5. Once you have selected all of the files that you would like to link, use the Attach button to

link the files. The linked files will be added to the grid on the Attachments Tab, as shown in

Image DD 6.

Image DD 6

5.11 Daily Field Report

The Daily Field Reports form combines the Daily Details form and the Daily Work Journal form

allowing you to log daily conditions of the jobsite as well as the daily activity for multiple

companies and crews working on the job.

The Daily Details form contains two tabs: Daily Details and Daily Work. In addition, there are



Date: Select the Date which the details of the form pertain to, or enter the date into the text

field. This field will default to the current date when creating a new record.

5.11.2 Daily Details Tab

The Daily Details Tab contains general information for the Daily Field Report record. Use the text

fields and drop-down lists on this tab to define the Daily Field Report record.

Temp 1 Time: Enter the time that the first temperature was recorded.

Temp 1 Value: Enter the temperature gauged at the first recording.

Temp 2 Time: Enter the time that the second temperature was recorded.

Temp 2 Value: Enter the temperature gauged at the second recording.

Temp 3 Time: Enter the time that the third temperature was recorded.

Temp 3 Value: Enter the temperature gauged at the third recording.

Weather Conditions: Enter the weather conditions on the jobsite for the daily details. You

may also use the buttons below the Weather Conditions to quickly enter common conditions.

Precipitation: Enter the amount of daily precipitation at the jobsite. The cumulative value

will be displayed in the read-only Cumulative Precip. Field.

Wind: Enter the wind direction and speed, if notable.

General Notes: Enter any notes related to the daily details record.

Visitors: Enter any visitors to the jobsite for the daily details record.


Image DF 1

5.11.3 Daily Work Tab

The Daily Work Tab allows you to enter multiple companies that are on the job site.

To Add a new company, highlight the New button. The new row will be added to the Daily

Work grid.

o Company: Select the company which performed the work. You may select a

company by entering the company‘s CompanyID into the text field, entering the

company‘s Name into the text field, or by using the company search button next to

the Company field.

o Crew: Select the crew which performed the work, if any. If crews have not been set

up for the selected Company, the value <N/A> will be placed in this box.

To Delete a row, highlight the row which you would like to delete and select the Delete

button. The row will be deleted when you Save the record.


Image DF 2

5.11.3.1 Work Description Tab

The Work Description Tab contains a general Work Description field which describes the work

that was performed.

Image DF 3

5.11.3.2 Schedule Tab

The Schedule Tab may be used to link the Daily Work record to a task in the schedule.

You may interact with the Schedule Tab in several ways:

To Add a new row, highlight the New button. The new row will be added to the bottom of

the grid.

To Insert a new row, select the row where you would like to insert above and select the

Insert button. The new row will be added above the row which you have highlighted.

To Select a task, use the drop-down list in the Task cell to choose the task which you would

like to reference.




Image DF 4

5.11.3.3 Manpower/Labor Tab

Use the Manpower/Labor tab to record Manpower & Labor on the jobsite for the day, including

details such as trades, classifications, and Unit of Measure. You may interact with the

Manpower/Labor tab & grid in the following ways:

To Edit a Manpower/Labor row, simply click on the cell which you would like to update.


the grid.





Image DF 5

The following fields are available in the Manpower/Labor grid:

Trade: Select the trade for the laborer from the drop-down list.

Classification: Select the classification for the laborer from the drop-down list.

Quantity: Enter the quantity of work performed by the laborer.

UOM: Enter the Unit of Measure which corresponds to the Quantity field. For instance, Man

Hours.

Notes: Enter any Notes related to the laborer.

Delete?: This checkbox will be checked if the row has been marked for deletion.

5.11.3.4 Equipment Tab

Use the Equipment tab to record equipment used throughout the day, including details such as the

type of equipment and amount used. You may interact with the Equipment tab & grid in the

following ways:

To Edit an equipment row, simply click on the cell which you would like to update.


the grid.






Image DF 6

The following fields are available in the Equipment grid:

Equipment: Use the equipment drop-down list to select the type of equipment which was

used.

Quantity: Enter the quantity (per the UOM) for which the equipment was used. For

instance, if you are tracking equipment usage by the hour, you may enter ‗8‘ to record 8

hours.

UOM: Enter the Unit of Measure which corresponds to the Quantity field. For instance, Hrs.

Notes: Enter any Notes related to the usage of the equipment.


5.11.3.5 Attachments Tab

Using the Attachments Tab, you may link files to the daily work record. To link one or more files

to the daily work record, use the following procedure. Please reference Image DF 8 for a visual

of the file linking process.

Image DF 7

1. Select the Attach… button, shown in Image DF 7.















desired.



G. When the upload is complete you will be notified and returned the Attachments tab. You

may repeat steps A through F to upload additional files, or continue to Step 4 if you







by an X.

Image DF 8



Image DF 8.

Image DF 9


5.12 Daily Work Journal

The Daily Work Journal form can be used to log the daily activity for companies and crews working

on the jobs. Details such as manpower and labor, equipment usage, and general work descriptions

may be used to track activity. In addition, details from the manpower/labor & equipment tabs may

be used to track the cost of labor & equipment.

The Daily Work form contains four tabs: Work Description/Schedule, Manpower/Labor,

Equipment and Attachments. In addition, there are header fields located above the tabs.

Image DW 1


Date: Select the Date on which the work was performed, or enter the date into the field.

Company: Select the company which performed the work. You may select a company by

entering the company‘s CompanyID into the text field, entering the company‘s Name into the

text field, or by using the company search button next to the Company field.

Crew: Select the crew which performed the work, if any. If crews have not been set up for

the selected Company, the value <N/A> will be placed in this box.

Note: When editing an existing Daily Work record, none of the fields in the Header may

be modified.

Image DW 2

5.12.2 Work Description/Schedule Tab

The Work Description/Schedule Tab contains a general Work Description field which describes the

work that was performed. In addition, the Schedule Link area of this tab may be used to link the

daily work record to a task in the schedule. The following fields are available on the Work

Description/Schedule Tab:

Work Description: Enter a brief description of the work which was performed.

You may interact with the Schedule Link grid in several ways:



the grid.



To Select a task, use the drop-down list in the first cell to choose the task which you would

like to reference.



Image DW 3

5.12.3 Manpower/Labor Tab

Use the Manpower/Labor tab to record Manpower & Labor on the jobsite for the day, including

details such as start, break, and end times, trades, classifications, rates, and actual employees.

You may interact with the Manpower/Labor tab & grid in the following ways:

To Edit a Manpower/Labor row, simply click on the cell which you would like to update.


the grid.





Image DW 4

The following fields are available in the Manpower/Labor grid:

Trade: Select the trade for the laborer from the drop-down list.

Classification: Select the classification for the laborer from the drop-down list.

Quantity: Enter the quantity of work performed by the laborer.


UOM: Enter the Unit of Measure which corresponds to the Quantity field. For instance, Man

Hours.

Notes: Enter any Notes related to the laborer.


5.12.4 Equipment Tab

Use the Equipment tab to record equipment used throughout the day, including details such as the

amount used and cost codes/rates. You may interact with the Equipment tab & grid in the following

ways:

To Edit an equipment row, simply click on the cell which you would like to update.


the grid.





Image DW 5

The following fields are available in the Equipment grid:

Equipment: Use the equipment drop-down list to select the type of equipment which was

used.

Quantity: Enter the quantity (per the UOM) for which the equipment was used. For

instance, if you are tracking equipment usage by the hour, you may enter ‗8‘ to record 8

hours.

UOM: Enter the Unit of Measure which corresponds to the Quantity field. For instance, Hrs.

Cost Code: Select a Cost Code from the drop-down list which pertains to the usage of the

equipment.

Rate: Enter a billing rate for the equipment which was used, if applicable.

Notes: Enter any Notes related to the usage of the equipment.



Using the Attachments Tab, you may link files to the daily work record. To link one or more files

to the daily work record, use the following procedure. Please reference Image DW 7 for a visual

of the file linking process.

Image DW 6


1. Select the Attach… button, shown in Image DW 6.















desired.










by an X.


Image DW 7



Image DW 8.

Image DW 8

5.13 Drawings & Specs

Use the Drawings & Specifications form to compile and log your project related drawings and

specifications. Each Drawings & Specifications record contains the details of one drawing or

specification and any revisions made to that drawing or specification.

The Drawings & Specifications form contains three tabs: General, Actual Documents, and



Image D&S 1


Number: Enter a number for the drawing or specification into the text box.

Title: Enter a title into the text box.

Type: Select the type of drawing or specification from the drop-down list.

Image D&S 2

5.13.2 General Tab

The General Tab contains general information for the Drawings & Specification record. This

information is sometimes referred to as ‗Meta-data‘, which is information that describes the

physical drawing or specification. Use the text fields and drop-down lists on this tab to define your

drawing or specification record.

Discipline: Select the discipline from the drop-down list.


Group: Select a group from the drop-down list.

Optional Sort Number: Enter an optional sort number into the text box.

Design Company: Select the company which designed the drawing or specification. You may

select a company by entering the company‘s CompanyID into the text field, or by using the

company search button.

Designer: Select the contact which designed the drawing or specification. You may select a

contact by entering the contact‘s ContactID into the text field, or by using the contact search

button. You may only select a contact from the Company which you have selected.

Designer Job Number: Enter the job number assigned to the drawing or specification by the

designer.

Section: Enter the section into the text box.

Size: Select the size from the drop-down list.

Scale: Enter the scale into the text box.

Latest Revision: This field is read-only and will automatically populate with the latest

revision of the drawing or specification.

General Notes: Enter any general notes regarding the drawing or specification.

Image D&S 3

5.13.3 Actual Documents Tab

The Actual Documents tab contains a grid with one row per drawing / specification revision. This

grid may be used to track the history of a drawing or specification, from first draft to final revision.

It is important to note that Drawing Packages and Requests for Information will link to specific

revisions on this Actual Documents tab, not to the overall Drawings & Specifications record.


You may interact with the Actual Documents grid in several ways:

To Edit an existing Actual Document, simply select the cell that you would like to modify

and make the necessary changes.

To Add a new Actual Document, highlight the New button. The new row will be added to

the bottom of the grid.

To Insert a new Actual Document, select the row where you would like to insert above and

select the Insert button. The new row will be added above the row which you have

highlighted.

To Delete an Actual Document, highlight the row which you would like to delete and select

the Delete button. The row will be deleted when you Save the record.

To Move an Actual Document up or down in the grid, select the document which you would

like to move and use the Down and Up buttons to move the document.

Image D&S 4

When creating or modifying an Actual Document you may use the following fields to define the

document:

Revision Date: Select a date for the revision from the date pop-up window, or type a date

into the text box.

Revision Number: Enter a revision number into the text box.

Bulletin: Select a bulletin from the drop-down list.

Percent Complete: Enter the percentage complete for the revision.

Status: Select a status from the drop-down list.

Category: Select a category from the drop-down list.

Package Reference: This is a read-only field which will auto-populate with the drawing

packages that the Actual Documents has been linked to.

Notes: Enter any notes regarding the actual document.

RFI Reference: This is a read-only field which will auto-populate with the RFIs that the

Actual Document has been linked to.

Rec’d Date: Select a received date for the Actual Document from the date pop-up window,

or type a date into the text box.

From Company: Select the company which sent the Actual Document. You may select a

company by entering the company‘s CompanyID into the text field, or by using the

company search button next to the From Company field.

Obsolete: Use this check box to indicate that the actual document is now obsolete.

Attach Files…: Use this button to link external files to an Actual Document.

Delete?: If you have marked a record for deletion, this check box will be checked.

5.13.4 Linking Files to an Actual Document

You may link external files to an Actual Document by selecting the Attach Files… button from

within the Actual Documents grid. To link one or more files to an Actual Document, use the

following procedure. Please reference Image D&S 5 for a visual of the file linking process.

1. Select the Attach Files… button.








A. Select the Upload New… button to display the File Upload window.






desired.










by an X.

Image D&S 5




Image D&S 6.

Image D&S 6


Using the Attachments Tab, you may link files to the Drawing and Specifications record. These

linked files are related to the overall drawing or specification and not to any individual revision

or actual document. To link one or more files to the drawing and specifications record, use the

following procedure. Please reference Image D&S 8 for a visual of the file linking process.

Image D&S 7

1. Select the Attach… button, shown in Image D&S 7.















desired.











by an X.

Image D&S 8



Image D&S 9.

Image D&S 9


5.14 Drawings & Specs – Multiple Input Form

The Drawings and Specifications Multiple Input form can be used to quickly record multiple project

related drawings and specifications.

The drawing and specifications form contains one tab: General Info.

5.14.1 General Tab

The General Tab contains general information for the Drawings & Specification record. This

information is sometimes referred to as ‗Meta-data‘, which is information that describes the

physical drawing or specification. Use the text fields and drop-down lists on this tab to define your

drawing or specification record.

Number: Enter a number for the drawing or specification into the text box.

Title: Enter a title into the text box.

Type: Select the type of drawing or specification from the drop-down list.

Discipline: Select the discipline from the drop-down list.

Design Company: Select the company which designed the drawing or specification. You may


company search button.

Designer: Select the contact which designed the drawing or specification. You may select a


button. You may only select a contact from the Company which you have selected.

Section: Enter the section into the text box.

Size: Select the size from the drop-down list.

Scale: Enter the scale into the text box.

Revision Date: Select a date for the revision from the date pop-up window, or type a date

into the text box.

Revision Number: Enter a revision number into the text box.


Category: Select a category from the drop-down list.

General Notes: Enter any general notes regarding the drawing or specification.

To interact with these fields you may use the following buttons:

New: Begins creating a drawing or specification item.

Edit: Opens a selected item in the grid for editing. When the edit button is pressed the details

for the selected item will be editable in the entry fields.

Copy: Copies the selected item in the grid. When a row is copied, the entry fields will be set

to match the copied item. The copy will not be saved until the Save button is pressed.

Delete?: Marks a row for deletion. Rows marked for deletion will not be created when the

form is saved.

Save: Saves the New, Edited, or Copied row.

Cancel: Cancels changes when using the New, Edit, or Copy buttons.

The grid at the bottom of the screen displays the list of drawing and specification items that have

been created for this form. You may interact with this grid using the buttons described above. In

addition, you may use the Attach Files… button to link documents to the individual drawing and

specification items.















desired.










by an X.

Image D&SM 1



link the files.

Image D&SM 1


5.15 Drawing Packages

Use the Drawing Packages form to create and track groups of drawings or specifications. For

example, you can group all conceptual drawings for a particular project, or plan submission

packages by phase or type to be used for acquiring a permit. Every drawing in your drawing

package is referenced from a corresponding Drawings and Specifications record.

The Drawing Packages form contains four tabs: General, Collaboration, Drawings and Specs,

and Attachments. In addition, there are header fields located above the tabs.

Image DP 1


Number: Enter a number for the drawing package. This number will be auto-generated when

you are creating a new record. You may use the Next button to automatically get the next

available record number, if necessary. If you are editing an existing record, this field will be

read-only.

Description: Enter a description into the text box.


Status: Select the status of drawing package from the drop-down list.

Closed: Check this check box if the drawing package is considered closed.

Image DP 2

5.15.2 General Tab

The General Tab contains general information for the Drawing Package record. This information

describes overall drawing package. Use the text fields and drop-down lists on this tab to define

your drawing or specification record.

Author Package Number: Enter the package number assigned to the drawing package by

the author, if any.

Importance: Select the level of importance from the drop-down list.

Default Distribution List: Select the default distribution list from the drop-down list.

Percent Complete: Enter the percentage that the overall drawing package is complete.

Author Notes: Enter any author notes regarding the drawing package.

General Notes: Enter any general notes regarding the drawing package.

Image DP 3


5.15.3 Collaboration Tab

The Collaboration tab contains a grid with one row per collaborator. Use the Collaboration grid to

track information about other companies who see or work with a drawing package. Include

information such as to who a drawing package is being sent, the sent date, any action required on

the package, and the due date.

You may interact with the collaboration grid in several ways:

To Edit an existing collaboration row, simply select the cell that you would like to modify

and make the necessary changes.

To Add a new collaboration row, select the New button. The new row will be added to the

bottom of the grid.

To Insert a new collaboration row, highlight the row where you would like to insert above

and select the Insert button. The new row will be added above the row which you have

highlighted.

To Delete a collaboration row, highlight the row which you would like to delete and select


Image DP 4

When creating or modifying a collaboration row you may use the following fields to define the

collaboration:

From Company: Select the company which sent the drawing package for review. You may


company search button next to the From Company field. This field will auto-populate with

your company‘s name.

From Contact: Select the contact which sent the drawing package for review. You may

select a contact by entering the contact‘s ContactID into the text field, or by using the

contact search button next to the From Contact field. This field will auto-populate with your

name.

To Company: Select the company which will receive the drawing package for review. You

may select a company by entering the company‘s CompanyID into the text field, or by using

the company search button next to the From Company field.

To Contact: Select the contact which will receive the drawing package for review. You may

select a contact by entering the contact‘s ContactID into the text field, or by using the

contact search button next to the From Contact field.

Sent Date: Select a sent date for the collaboration row from the date pop-up window, or

type a date into the text box.

Due Date: Select a due date for the collaboration row from the date pop-up window, or


Rec’d Date: Select a received date for the collaboration row from the date pop-up window,


Action: Select an action from the drop-down list. Typically this cell will contain the action

performed by the reviewer.

Comments: Enter any comments regarding the collaboration row. Typically this cell will

contain the reviewer‘s comments.

Action Required: Use this check box to indicate that action is required by the reviewer.


Dunning Letter: Use this check box to indicate that the record should be included in a

dunning letter.

Sent For: Select the reason for sending the drawing package to the reviewer.

Sent Via: Select the method by which the drawing package was sent to the reviewer.


5.15.4 Drawings & Specs Tab

The Drawings & Specs tab lists all drawings and specs that have been linked to the drawing

package. The drawing and specs grid contains one row per actual document that has been linked.


To Edit an existing drawing or specification link, simply select the row that you would like to

modify click the Edit button. The drawing and specification record will be displayed in a

pop-up window for editing.

To Add a new drawing or specification link, select the Add button.

To Insert a new drawing or specification link, select the row where you would like to insert

above and select the Insert button.

Note: When using the Add or Insert buttons, a pop-up search window will be displayed.

This search window will display a list of drawing & specification actual documents that

may be linked to the drawing package. You may use the filters at the top of the window

to filter the list of Actual Documents prior to selecting the Actual Document(s) to link.

Image DP 5 shows an example of this search window.

Image DP 5

To Delete a drawing or specification link, highlight the row which you would like to delete

and select the Delete button. The row will be deleted when you Save the record.


like to use and move the Down and Up buttons to move the document.


To Download all Files linked to the Drawing Package and linked Drawings & Specifications,

click the Get Files button. The linked files will be compiled into a ZIP archive which you

may save to your local computer.

Image DP 6

For more information on the details of the Drawing & Specification Actual Documents, please see

―Actual Documents Tab‖, Section 5.13.3.


Using the Attachments Tab you may link files to the Drawing Package record. These linked files are

related to the overall Drawing Package and not to any individual collaboration rows or drawings

and specification links. To link one or more files to the drawing package record, use the following

procedure. Please reference Image DP 8 for a visual of the file linking process.

Image DP 7

1. Select the Attach… button, shown in Image DP 7.















desired.











by an X.

Image DP 8



Image DP 9.

Image DP 9


5.16 Events

The Events form can be used to add specific information about what is happening on the job site,

or the amount of work being performed by a company or crew. You can also use the Events form to

record general jobsite activities and incidents, such as inspections, plan conflicts, and weather

delays. For example, you can add the amount of concrete poured or soil excavated by a company in one day.

The Events form contains two tabs: General and Attachments. In addition, there are header

fields located above the tabs.

Image EV 1


Number: Enter a number for the Event. This number will be auto-generated when you are

creating a new record. You may use the Next button to automatically get the next available

record number, if necessary. If you are editing an existing record, this field will be read-only.

Date: Enter the date of the Event into the text box.

Company: Select the company the event pertains to. You may select a company by entering

the company‘s CompanyID into the text field, entering the company‘s Name into the text

field, or by using the company search button next to the Company field.

Event Type: Select the event type from the dropdown list. If the event type is a cumulative

event, when you select from the list, the check box in the Cumulative column is selected. If

you want to make an event type a cumulative event, you need to change the event in the

Lookup Groups Maintenance form.

Image EV 2


5.16.2 General Tab

Quantity: Enter the specified amount for the event.

Units: Enter the units of measure for the value/amount in the Quantity field.

Budget Code: Select the budget code associated to the event. You may select a budget code

by entering the BudgetCodeID into the text field, entering or by using the budget code search

button next to the Budget Code field.

Closed: Select this checkbox if the event is considered closed.

Crew: Select a crew involved in the event from the dropdown list. If crews have not been set

up for the selected Company, the value <N/A> will be placed in this box.

Time: Enter the time the event occurred.

Location: Enter the location of the event.

Reference: Enter references to any item that concerns the event, such as a document or

form.

Description/Notes: Brief description of the event and any additional follow-up notes.

Comments: Enter any additional comments about the event.

Image EV 3


Using the Attachments Tab you may link files to the Event. To link one or more files to the event

record, use the following procedure. Please reference Image EV 5 for a visual of the file linking

process.

Image EV 4

1. Select the Attach… button, shown in Image EV 4.
















desired.










by an X.


Image EV 5



Image EV 6.

Image EV 6

5.17 Field Work Directive

The Field Work Directive form is available within Insight as a read only form and may be used to

instruct contractors or subcontracts to perform additional work, emergency work, unexpected

work, or confirm and clarify work that is already scheduled.

The Field Work Directive form contains two tabs: General and Attachments. In addition, there

are header fields located above the tabs.


Image FWD 1


Number: The number for the Field Work Directive.

Subject: The subject for the Field Work Directive into the text box.

Type: The type of Field Work Directive.

Reason: The reason for the Field Work Directive.

Closed: This check box will be checked if the Field Work Directive is considered closed.

Image FWD 2

5.17.2 General Tab

The General Tab contains general information for the Field Work Directive.

To Company: The company that the Field Work Directive is being sent to.

Attention: The contact that the Field Work Directive is being sent to.

From Company: The company which created or sent the Field Work Directive.

By: The contact which created or sent the Field Work Directive.

Date: The date for the Field Work Directive.

Status: The Field Work Directive status.

Location: The location for the Field Work Directive.

Not to Exceed Cost: The currency value into the field which the change should not exceed.

Estimated Cost: The currency value into the field which the change is estimated to cost.

Actual Cost: The currency value into the field for the actual cost of the change.

Reference: Any references related to the Field Work Directive.

Description: The description for the Field Work Directive.


Image FWD 3


Using the Attachments Tab you may view files linked to the field work directive. If you have the




Image FWD 4

5.18 Hotlist

The Hotlist form can be used as a to-do list, keeping track of user‘s action items. Use this form to

create new to-do items, assign responsibility and due dates for items, track the status of items as

they progress, and follow up on items when they have been resolved.

The Hotlist form contains three tabs: General, Resolution, and Attachments. In addition, there

are header fields located above the tabs.


Image HL 1


Number: Enter a number for the Hotlist item. This number will be auto-generated when you

are creating a new record. You may use the Next button to automatically get the next


read-only.

Create Date: Select a Create date for the Hotlist item from the date pop-up window, or type

a date into the text box. This date will default to the current date when creating a new record.

Subject: Enter a subject into the text box.

Closed: Check this check box if the submittal register item is considered closed.

Image HL 2


5.18.2 General Tab

The General Tab contains general information for the Hotlist item. Use the text fields and drop-

down lists on this tab to define the Hotlist record.

Type: Select the Hotlist type from the drop-down list.

Category: Select the Hotlist category from the drop-down list.

Assigned Date: Select an Assigned date for the Hotlist item from the date pop-up window,


Due Date: Select a Due date for the Hotlist item from the date pop-up window, or type a

date into the text box.

Importance: Select the Hotlist importance from the drop-down list.

Status: Select the Hotlist status from the drop-down list.

Reminder: Check this checkbox to indicate that a reminder should be provided for this

Hotlist item. When using this checkbox you should also provide a reminder date and time.

Reminder Date: Select a Reminder date for the Hotlist item from the date pop-up window,


Reminder Time: Enter a time for the reminder in the text box.

Author Company: Select the company which authored the hotlist item. You may select a

company by entering the company‘s CompanyID into the text field, entering the company‘s

Name into the text field, or by using the company search button next to the Author Company

field. This field will default to your company when creating a new record.

Author Contact: Select the contact which authored the hotlist item. You may select a

contact by entering the contact‘s ContactID into the text field, entering the contact‘s Name

into the text field, or by using the contact search button next to the Author Contact field. This

field will default to your name when creating a new record.

Responsible Company: Select the company which is responsible for the hotlist item. You

may select a company by entering the company‘s CompanyID into the text field, entering the

company‘s Name into the text field, or by using the company search button next to the

Responsible Company field.

Responsible Contact: Select the contact which is responsible for the hotlist item. You may

select a contact by entering the contact‘s ContactID into the text field, entering the contact‘s

Name into the text field, or by using the contact search button next to the Responsible

Contact field.

Description: Enter a description for the Hotlist item in the text box.


Image HL 3

5.18.3 Resolution Tab

The Resolution Tab contains resolution details for the Hotlist item. Use the text fields and drop-

down lists on this tab to define how the hotlist item has been resolved.

Percent Complete: Use this field to track how complete the Hotlist item is. Enter a

percentage into the text field.

Complete Date: If the Hotlist item has been completed, select a Complete date for the

Hotlist item from the date pop-up window, or type a date into the text box.

Total Work: Enter the total work that has been performed on the Hotlist item. For example,

you may enter 1.5 hrs.

Resolution: If the Hotlist item has been resolved, enter the way in which the item was

resolved in the resolution text box.

Comments: Enter any comments you may have regarding the resolution of the Hotlist item.

Organization: If another organization or company helped resolve the Hotlist item, enter the

name of the organization or company in the Organization text box.

Responsible: If another person helped resolve the Hotlist item, enter the name of the person

in the Responsible text box.


Image HL 4


Using the Attachments Tab you may link files to the Hotlist record. To link one or more files to the

Hotlist record, use the following procedure. Please reference Image HL 6 for a visual of the file

linking process.

Image HL 5

1. Select the Attach… button, shown in Image HL 5.
















desired.










by an X.

Image HL 6



Image HL 7.


Image HL 7

5.19 Inspections & Tests

The Inspections & Tests form is available within Insight as a read only form and may be used to

view lists for Inspections and Tests, which must be performed at the jobsite throughout the

project.

The Inspections & Tests form contains four tabs: General, Detailed Information, Checklist and


Image I&T 1


Number: The number for the inspection or test.

Description: The description for the inspection or test.

System: If the inspection or test is to be performed on a specific system it will be displayed.

Closed: This check box will be checked to indicate that the inspection or test is closed or

complete.


Image I&T 2

5.19.2 General Tab

The General Tab contains general information which describes the inspection or test.

Specification Section: The specification section for the inspection or test.

Specification Subsection: The specification subsection for the inspection or test.

Category: The category of the inspection or test.

Status: The status of the inspection or test.

Material Code: The material code for the inspection or test.

Part Number: The part number for the inspection or test.

Schedule Date: The date when the inspection or test should be performed.

Contract Number: The contract number which the inspection or test is related to.

Test Type: Description of type of test to be performed.

Sched Start Time: The time that the test is to start.

Sched Finish Time: The time that the test is to finish.

Location: The location for the inspection or test to be performed.

Design Criteria: Details regarding how the inspection or test is to be performed.

Notes: Any notes related to the inspection or test.

Image I&T 3

5.19.3 Detailed Information Tab

The Detailed Information Tab tracks further details regarding the inspection or test record. This tab

lists the involved companies and contacts and tracks information about the inspection or test as it

is performed and completed. The following fields are available on the Detailed Information tab:

Installing Company: The company which performed the installation.

Contact: The contact which performed the installation.

Inspecting Company: The company which performed the inspection.

Contact: The contact which performed the inspection.

Quality Control Company: The company which performed the quality control.

Contact: The contact which performed the quality control.


Accepting Company: The company which accepted the inspection or test.

Contact: The contact which accepted the inspection or test.

Inspection Date: The inspection date.

Testing Equip Used: Any testing equipment used to perform the inspection or test.

Actual Start Time: The time that the inspection or test started.

Actual End Time: The time that the inspection or test ended.

Witnesses

Witnesses: The names of any witnesses which were present during the inspection or test.

Test Results: The results of the inspection or test.

Conforming Notes: Any conforming notes related to the inspection or test.

Non Conforming Notes: Any non conforming notes related to the inspection or test.

Image I&T 4

5.19.4 Checklist Tab

Use the checklist tab to view and track a list of items which need to be checked in order to

complete the inspection or test record.

Image I&T 5

The following fields are available in the Checklist grid:

Item Num: The number for the checklist item.

Description: The description for the checklist item.

Scheduled Date: The date the checklist item is scheduled to occur.

Inspection Date: The date the inspection or test occurred.

Installing Company: The company which performed the installation.

Installation Notes: Any notes regarding the installation.


Inspected By Company: The company which performed the inspection.

Inspection Notes: Any notes regarding the inspection.

QC Company: The company which performed the quality control.

Passed: This check box will be checked if the item has passed the inspection or test.

Comments: Any comments regarding the checklist item.

Delete?: N/A for read only.


Using the Attachments Tab you may view files linked to the inspection or test record. If you have




Image I&T 6

5.20 Issues

The Issues form is available within Insight as a read only form and may be used to view project-

related issues. An issue is any matter that you determine to have an impact on your project, such

as inclement weather, incomplete drawings or incorrect material.

The Issues form contains three tabs: General, Items and Attachments. In addition, there are



Image IS 1


Number: The number for the issue.

Name: The name for the issue.

Status: The status of the issue.

Closed: This check box will be checked to indicate that the issue is closed.

Image IS 2

5.20.2 General Information

The General Tab contains general information which describes the issue.

Date: The date the issue was created.

Description: The description of the issue.

General Notes: Any general notes regarding the issue and its resolution.

Category: The category for the issue.

Responsible Company: Name of the company responsible for resolving the issue.

Responsible Contact: Name of the contact responsible for resolving the issue.

Cost Impact: Checkbox if the issue had a cost impact on the project.

Total Issue Amount: The total monetary value of the cost impact for the issue

Comments: Any comments related to how the issue impacts cost


Image IS 3

5.20.3 Items Tab

The Items Tab is used to track any items related to an issue, its resolution, and any impact on

project cost on the Issues form to log and track these items.

Date: The date the item was added.

Reference: The title for the item.

Items Detail: The detailed information on how the items relates to the issue.

Item Amount: The monetary value of the cost impact, if applicable

Cost Impact: Any impact the item has on project cost


Image IS 4



Using the Attachments Tab you may view files linked to the issue record. If you have the correct




Image IS 5

5.21 Material Inventory

The Material Inventory form is available within Insight as a read only form. With this form, you

may keep track of where your materials are stored and the quantity and cost of the materials

purchased, delivered and installed

The Material Inventory form contains five tabs: General, PO Items, Delivery, Installation, and


Image MI 1


Material Code: The code assigned to the material.

Description: The Description of the material.


Type: The type of material, such as contractor furnished, rental, or unit priced material.

CSI Code: The CSI code that the material will be used.

Closed: This check box will be checked to indicate that the material item is closed.

Image MI 2

5.21.2 General Information

The General Tab contains general information which describes the material inventory.

UOM: The units in which the material is measured such as lineal feet, pound, inches, or each.

Average Unit Price:

Purchased (Quantity): Purchased quantity of the inventory item.

Delivered (Quantity): Quantity of the inventory item delivered to the jobsite.

Bal for Delivery (Quantity): Quantity of the inventory item that has been purchased but not

delivered.

Installed (Quantity): Quantity of the inventory item installed.

Bal For Install (Quantity): Quantity of the inventory item that has been purchased but not

installed.

Amount Purchased (Cost): Cost of the total purchased quantity.

Amount Delivered (Cost): Cost of the delivered quantity.

Bal for Delivery (Cost): Cost of the inventory quantity that has been purchased but not

delivered.

Amount Installed (Cost): Cost of the installed quantity.

Bal For Installation (Cost): Cost of the inventory quantity that has been purchased but not

installed.

Amount Invoiced: The amount of the material inventory item that has been paid for.

Balance for Payment: The remaining amount of payment due for the inventory item.

Notes: Any additional notes related to the inventory item.

Image MI 3


5.21.3 PO Items Tab

The PO Items Tab allows you to associate a purchase order item with the material inventory.

PO Number: The purchase order item number.

Number: The number of the purchase order.

Qty: The quantity of material item purchased.

Item: The code or abbreviation for the item.

Description: The description of the purchase order item.

Budget Code: The budget code that applies to the cost/purchase of this item.

UOM: The type of unit of measure.

Unit Price: The price per unit.

Subtotal: Quantity multiplied by Unit Price.

Taxable: If the item was taxable, the check box will be checked.

Invoiced Amt: Prolog® calculated field.

Balance: Prolog® calculated field.

Delete?: N/A for Read Only.

Image MI 4

5.21.4 Delivery

The PO Items Tab allows you to associate a purchase order item with the material inventory.

Ticket Num: The number of the delivery ticket.

Shipping Company: The shipping company that delivered the material.

Rec’d Date: The date the material was delivered.

Time: The time of day the material was delivered.

Quantity: The amount/quantity of material that was delivered.

Location: The location to which the material was delivered.

Received By Company: The company name or code that received or signed for the delivery.

Received By Contact: The name of the contact at the receiving company who signed for the

delivery.

Comments: Any notes or comments about the delivery.

Track: This checkbox will be checked if the quantity of delivered material is tracked in Prolog

Manager®.

Delete?: N/A for Read Only.

Image MI 5


5.21.5 Installation

When material is installed, you can view information about when the material was installed, what

company and crew installed the material, and where the material was installed.

Date: The date the material was installed.

Company: The company name or code that installed the material.

Crew: The name if the crew that installed the material.

Quantity: The number or quantity of the material from the inventory that was installed.

Location: The location on the jobsite where the material was installed.

Notes: Any additional notes about the installation.

Track: This checkbox will be checked if the amount of installed material is tracked in Prolog

Manager®.

Closed: This check box will be checked to indicate that the installation is closed.

Delete? N/A for Read Only.

Image MI 6


Using the Attachments Tab you may view files linked to the material inventory record. If you have




Image MI 7

5.22 Meeting Minutes

Use the Meeting Minutes form to compile and log your project related Meeting Minutes. Each

Meeting Minutes record contains the details of one meeting minutes recording containing one or

more meeting items.

The Meeting Minutes form contains five tabs: Meeting Items, Other Details, Attendees,

Courtesy Copies, and Attachments. In addition, there are header fields located above the tabs.


Image MM 1


Meeting Set: Identify the meeting minutes set for the record. If the set does not exist in the

dropdown, enter a new name for the meeting set. The set will be available in the dropdown

for future records being created.

Number: The next sequential number for the meeting set will be assigned to the meeting

minutes record after it is submitted.

Meeting Date: Enter the date on which the meeting took place.

Time Started: Enter what time the meeting started.

Time Ended: Enter what time the meeting ended.

Image MM 2

5.22.2 Meeting Items

The Meeting Items tab contains a grid with one row per meeting minutes item.

You may interact with the Meeting items grid in several ways:

To Edit an existing Meeting Item, simply select the cell that you would like to modify and

make the necessary changes.

To Add a new Meeting Item, select the New button. The new row will be added to the bottom

of the grid.

To Insert a new Meeting Item, select the row where you would like to insert above and select

the Insert button. The new row will be added above the row which you have highlighted.

To Delete a Meeting Item, highlight the row which you would like to delete and select the

Delete button. The row will be deleted when you Save the record.

To Move a Meeting Item up or down in the grid, select the row and use and move the Down

and Up buttons to move the document.

To Create a New Meeting based upon the current meeting set, select the Create New

Meeting button. You will have the option of carrying over all open meeting items to the new

meeting.


Image MM 3

When creating or modifying a Meeting Item you may use the following fields to define the item:

System: This field is read only and populated by the system.

Item No: Enter an item number for the meeting item.

Title: Enter a title for the meeting item.

Description: Enter a description of the meeting item.

Responsible: Select a contact responsible for completing the meeting item. You may select a

contact by entering the ContactID into the text field, or by using the contact search button

next to the Responsible field.


Topic: Select a topic for the meeting item.

Orig Due Date: Select an original due date for the meeting item, or type a date into the text

box.

Due Date: Select a due date for the meeting item, or type a date into the text box.

Complete Date: Select a date for the completion of the meeting item, or type a date into the

text box.

Last Modified: Select a date for the last modification to the meeting item, or type a date into

the text box.

Closed: Use this check box to indicate that the meeting item has been closed.


5.22.3 Other Details Tab

Under the Other Details tab you can add important information about a meeting entry, including its

purpose, location, and any notes.

Purpose of Meeting: Enter the reason of why the meeting was held.

General Notes: Enter any general notes regarding the meeting. These notes appear in the

headers of meeting minutes reports.

End Comments: Enter any comments regarding the meeting. These comments appear at the

bottom of meeting minutes reports.

Location of Meeting: Enter where the meeting was held.

Next Location of Meeting: Enter where the next meeting in this set will be held.

Next Meeting Date: Enter the date on which the next meeting in this set is scheduled.

Next Meeting Time: Enter the time of day the next meeting in this set is scheduled.

Prepared By: Select the person who logged this meeting. You may select a contact by

entering the contact‘s ContactID into the text field, or by using the contact search button. You

may only select a contact from the Company which you have selected.


Prepared by Company: Select the company of the person who logged this meeting. You


the company search button.

Image MM 4

5.22.4 Attendees Tab

The Attendees tab contains a grid with one row per meeting attendee. You may interact with the

attendees grid in several ways:

To Edit an existing contact, simply select the cell that you would like to modify and make the

necessary changes.

To Add a new contact select the New button. The new row will be added to the bottom of the

grid. You may select a company by entering the CompanyID into the text field or by using the

company search button next to the company field. The default contact will be selected. You

may select a contact by entering the ContactID into the text field, or by using the contact

search button next to the contacts field.

To select a contact from the company or contact search window, use the New button.

To Delete an attendee, highlight the row which you would like to delete and select the


Image MM 5

When creating or modifying an Attendee you may use the following fields to define the item:


Company: Select a company for the attendee. You may select a company by entering the

CompanyID into the text field, entering the company name into the text field, or by using the

company search button next to the company field.

Contact: Select a contact for the attendee. You may select a contact by entering the

ContactID into the text field, or by using the contact search button next to the contact field.

Notes: You may enter notes into this field.

Absent: Checking the ‗Absent‘ check box indicated that the attendee was absent from the

meeting.

Send Transmittal: Checking the ‗Send Transmittal‘ check box indicated that the attendee

should receive a copy of the meeting minutes.


5.22.5 Courtesy Copies Tab

The Courtesy Copies tab contains a grid with one row per person to be carbon copied on the

meeting minutes. You may interact with the courtesy copies grid in several ways:

To Edit an existing contact, simply select the cell that you would like to modify and make the

necessary changes.

To Add a new contact select the New button. The new row will be added to the bottom of the

grid. You may select a company by entering the CompanyID into the text field or by using the

company search button next to the company field. The default contact will be selected. You

may select a contact by entering the ContactID into the text field, or by using the contact

search button next to the contacts field.

To select a contact from the company or contact search window, use the New button.

To Delete a person, highlight the row which you would like to delete and select the Delete


Image MM 6

When creating or modifying a Courtesy Copies record you may use the following fields to define the

item:

Company: Select a company for the attendee. You may select a company by entering the

CompanyID into the text field, or by using the company search button next to the company

field.

Contact: Select a contact for the attendee. You may select a contact by entering the

ContactID into the text field, or by using the contact search button next to the contact field.

Location: This field is read-only. The location for each contact is displayed when the contact

is selected.

Notes: You may enter notes in this text field.

Copies: You may indicate the number of copies each person should receive.



Using the Attachments Tab you may link files to the Meeting Minutes record. These linked files are

related to the overall Meeting Minutes and not to any individual meeting items or attendees rows.


To link one or more files to the meeting minutes record, use the following procedure. Please

reference Image MM 8 for a visual of the file linking process.

Image MM 7

1. Select the Attach… button, shown in Image MM 7.















desired.










by an X.


Image MM 8



Image MM 9.

Image MM 9


5.23 Notices To Comply

The Notices to Comply Form is available within Insight as a read only form and may be used to

view the notices to comply. Use the Notices to Comply form to view sent notices to contractors

directing the contractors to comply with your instructions. Notices to comply can be issued for poor

workmanship, correction notices or any unfulfilled contractual obligations.

The purpose of the Notices to Comply form is for you, the issuer, to have documented proof that

you have informed the contractors that they are in violation of project rules, contract documents,

or any other document that instructs the contractors to perform in a specific manner. This documented proof may be admissible in court.

The Notices to Comply form contains two tabs: General and Attachments. In addition, there are


Image NTC 1


Number: The number for the notice.

Date: The date of the notice.

Subject: A short description of the notice.

Type: The type of notice.

Closed: This box will be checked if the notice is considered closed.

Image NTC 2


5.23.2 General Tab

The General Tab contains general information for the Notice to Comply.

To Company: The company to which you are sending the notice to comply.

Attention: The contact to whom you are sending the notice to comply.

From Company: The company issuing the notice to comply

Authored By: The contact issuing the notice to comply.

Status: The status of the notice to comply

Location: The location where the contractor needs to correct or complete work.

Reference: Reference to any files, documents or records containing information about the

notice to comply.

Details and Actions Required: The details of the notice and the instructions you expect the

contractor to carry out.

Follow Up Notes: Any notes or details about the action taken by the contractor regarding

the notice to comply

Follow Up: This box will be checked if follow up is required.

Due By: The date by which the follow-up needs to be completed

Done On: The date by which the follow-up was completed

Image NTC 3


Using the Attachments Tab you may view files linked to the Notice to Comply record. If you have




Image NTC 4


5.24 Potential Change Orders

The Potential Chance Order Form is available within Insight as a read only form and may be used

to view a project‘s potential change orders. A potential change order (PCO) can be an item you

expect or anticipate might result in extra work, or additional costs. A PCO can also result from

owner directives, bulletins, clarifications or changes to the original plans. Any of these changes

might require a change. PCOs are sometimes referred to as cost control numbers (CCN), change

estimates, anticipated cost numbers, proposed change orders, and change proposal request.

The Potential Change Order form contains three tabs: General Info, Detailed Items, and


Image PCO 1


Number: The number for the PCO.

Description: The description of the PCO.

Status: The status of the PCO.

Approved for Budget: This box will be checked if the PCO has been Approved for Budget.

Closed: This box will be checked if the PCO is considered closed.

Image PCO 2



The General Info Tab contains general information for the PCO.

Date: The date for the PCO.

Category: The PCO category.

Reason: The PCO reason.

Notes: Any notes regarding the PCO.

References: Any references for the PCO.

Requested Days: The number of days requested for the PCO.

Approved Days: The number of days approved for the PCO.

Required: This box will be checked if a notification is required for the PCO.

Required Date: The Required Date for the PCO notification.

Done Date: The Done Date for the PCO notification.

Reference Document: Any reference documents for the PCO notification.

Image PCO 3

5.24.3 Detailed Items Tab

Item No: The item number.

Description: The PCO category.

Orig Estimate (Bdgt): The original budget estimate.

Proposed Amt (Bdgt): The proposed budget amount for the PCO.

Approved Amt (Bdgt): The approved budget amount for the PCO.

Budget Code: The budget code to which you want to apply the cost of the PCO item.

Allocation Code (Bdgt): The budget allocation code elected for the PCO items.

Company: The company name or code for the company affected by or responsible for the

PCO item.

Contact Person: The name of the contact person at the company affected by or responsible

for the PCO item.


Quote Due: The date the quote for the cost of the PCO item is due.

Quote Rec’d: The date you received the quote for the proposed amount.

Reference: The numbers or names of any files, or documents for the quote received from

the contractor.

Change Order: The subcontract change order associated with the PCO item.

Production Qty: The quantity of work associated with completing the PCO item.

UOM: The unit of measure for the PCO item.

Production Hours: The number of work hours needed to complete work on the PCO item.

Additional Notes: Any addition notes related to the PCO item.

Tasks: The tasks assigned from the schedule to the PCO item.

Locked: If the PCO item is locked, the PCO item cannot be edited or deleted.


Image PCO 4


Using the Attachments Tab you may view files linked to the PCO record. If you have the correct



Get Selected: Allows you download or save the file for the rows that have been selected

Image PCO 5

5.25 Punch List

The Punch List form can be used record and track defects on the jobsite.

The punch list form contains two tabs: General Info and Attachments.


The General Tab contains general information for the punch list item. Use the text fields, drop-

down lists, and dates on this tab to define the punch list item.

Number: Enter a number for the punch list item. This number will be auto-generated when

you are creating a new record. You may use the Next button to automatically get the next


read-only.

Responsible Company: Select the responsible company for the punch list item. You may

select a company by entering the company‘s CompanyID into the text field, entering the


company‘s name into the text field, or by using the company search button next to the


Contact: Select the responsible contact for the punch list item. You may select a contact by

entering the contact‘s ContactID into the text field, entering the contact‘s name into the text

field, or by using the contact search button next to the Responsible Contact field.

Closed: Check this checkbox to indicate that the punch list item is closed.

Area 1: Select the Area 1 location for the punch list item.





Author Company: Select the author company for the punch list item. You may select a


name into the text field, or by using the company search button next to the Author Company

field.

Authored By: Select the author contact for the punch list item. You may select a contact by


field, or by using the contact search button next to the Authored By field.

Inspected By: Select the inspected by contact for the punch list item. You may select a

contact by entering the contact‘s ContactID into the text field, entering the contact‘s name

into the text field, or by using the contact search button next to the Inspected By field.

Supplier: Select the supplier company for the punch list item. You may select a company by

entering the company‘s CompanyID into the text field, entering the company‘s name into the

text field, or by using the company search button next to the Supplier field.

Item Value: Enter the value or cost required to fix the punch list defect.


General Notes: Enter any notes related to the punch list record.

Inspected: Select the Inspected date or enter the date into the field.

Rec’d On: Select the Received date or enter the date into the field.

Issued On: Select the Issued date or enter the date into the field.

Sch’d Comp: Select the Scheduled completion date or enter the date into the field.

Completed: Select the Completed date or enter the date into the field.

Re-Inspect: Select the Re-inspection date or enter the date into the field.

Signed Off: Select the Signed-off date or enter the date into the field.


Image PL 1


Using the Attachments Tab you may link files to the punch list items. To link one or more files to

the punch list items, use the following procedure. Please reference Image PL 3 for a visual of the

file linking process.

Image PL 2

1. Select the Attach… button, shown in Image PL 2.
















desired.










by an X.

Image PL 3



Image PL 4.


Image PL 4

5.26 Punch List - Multiple Input Form

The Punch List Multiple Input form can be used to quickly record multiple defects at the jobsite.

Use this form if you need to log more than one Punch List item at a time.

The punch list form contains one tab: General Info.


The General Info tab is used to record each punch list item. The portion of this form above the

‗New Record Area‘ contains information related to all punch list items that will be created when the

form is saved. These fields are:

Authored By: This field will default to your name and may not be changed.

Author Company: This field will default to your company and may not be changed.




Inspected: Select the Inspected date or enter the date into the field.

The fields below the ‗New Record Area‘ allow you to define the individual Punch List items. To

interact with these fields you may use the following buttons:

New: Begins creating a new punch list item.

Edit: Opens a selected item in the grid for editing. When the edit button is pressed the details

for the selected item will be editable in the entry fields.

Copy: Copies the selected item in the grid. When a row is copied, the entry fields will be set

to match the copied item. The copy will not be saved until the Save button is pressed.

Delete?: Marks a row for deletion. Rows marked for deletion will not be created when the

form is saved.

Save: Saves the New, Edited, or Copied row.

Cancel: Cancels changes when using the New, Edit, or Copy buttons.

The following fields may be used to define each row:



Responsible Company: Select the responsible company for the punch list item. You may

select a company by entering the company‘s CompanyID into the text field, entering the

company‘s name into the text field, or by using the company search button next to the


Contact: Select the responsible contact for the punch list item. You may select a contact by


field, or by using the contact search button next to the Responsible Contact field.


Construction Division: Select a construction division related to the punch list item.

Selecting a Construction Division allows you to select a Typical Condition.

Typical Condition: If the defect is listed in the typical condition list, select it and press the

Add button to add it to the Description field. Otherwise, type the description into the

description field.

Description: Enter a description for the punch list item.

General Notes: Enter any notes related to the punch list item.

The grid at the bottom of the screen displays the list of punch list items that have been created for

this form. You may interact with this grid using the buttons described above. In addition, you may

use the Attach Files… button to link documents to the individual punch list items.














desired.










by an X.


Image MPL 1


link the files.

Image MPL 2


5.27 Requests for Information

The Request for Information form can be used to create and follow up on questions, or requests for

information (RFIs), about your project. The Request for Information form allows you to log and

track the history of your RFI records from start to finish. Using Prolog Converge® RFI form allows

you to easily collaborate with other users. For example, a vendor could submit an RFI and your

user can return an answer.

The Request for Information form contains six tabs: General Info, Notes, Contract Drawings,

Collaboration, Impact, Courtesy Copies, and Attachments. In addition, there are header

fields located above the tabs.

Image RFI 1


Project RFI Number: The Prolog Manager® generated RFI number automatically assigned

by Prolog Manager®.

Subject: Enter a subject into the text box for the RFI being created.

Importance: Select the importance of the RFI from the drop-down list.

Official: Check to indicate the RFI is official.

Closed: Check to indicate the RFI is closed.

Image RFI 2



The General Tab contains general information for the Request for Information record. This

information is used to capture the general information about the Request for Information. This

information includes the key dates for the RFI, author and answer company, and the question and

answer.

Date Created: Date the RFI is created. Default is the current date.

Date Required: Date the RFI requires an answer. The default date is controlled in Prolog

Managers® project preferences.

Date Answered: The date the RFI was answered.

Discipline: Select a value in the drop down list that best describes the discipline associated

with the RFI.

Category: Select a value in the drop down list that best describes the category of the RFI.

The category is used for reporting and sorting purposes.

Author Company: Select the company which authored the RFI. You may select a company

by entering the company‘s CompanyID into the text field, or by using the company search

button.

Authored By: Select the contact name of the person that authored the RFI. You may select a

contact by entering the contact‘s ContactID in the text field, or by using the contact search.

The contact search will only display the contacts for the selected company. If no company is

selected a list of all contacts will be displayed.

Author RFI Number: A reference number for the Author to use when referencing the RFI.

Often this is used when two different project control systems are being used to manage RFI‘s.

It provides a cross reference for the RFI‘s between the systems.

Question: Enter the question that requires an answer.

Answer Company: Select the company name assigned to answer the RFI. You may select a

company name by entering the company‘s CompanyID in the text field, or by using the

company search.

Answered By: Select the contact name of the person assigned to answer the RFI. You may

select a contact by entering the contact‘s ContactID in the text field, or by using the contact

search. The contact search will only display the contacts for the selected company. If no

company is selected a list of all contacts will be displayed.

Co-Respondent: Enter the name of the co-respondent assigned to answer the RFI into the

text box.

Answer: Enter the answer to the question for the RFI.


Image RFI 3

5.27.3 Notes Tab

The Notes tab contains general notes about the RFI and references to any drawings and

specifications associated with the RFI.

Suggestion: Enter a suggestion for the RFI.

Comments: Enter general comments about the RFI.

Specification Section Reference: Reference the specification section for the RFI question.

Sketch Number: Reference the sketch number for the RFI question.

Image RFI 4

5.27.4 Contract Drawings Tab

The Contract Drawings tab lists all drawings and specs that have been linked to the RFI. The

contract drawings grid contains one row per actual document that has been linked.

You may interact with the contract drawings grid in several ways:

To Add a new drawing or specification, select the New button.

To Insert a new drawing or specification, select the row where you would like to insert

above and select the Insert button.


Note: When using the Add or Insert buttons, a pop-up search window will be displayed.

This search window will display a list of drawing & specification actual documents which

you may link to the RFI. You may use the filters at the top of the window to filter down

the list of drawings & specifications prior to selecting the actual document(s) to link.

Image RFI 5 shows an example of this search window.

Image RFI 5

To Edit a drawing or specification, highlight the row which you would like to edit and select

the Edit button.

To Delete a drawing or specification, highlight the row which you would like to delete and

select the Delete button. The row will be deleted when you Save the record.


like to use and use the Down and Up buttons to move the document.

To retrieve any documents that are linked to the drawings and specifications document, select

the Get Files button.

Image RFI 6

5.27.5 Collaboration Tab

The Collaboration tab contains a grid with one row per collaborator. Use the Collaboration grid to

track information about other companies who are involved with the RFI. Include information such

as to who an RFI is being sent, the sent date, any action required on the RFI, and the due date.


To Edit an existing collaboration row, simply select the cell that you would like to modify and


To Add a new collaboration row, select the New button. The new row will be added to the

bottom of the grid.


To Insert a new collaboration row, select the row where you would like to insert above and

select the Insert button. The new row will be added above the row which you have

highlighted.

To Delete a collaboration row, highlight the row which you would like to delete and select the


Image RFI 7

When creating or modifying a collaboration row you may use the following fields to define the

collaboration:

From Company: Select the company which sent the RFI for review. You may select a

company by entering the company‘s CompanyID into the text field, or by using the company

search button next to the From Company field. This field will auto-populate with your

company‘s name.

From Contact: Select the contact which sent the RFI for review. You may select a contact by

entering the contact‘s ContactID into the text field, or by using the contact search button next

to the From Contact field. This field will auto-populate with your name.

To Company: Select the company which will receive the RFI for review. You may select a


search button next to the From Company field.

To Contact: Select the contact which will receive the RFI for review. You may select a


button next to the From Contact field.

Date Sent: Select a sent date for the collaboration row from the date pop-up window, or type

a date into the text box.

Date Received: Select a received date for the collaboration row from the date pop-up

window, or type a date into the text box.

Action: Use this check box to indicate that action is required.


dunning letter.

Sent For: Select the reason for sending the RFI to the reviewer.

Sent Via: Select the method by which the RFI was sent to the reviewer.

Comments: Enter any comments regarding the collaboration row.


5.27.6 Impact Tab

The Impact tab contains information regarding if an answer to an RFI results in any project impact.

There are three possible areas of impact—Cost, Schedule, and Drawing.

Cost Impact: Enter information regarding any cost impacts.

o If the RFI has any impact, select Yes.

o If the RFI does not have any impact, select No.

o If you are not sure if the RFI has an impact, select Not Sure.

o Amount: Enter the monetary impact of the RFI on the budget.

o Comments: Enter any comments related to the cost impact of the RFI.

Schedule Impact: Enter information regarding any schedule impacts.





o Calendar Days: Enter the days by which the RFI impacts the schedule.

o Comments: Enter any comments related to the schedule impact of the RFI.

Drawing Impact: Enter information regarding any drawing impacts.




o Drawing Update Done: check box when any necessary drawings or specifications

have been updated.

o Comments: Enter any comments related to the drawing impact of the RFI.

Image RFI 8


The Courtesy Copies tab contains a grid with one row per courtesy copy being sent. Use the

courtesy copies grid to track which companies require a courtesy copy of the RFI and the number

of copies.

You may interact with the courtesy copies grid in several ways:

To Edit an existing courtesy copy row, simply select the cell that you would like to modify and


To Add a new courtesy row, select the New button. The new row will be added to the bottom

of the grid.

To Delete a courtesy copies row, highlight the row which you would like to delete and select



Image RFI 9

When creating or modifying a courtesy copies row you may use the following fields to define the

collaboration:

Company: Select the company which the courtesy copy will be sent. You may select a


name into the text field, or by using the company search button next to the Company field.

Contact: Select the contact which the courtesy copy will be sent. You may select a contact by


field, or by using the contact search button next to the Contact field.

Location: Auto-filled when the contact is selected. The location associated with the contact in

Prolog® will be used.

Notes: Enter any notes for the courtesy copy recipient in the text box.

Copies: Enter the number of copies sent to the recipient.

Delete?: Denotes courtesy copies row has been marked for deletion. The row will be deleted

when you Save the record.


Using the Attachments Tab you may link files to the Request for Information record. To link one or

more files to the RFI record, use the following procedure. Please reference Image RFI 11 for a

visual of the file linking process.

Image RFI 10

1. Select the Attach… button, shown in Image RFI 10.















desired.











by an X.

Image RFI 11



Image RFI 12.

Image RFI 12


5.28 Safety Notice

The Safety Notice form is available within Insight as a read only form and may be used to view

notices to companies and contacts on the job site informing them of a safety violation. This form

serves as official documentation that a safety notice has been issued to the responsible party.

The Safety Notice form contains three tabs: General, Detailed Information and Attachments.

In addition, there are header fields located above the tabs.

Image SN 1


Number: The number for the Safety Notice.

Date: The date for the Safety Notice.

Subject: The subject for the Safety Notice.

Type: The type of Field Safety Notice.

Closed: This box will be checked if the Safety Notice is considered closed.

Image SN 2

5.28.2 General Tab

The General Tab contains general information for the Safety Notice.

To Company: The company that the Safety Notice is being sent to.

Attention: The contact that the Safety Notice is being sent to.

From Company: The company which created or sent the Safety Notice.

Authored By: The contact which created or sent the Safety Notice.

Status: The Safety Notice status.

Time: The time of the Safety violation.

Category: The Safety Notice category.


Details & Action Required: The details regarding the Safety Notice.

Follow Up Notes: Any notes regarding follow up for the Safety Notice.

Follow Up: This box will be checked if follow is required for the Safety Notice.

Due By: The due date for follow up.

Done On: The done date for follow.

Image SN 3

5.28.3 Detailed Information Tab

The Detailed Information Tab contains further information for the Safety Notice.

Case Number: The Safety Notice case number.

Safety Code Regulation: The safety code regulation corresponding to the Safety Notice.

Safety Jurisdiction: The safety jurisdiction corresponding to the Safety Notice.

First Aid By: If first aid was applied, the person(s) who applied first aid in this field.

Responsibility: The person responsible for the Safety Notice.

Reference: Any references related to the Safety Notice.

Employees Involved: The names of any employees involved in the safety violation.

Equipment Involved: Any equipment involved in the safety violation.

Material Involved: Any material involved in the safety violation.

Witnesses: The names of any person(s) which witnessed the safety violation.

Prevention Notes: Any notes related to future prevention of the safety violation.

Location: The location of the safety violation.


Image SN 4


Using the Attachments Tab you may view files linked to the safety notice record. If you have the




Image SN 5

5.29 Submittal Packages

Use the Submittal Package forms to create, compile and track packages of items that must be

submitted for approval throughout the course of your project. These packages might include shop

drawings, installation drawings, material samples, concrete mix designs, material specification

sheets or design sketches.

The Submittal Packages form contains four tabs: General, Package Items, Package Reviewers,



Image SP 1


Number: Enter a number for the submittal package. The Number of a Submittal Package is a

combination of three fields: The Number, a CSI Code, and the Revision. Enter the number

in to the Number text box. Select the CSI Code from the drop-down list. Enter the revision

into the Rev text box.

Note: When you select a CSI Code from the drop-down list you will be prompted to

update the Trade field. If you select OK, the Trade field will be populated with the

description of the selected CSI Code.


Closed: Check this check box if the submittal package is considered closed.

Image SP 2


5.29.2 General Tab

The General Tab contains general information for the Submittal Package record. This information

describes overall submittal package. Use the text fields and drop-down lists on this tab to define

your drawing or specification record.

Author Company: Select the submittal package‘s author company. You may select a


search button next to the From Company field. This field will auto-populate with your

company‘s name when creating a new submittal package.

Contact: Select the submittal package‘s author contact. You may select a contact by entering

the contact‘s ContactID into the text field, or by using the contact search button next to the

From Contact field. This field will auto-populate with your name when creating a new

submittal package.

Author Package Number: Enter the package number assigned to the drawing package by

the author, if any.

Trade: Enter the trade into the text box. This field will auto-populate when you select a CSI

Code in the Number field.

Importance: Select the level of importance from the drop-down list.

Miscellaneous Package Notes: Enter any miscellaneous notes regarding the submittal

package.

Reviewer’s General Comments: Enter any reviewer‘s comments related to the submittal

package.

Image SP 3


5.29.3 Package Items Tab

The Package Items tab lists all submittal register items that have been linked to the submittal

package. The package items grid contains one row per submittal register item that has been linked.

You may interact with the package items grid in several ways:

You may Edit a submittal register item in two ways:

1. Select the cell which you would like to edit and make the required changes.

2. Select the row which you would like to edit and press the Edit… button. The form view

will open for the selected submittal register item, where you may make the required

changes.

You may Add a submittal register item in two ways:

1. Select the Add or Insert button. A new row will be added to the grid. You may

update the record directly in the grid. When you Save the Submittal Package, any

submittal register items that you add in this manner will be created as new Submittal

Register items.

2. Select the Add Submittals… button. A pop-up search window will be displayed. Use

this window to select the submittal register items which you would like to add to the

submittal package. Image SP 4 shows an example of this search window.

Image SP 4

To Delete a submittal register item, highlight the row which you would like to delete and

select the Delete button. The row will be deleted when you Save the record.

To Move a submittal register item up or down in the grid, select the item which you would

like to move and use the Down and Up buttons to move the document.


To Create a New Package Revision, select the Create Package Rev button. When you

select this button you will be prompted to confirm your action. If you choose to proceed, the

following actions will occur:

The Submittal Package Revision Number will be incremented by 1, creating a new

Submittal Package record.

Any CLOSED submittal register items on the package items grid will be removed

from the new Submittal Package record.

And OPEN submittal register items on the package items grid will have their

revisions incremented by 1, creating a new submittal register item for each open

item.

Image SP 5

For more information on the details of Submittal Register items, please see ―Submittal Register‖,

Section 5.30.

5.29.4 Package Reviewers Tab

The Package Reviewers tab contains a grid with one row per reviewer. Use the reviewer‘s grid to

track information about other companies who see or work with a submittal package. Include

information such as to who a submittal package is being sent, the sent date, any action required on

the package, and the due date.

You may interact with the reviewer‘s grid in several ways:

To Edit an existing reviewer row, simply select the cell that you would like to modify and


To Add a new reviewer row, select the New button. The new row will be added to the bottom

of the grid.

To Insert a new reviewer row, select the row where you would like to insert above and select

the Insert button. The new row will be added above the row which you have highlighted.

To Delete a reviewer row, highlight the row which you would like to delete and select the


Image SP 6

When creating or modifying a reviewer row you may use the following fields to define the

collaboration:

From Company: Select the company which sent the submittal package for review. You may



company search button next to the From Company field. This field will auto-populate with

your company‘s name.

From Contact: Select the contact which sent the submittal package for review. You may

select a contact by entering the contact‘s ContactID into the text field, or by using the contact

search button next to the To Contact field. This field will auto-populate with your name.

To Company: Select the company which will receive the submittal package for review. You


the company search button next to the TO Company field.

To Contact: Select the contact which will receive the submittal package for review. You may

select a contact by entering the contact‘s ContactID into the text field, or by using the contact

search button next to the To Contact field.

Sent Date: Select a sent date for the reviewer row from the date pop-up window, or type a


Due Date: Select a due date for the reviewer row from the date pop-up window, or type a


Rec’d Date: Select a received date for the reviewer row from the date pop-up window, or


Days Diff:

Action: Select an action from the drop-down list.

Sent For: Select the reason for sending the submittal package to the reviewer.

Sent Via: Select the method by which the submittal package was sent to the reviewer.

Action Required: Use this check box to indicate that action is required.


dunning letter.

Comments: Enter any comments regarding the reviewer row.



Using the Attachments Tab you may link files to the Submittal Package record. These linked files

are related to the overall Submittal Package and not to any individual collaboration rows or

drawings and submittal register records. To link one or more files to the submittal package record,

use the following procedure. Please reference Image SP 8 for a visual of the file linking process.

Image SP 7

1. Select the Attach… button, shown in Image SP 7.
















desired.










by an X.

Image SP 8



Image SP 9.


Image SP 9

5.30 Submittal Register

With the Submittal Register form, you can create a list of all the items necessary to include in a

submittal package. Individual submittal items can be general or specific. The level of detail you use

in the submittal register depends on your company standards and the type of job on which you are

working. All submittal package items created in Prolog Manager® or Prolog Converge® are stored

in this form, whether you create them directly in the Submittal Register or from the Submittal

Packages form.

The Submittal Register form contains two tabs: General and Attachments. In addition, there are


Image SR 1



Number: Enter a number for the submittal register item. This number will be auto-generated



be read-only.

Revision: Enter a revision for the submittal register item. If you are editing an existing

record, this field will be read-only.


Status: Select the status of the submittal register item from the drop-down list.

Returned: Check this check box if the submittal register item has been returned.

Closed: Check this check box if the submittal register item is considered closed.

Image SR 2

5.30.2 General Tab

The General Tab contains general information for the Submittal Register item. Use the text fields

and drop-down lists on this tab to define the submittal register record.

Specification Section: Enter the specification section for the submittal register item based

on the project specifications.

Specification Subsection: Enter the specification subsection for the submittal register item

based on the project specifications.

Responsible Company: Select the company which is responsible for the submittal register

item. You may select a company by entering the company‘s CompanyID into the text field, or

by using the company search button next to the Responsible Company field.

Supplier: Enter the supplier into the text box.

Type: Select the submittal register type from the drop-down list.

Action: Select the submittal register action from the drop-down list.

Action Logged By: Select the contact which performed the selected action. You may select a


button next to the Action Logged By field.

Submittal Package/Item: This read-only field will display the submittal package that the

submittal register item has been linked to, if any. In addition, the items actual number within

the package will be displayed.

Notes: Enter any notes regarding the submittal register item.

Task Name: Select the task you want to link to the submittal register item. You may select a

task by entering the TaskID into the text field, or by using the task search button next to the

Task Name to open the Task Search window.

Type: In the Task Search window, select the Date Type for the task.

Task Date: In the Task Search window, select the task date.

Calc Date: Select a Calc date for the submittal register item from the date pop-up window, or


Do not recalculate Due Date: Select the checkbox if you do not want future changes in the

linked Schedule Task record to affect your item's due date.

Approval (Lead Times): Enter the number of days required for Approval of the Submittal

Register item.

Fabrication (Lead Times): Enter the number of days required for Fabrication of the Submittal

Register item.

Delivery (Lead Times): Enter the number of days required for Delivery of the Submittal

Register item.


Use Times to set Due Date: Check this checkbox to use the days specified in the Lead

Times area to determine the date which is shown in the Due Date field. When this box is

checked, the Due Date will be calculated based on the Calc Date minus the total lead time.

Due Date: Select a Due date for the submittal register item from the date pop-up window, or


Actual Date: Select the Actual Date for the submittal register item from the date pop-up

window, or type a date into the text box.

+/-: This field will determine the number of days difference between the Due Date and the

Actual Date. For instance, if the submittal register item was due on 1/1/2008 and the actual

date was 1/3/2008 (2 days late), this field would display ‗+2‘.

Returned Date: Select the Returned Date for the submittal register item from the date pop-

up window, or type a date into the text box.

Sch’d Delivery Date: Select the Scheduled Delivery Date for the submittal register item

from the date pop-up window, or type a date into the text box.

Actual Delivery Date: Select the Actual Delivery Date for the submittal register item from

the date pop-up window, or type a date into the text box.

+/-: This field will determine the number of days difference between the Scheduled

Delivery Date and the Actual Delivery Date. For instance, if the submittal register item

scheduled delivery date was 1/1/2008 and the actual delivery date was 1/3/2008 (2 days

late), this field would display ‗+2‘.

Image SR 3


Using the Attachments Tab you may link files to the Submittal Register record. To link one or more

files to the submittal register record, use the following procedure. Please reference Image SR 5 for

a visual of the file linking process.


Image SR 4

1. Select the Attach… button, shown in Image SR 4.















desired.










by an X.


Image SR 5



Image SR 6.

Image SR 6

5.31 Submittal Transmittal

The Submittal Transmittal form is available within Insight as read only and may be used to view

cover sheets for Submittal Packages and to track the progress of a Submittal Package.

The Submittal Transmittal form contains four tabs: General, Detailed Items, Courtesy Copies,



Image ST 1


Date: The date that the submittal transmittal was created.

Reference Number: The reference number for the submittal transmittal.

Submittal Number: The Submittal Package that the submittal transmittal is linked to.

Submittal Package Description: The description of the Submittal Package.

Image ST 2

5.31.2 General Tab

The General Tab contains general information for the submittal transmittal.

Attention: The contact which the submittal transmittal is being sent to.

Company: The company which the submittal transmittal is being sent to.

Address: The Address which the Submittal Transmittal is being sent to.

Transmitted By: The contact which sent the submittal transmittal.

Company: The company which sent the submittal transmittal.

Address: The Address which the Submittal Transmittal is being sent to.

Package Action: The submittal package action.

Package Quantity: The number (copies) of the submittal package included in the submittal

transmittal.

Due Date: The Due Date for the submittal register item.

Transmitted For: The reason that the submittal package was transmitted.

Delivered Via: The method that the submittal package was delivered.

Trade: The submittal package‘s trade in the text box.


Tracking Number: If the submittal package was delivered using a method that includes a

tracking number, it will be displayed in this field.

Remarks: Enter any remarks for the submittal transmittal in the text box.

Image ST 3


The Detailed Items tab lists all submittal register items that have been linked to the submittal

package which the submittal transmittal is linked to. The detailed items grid contains one row per

submittal register item that has been linked.

Image ST 4

For more information on the details of Submittal Register items, please see ―Submittal Register‖,

Section 5.30.



courtesy copies grid to track which companies and contacts required a courtesy copy of the

submittal transmittal and the number of copies.


Image ST 5

The following fields to define the Courtesy Copies row:

Company: The company to which the courtesy copy will be sent.

Contact: The contact to which the courtesy copy will be sent.

Location: The location associated with the contact in Prolog® will be used.

Notes: Any notes for the courtesy copy recipient.

Copies: The number of copies sent to the recipient.



Using the Attachments Tab you may view files linked to the submittal transmittal record. If you

have the correct security permissions, you can also download and save the attached file.



Image ST 6

5.32 Task

The Task form allows you to create new tasks for your project or import and edit existing tasks

from your project schedule.

The Task form contains two tabs: General and Attachments. In addition, there are header fields



Image T 1


Task Unique ID: Enter a number for the task item. This number will be auto-generated



be read-only.

Task ID: Enter a task ID.

Name: Enter the name of the task.

Division: Enter or select from the drop-down list the construction division that applies to the

task

Completed: Check this check box if the task item is considered completed.

Image T 2

5.32.2 General Tab

The General Tab contains general information for the Task item. Use the text fields and drop-down

lists on this tab to define the task record.

Duration: Enter the number of days needed to complete the task.

Early Start: Displays the early start date for the task item.

Early Finish: Displays the early finish date for the task item.

Late Start: Displays the late start date for the task item from the date pop-up window, or


Late Finish: Displays the late finish date for the task item from the date pop-up window, or


Free Slack: Displays the number of days that can be spared in a task before it begins to

delay other tasks.

Total Slack: Displays the number of days the task can slip before project delay.

Daily Work Duration: Displays the work duration of the task.

Actual Start: Select the actual start date for the task item from the date pop-up window, or



Actual Finish: Select the actual finish date for the task item from the date pop-up window,


Remaining Duration: Enter the number of days remaining until task completion.

Percent Complete: Enter the task percent complete.

Baseline Duration: Displays the baseline duration of the task.

Baseline Start: Displays the baseline start date of the task.

Baseline Finish: Displays the baseline finish date of the task.

Outline Number: The outline number of the task.

Outline Level: The outline level of the task.

Text 10: Free form text field.

WBS: Displays the level of the work breakdown structure.

Most Recent Data Source: Location of where the task data was imported.

Notes: Enter any additional notes or comments that pertain to the task.

Image T 3


Using the Attachments Tab you may link files to the Task record. To link one or more files to the

Task record, use the following procedure. Please reference Image T 5 for a visual of the file linking

process.

Image T 4

1. Select the Attach… button, shown in Image T 4.
















desired.










by an X.

Image T 5



Image T 6.


Image T 6

5.33 Transmittals

The Transmittals form is available within Insight as a read only form and may be used to track any

form of communication that is related to the project. You may also use this form to create

Transmittal Cover Sheets for official communication.

The Transmittals and Correspondence form contains five tabs: General, Detailed Items,

Courtesy Copies, Acknowledgement and Attachments. In addition, there are header fields


Image T&C 1



Date: The date the transmittal or correspondence record was created.

Reference Number: The number for the transmittal or correspondence record.

Log As: Type of record.

Logged By: The contact which logged the transmittal or correspondence record.

Closed: This box is checked if the transmittal or correspondence record is considered closed.

Image T&C 2

5.33.2 General Tab

The General Tab contains general information for the transmittal or correspondence record.

Transmitted By: The contact which sent the transmittal or correspondence record.

Company: The company which sent the transmittal or correspondence record.

Address: The Address which the transmittal or correspondence record is being sent to.

Attention: The contact which the transmittal or correspondence record is being sent to.

Company: The company which the transmittal or correspondence record is being sent to.

Address: The Address which the transmittal or correspondence record is being sent to.

Package Transmitted For: The reason that the transmittal or correspondence record was

transmitted.

Delivered Via: The method that the transmittal or correspondence record was delivered.

Tracking Number: If the submittal package was delivered using a method that includes a

tracking number it will be displayed in this field.

Remarks: Any remarks for the submittal transmittal in the text box.


Image T&C 3


The Detailed Items tab lists all items that have been linked to the transmittal and correspondence

record.

Image T&C 4

The following fields define each detailed item:

Item Number: The number for the detailed item into the text box.

Quantity: The quantity for the detailed item. The quantity indicates how many copies of the

item were included with the transmittal or correspondence record.

Item: The label for the detailed item.

Reference: Any references for the detailed item.

Description: The description of the detailed item.

Notes: Any notes related to the detailed item.

Status: The status for the detailed item.


Transmitted For: The reason that the item was included in the transmittal or

correspondence record.

Closed: This check box will be checked if the detailed item is considered closed.




courtesy copies grid to track which companies and contacts require a courtesy copy of the

transmittal or correspondence record and the number of copies.

Image T&C 5

The following fields define the courtesy copies row:

Company: The company to which the courtesy copy will be sent.

Contact: The contact to which the courtesy copy will be sent.

Location: The location associated with the contact in Prolog® will be used.

Notes: Any notes for the courtesy copy recipient.

Copies: The number of copies sent to the recipient.


5.33.5 Acknowledgement

The acknowledgement tab may be used to track if acknowledgement of the record is required, and

if so, whether or not the record has been acknowledged. The following fields may be used to track

acknowledgement on this tab:

Acknowledgement Required: Box is checked if acknowledgement was required for the

record.

Notes: Any notes regarding the acknowledgement of the record.

Acknowledged: Box is checked when indicating the record has been acknowledged.

Date: The date that acknowledgement was received for the record

Acknowledged By: The contact which acknowledged the record.

Company: The company which acknowledged the record.


Image T&C 6


Using the Attachments Tab you may view files linked to the transmittal or correspondence record.

If you have the correct security permissions, you can also download and save the attached file.



Image T&C 7


5.34 Contacting Support

Meridian Support Services is committed to offering timely, thorough and efficient resolutions to

your installation and operation issues in accordance with your Meridian Support Contract. Our

Technical staff is available to you during normal service hours of 5 am to 5 pm M-F PST. To

receive the best support possible, be sure to review the Meridian Support Services Handbook.

Toll Free: (800) 565-9490

International: (916) 294-2100

Fax: (916) 294-2001

E-Mail: [email protected]

http://www.meridiansystems.com/images/PDF/Support%20Services%20Handbook.pdf

mailto:[email protected]