Manage Project

Primary Task

Associated Task

Manage Activity List

Legacy Schedules - One Time Update (in Work Completed)

SPEC to PA Process

Generate Purchase Orders (in Purchasing)

Respond to Change Order

Approve Purchase Orders (in Purchasing)

Respond to Settlement Date

Edit Lot Schedule

Manage Option Lockout Override

Tasks

Steps

Manage Activity List

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Navigation Path

PM > Lot Matrix > Actvity List

Notes

The activity list captures original and current budget information (See Budget and Job Cost Management). The listed activities are mapped to purchase orders and can be linked to specific schedule tasks (See Manage Task-Activity Relationship).

Activity Lists are captured at the request for start date or schedule approval for a lot. The Activity List is amended upon any of the following activities:

• Plan Definition Change
• Change Order
• NSO’s
• Manual PO’s
• Manual edits

Search Activity

The Activity List can be filtered by:

• Trade
• Schedule Phase or Task
• PO Number
• Activity
• Option
• NSO
• The Full Details radio button expands activity description from 1 to 2 lines and back.

Steps

1. Filter for an activity by entering data in the text field or selecting from the drop down list.
2. Select the Update Filters button

Add Activity

Notes

Allows the addition of an activity to the list. Permission to modify the activity list must be selected in Project Setup.

Steps

1. Select Add an Activity Link.
2. Filter trade by selecting from the drop down list.
3. Select Activity Code or Package subtab.
4. Select the check box for each activity to be added to list, or enter quantity in text box for Unit of Measure activities.
5. Select Add Selected Activities button or Cancel button to return to previous screen.

Edit Activity List

Steps

1. Select Edit Activity List Link
2. Select from the following tasks:
• Check Delete box for each activity to be deleted (or delete all checkbox at top of column).
• Check Never Generate for activities for which you do not wish want to generate a purchase order.
• Enter a quantity to change the amount of a Unit of Measure activity.
3. Select from the following:
• Select the Save button to save your changes and continue editing the list.
• Select Save & Exit button to save your changes and return to Unit Activity List screen.
• Select Cancel button to return to previous screen with no changes made.

Edit Budget

Notes

Original Budget - This budget captures the projected unit cost at or around the time of the sale or commencement of construction.  NOTE: it is not recommended to edit the original budget once it is generated (see Manage Original / Current Budgets).

Current Budget - This budget is intended to represent an updated original budget that reflects authorized changes to the configuration of the unit (i.e. change orders and NSOs)

Steps

1. Select  Edit Budgets Link.
2. Edit the Original Budget and/or Current Budget per activity in the appropriate text box.  
3. Select from the following:
• Select the Save button to save your changes and continue editing the list.
• Select Save & Exit button to save your changes and return to Unit Activity List screen.
• Select Cancel button to return to previous screen with no changes made.

Edit Task-Activity Relationships

Notes

Once the schedule is started, tasks with an actual finish can cannot be edited, only future tasks can be edited.

This function allows the user with permissions to override task-activity relationships mapped in the schedule template at the data library level.

Steps

1. Select Edit Task-Activity Relationship link.
2. Select Task from individual activity's drop down list of all tasks.
3. Select from the following:
• Select the Save button to save your changes and continue editing the list.
• Select Save & Exit button to save your changes and return to Unit Activity List screen.
• Select Cancel button to return to previous screen with no changes made.

Generate Purchase Orders

Note

Purchase orders may be generated from this screen for the selected lot only, for contracted activities. See Generate Purchase Orders for a full discussion on necessary steps.

SPEC to PA Process

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Navigation Path

PM  > Lot Matrix > !Sales Request: SPEC-To-PA

Notes

Step 1: Option Consolidation

Reconciles differences in the options selected on both the SPEC and the Purchase Agreement (PA).( Options on the SPEC with approved purchase orders that are different on the PA must be managed manually.) This reconciliation accounts for variations on both option quantities and selection notes. Step 1 prompts the user to review all selections (not NSOs) selected for both the SPEC and the purchase agreement (PA) before completing the SPEC-to-PA process.  The user should pay attention to differences in option quantities and selection notes for the options selected on the SPEC and the Purchase Agreement.  

Notes

All selections are listed in one of the following groups:

SPEC Options Transferring to the PA

Options listed in this category are options that are on the SPEC, but not on the PA, that have approved purchase orders and will be added to the PA via the SPEC-to-PA process. Conflicts between these options must be handled manually.

SPEC Options that will modify the PA

Options listed in this category are options that are on the SPEC and the PA, with edits made to the quantity and/or selection notes on the PA, and have approved purchase orders.  These SPEC options override the PA edits and will update the PA with original SPEC selection.

PA Option Changes that will modify non-approved POs

Options listed in this category are options that were modified, either in quantity or selection notes, on the Purchase Agreement and have outstanding purchase orders that have not been approved.  

SPEC Options Not Transferring to the PA

Options listed in this category were selected for the SPEC but not for the PA.  These SPEC options have no approved POs and, therefore, will not transfer to the PA.

Options on the PA not on the SPEC

Options for this category are selected on the PA but not the SPEC.  These options update the activity list and become available for PO generation at the conclusion of this process.

Step 2: NSO Reconciliation

Reconciles the NSOs on the SPEC and the PA by performing the following functions:

• Display NSOs on the Spec, but not on the PA, with approved purchase orders, that will be copied to the PA.
• User can choose to add NSOs on the Spec, but not on the PA, without approved purchase orders to the PA.
• Display all current NSOs on the PA.

Changes to the PA resulting from this reconciliation will update the activity list and are available for PO generation at the conclusion of this process.

Steps

1. Select the Spec To PA link. [Review Step 1 above]
2. Select the Next button to continue or Cancel to return to the SPEC-to-PA process at a later time. [Review Step 2 above]
3. Select the Complete Spec to PA button to exit the SPEC-to-PA process

NOTE: System Purchase Orders will not generate automatically via the SPEC to PA process. The user must complete the SPEC to PA process, then proceed to the Generate Purchase Orders link via the Purchase Orders tab or the lot activity list to generate any new POs called for by this process.

Respond to Change Order

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Navigation Path

PM > Lot Matrix > CO

Notes

Approved change orders are indicated by the action prompt ! at the CO link.

Steps

1. Select the CO link.
2. Select View link to review changes approved by the Change Order.
3. Select Update Activity List link to review changes in detail.
4. Select radio button Yes or No to update selection notes on Approved POs.
5. Select Apply Change Order button to apply changes to activity list, or Cancel button to return to previous screen.

NOTE: System Purchase Orders will not generate automatically via the Apply Change Order process. The user must update the activity list, then proceed to the Generate Purchase Orders link via the Purchase Orders tab or the lot activity list to generate any new POs called for by this process.

Respond to Settlement Date Request

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Navigation Path

PM > Lot Matrix > ! Review Schedule

Notes

Settlement Date request action alert is indicated by the action prompt ! at the Review Schedule link.

Both Projected Settlement Date and Final Settlement Date requests will display when user with Sales Rep permissions requests a date.

Steps

1. Select the ! Review Schedule link.
2. Select the ! Calendar View link.
3. Select Edit link at (!) Settlement Date Request.
4. Pick date from calendar icon or enter date (mm/dd/yyyy) to accept or modify requested date.
5. Select Submit button.

Edit Schedule

Back to Lot Matrix Overview

Back to Work Completed

Back to Approve Schedule

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Navigation Path

PM > Lot Matrix > Active Tab > Review Schedule

Notes

All schedule edits may be made at Review Schedule link.

Task and phase updates may be made at each schedule view. See Review Schedule, Project Quick Schedule, Project Day Schedule, or Project Week Schedule for a description of specific steps for each view.

Select the Show Details and Hide Details buttons to display and hide all tasks in all phases.

Edit Tasks and Phases

1. Select the Review Schedule link.
2. Select the Edit link for any phase or task
1. Phase edits are limited to name, trade, Notification Time, Predecessors, Lag Time and option lockout override.
2. Task edits include name, trade, projected and actual start and finish dates
3. Add comments appropriate to the edit made.These comments will be available in the Construction Log report.
4. Select the Save button when edits are complete.
5. Bump Schedule or Precedence Schedule?
   • See Bump Schedule for next steps in schedule update process.
6. Do you require a schedule variance code to be entered? 
   • No, skip to next step.
   • Yes, Select the variance code and any necessary comments. Then select Save.

Add Task for Pre or Construction Schedule

1. Select the Review Schedule link.
2. Select the Add Construction Task/Phase link
3. Enter information to complete new task name, Predecessors, Lag Time, Start No Earlier Then date (mm/dd/yyyy), duration and trade
4. Select phase from drop down list
1. If creating a new phase, leave drop down at default selection, phase name is entered in new task name field
2. If creating a new task, select existing phase from drop down list
5. Select Save button. If the new task effects the projected finish date, BT will prompt you for a Variance Code if you have this setting applied.

Edit Activities

See Manage Activity List for a discussion of edits available at this link.

Delete Task or Phase

1. Select the .
2. Select the Delete link for any phase or task.

View Print Version

1. Select the Print Version link.  The lot schedule PDF opens in a new window.

Lot Calendar

This screen allows the user to add Non-Work Dates to the Schedule for a lot, to view past and future Non-Work Dates, and to change the work week going forward on the lot.

Changes to the work week will update the schedule. The start date will not change even if it is put on a non-work day. The system doesn't prevent the user from setting a date on a non-work day. It just takes the working days into account when doing the automated updates based on bumping and precedence.

Change Work Week

1. Select or de-select the checkboxes for each day of the week, as applicable for the lot schedule work week:
2. Select the Save Work Week Change button

Add Non-Work Date

1. Enter the Non-Work day Description
2. Enter or Pick the Date (mm/dd/yyyy)
3. Optionally, select the checkbox to Add this non-work day to all lots currently under construction within this project.
4. Select the Add Date button

 View Non-Work Dates

1. Select the Future Non-Work Dates or Past Non-Work Dates subtab

Calendar View

Calendar view allows a monthly overview of any or all trades scheduled, with links to Edit Tasks and Phases.

1. Select the Calendar View link.
2. To change the calendar view:
1. To change the lot displayed, select the lot number from the pull-down menu.
2. As appropriate, select or de-select the Show Task Duration checkbox.
3. To filter the calendar by a specific trade, select the trade from the pull-down menu.
3. To apply the calendar changes, select the Refresh button.
4. To edit a specific task or phase, select that specific link on the calendar.
5. Select Previous Month or Next Month to change the month viewed.
6. Select View Schedule link to return to Review Schedule view.

Manage Option Lockout Override

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Navigation Path

PM > Lot Matrix > Review Schedule > Phase Edit

Notes

Option lockouts are assigned by category to schedule template phases in the data library (see Manage Schedule Option Lockouts). The user with Project Management permissions may override the lockout temporarily, allowing the user with Sales Rep permissions to modify a SPEC or PA workup to add or subtract options previously locked out by the schedule template.

No actual start or finish dates for any tasks within the phase are affected by the lockout override.

Once any task within the selected phase is updated, including an update of an already entered start or finish task or phase date, the options lockout status is automatically returned to the status assigned at the schedule template level for the selected phase.

Steps

1. Select the Edit link at the selected schedule phase.
2. Select the Option Lockout Override button.
3. The prompt appears 'This will delete the actual start and finish dates for this phase so that no options tied to this task will be locked out. In order to fill the dates back in you must edit either this phase or one of its subtasks.'
4. Select the OK button to continue or the Cancel button to return to the previous screen.
5. The green check next to the phase finish date disappears, and options may be modified which were previously locked out.

Legacy Schedules - One Time Update

Navigation Path

PM  > Lot Matrix > Project Quick Schedule

See Legacy Schedules - One Time Update in Project Quick Schedule