Clarity Toolbox - Change Order Management User Manual
Contents
1. EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 4 of 27 3 Jan 13 1 INTRODUCTION 1 1 Purpose This document sets out the method for use of the Change Order Management tools that are part of a set of tools known collectively as the Clarity Toolbox These tools support the business requirements of PSG in the management and execution of its projects The Toolbox will support the PMO Processes in areas where a tool has been identified as needed but is not necessarily covered by core Clarity functionality 1 2 Reference documents Clarity User Manuals Data Dictionary EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 5 of 27 3 Jan 13 2 CHANGE ORDER MANAGEMENT Enterprise level financial forecasting tools are required to assist the Project Managers in the ability to develop track and submit project change orders These change orders include e Changes to services e Change to PriceBook Products and buyouts e Changes to miscellaneous items As a result of the above the tools will calculate and track on e Status e Dates e Values The Clarity Toolbox tools assist the PM in development of the above and enable the collection of location level data through standard Clarity dashboards and reports The toolbox leverages existing data within Clar2. Y Clarity Toolbox Webpage Dialog Select Location Name Lecation Demeripian EE cation ARU DHABI ADu dhabi Project amp Servece ALEMOBAR Emerson Arabia Inc ALREOD Carnage Sales company Australia 40 group AO BRON AQ Devision Bran group EE Example Role Pop up box Example Location Pop up box Location Description ABERDEEN Emerson processmangent Service Metco service BCEC Dep Used for adding deputation cost for BCEC locations If a Best Cost Engineering Centre BCEC location is selected for a services line the user can use the tickbox to mark whether the BCEC deputation charges should be added to the cost on the change order e The tickbox is only available for BCEC locations It will be greyed out for locations that are not BCEC locations e When the tickbox is not checked then the total cost is Qty Unit cost e When the tickbox is checked deputation cost is added to the cost value for the line This value should be reflected in the Total cost for the line with the formula Qty Unit Cost Qty BCEC Deputation Rate for the World Area Unit Cost and Total Cost Once the role and location combination is completed the relevant cost rate will be established from the Clarity matrix and the total cost calculated based on the quantity of hours The quantity of hours or cost rate will show a red text 0 indicating to the user that this needs addressing The total cost will calculate on
3. For example type in 310 in the Project ID field and click the Filter button The result will filter to show all projects IDs beginning with 310 The Project Name filter works in a similar way Access a particular project by clicking on the Go icon FE adjacent to the project The list will also identify projects that the user has added to his or her My Projects list in Clarity Note that only Customer projects that have a financial location setup in Clarity will be displayed in the project list The contents of the Project Data area at the top left of the screen displays the project business system Order Values and status of change orders The budgets displayed are dependent on the project business system The Message Centre area provides the user with a prompt as to what actions are required Toolbox AOR Change Order Management El Project Data 82531104 SE DEP HHI My LUMP SUM FIXED Message Centre Business System Order Value Change Order Management Order Value The current values from the business system are shown in the left side of the Project Data As Sold KRW 4 218 928 162 00 Identified Change Orders KRW 524 797 30 section The forecasted change order values listed by change order status are summarized Change Order KRW 0 00 Submitted Change Orders KRW 0 00 from the change order list below Identified change orders over 30 days old will display the Revised Order KRW __ 4 218 928
4. Other Row Details On returning this data the section populates most row details from the IPS Total cost is calculated based on quantity and unit cost returned from the IPS If the cost returned by the IPS service is 0 the user must confirm the value Disc The discount percent field enables the user to discount the list price to a selling price The discount field initially defaults to 0 The user can enter a negative discount to increase the sell price over 100 of list price Sell Price The sell price is calculated based on quantity unit list and discount and Is rounded to the nearest whole unit If the sell price is 0 the user must confirm the value Customer Notes and Internal Notes The notes fields function as per the notes field functions in EET Customer notes will append in the description field of the Change Order Document if it is created using the button on the Change Order Builder Clicking on the L icon will delete the entire line Change Order Builder Buyouts Section The Buy Outs section enables the user to select items out of the current Buy Out database from EET and adds them to the change order EMERSON Frocess Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 22 of 27 3 Jan 13 et eee Item Qty Description Part Number Supplier Category Cost Cont Et ii Price open ustomer eer 2 tf 2 Additional Cable Works ARD1234 Pc to go Common Off tne Shetf 20 000 2
5. Revision A1 Page 3 of 27 Contents 1 INTRODUCTION 1 1 PUrpOSE yest wtrastergact nas cesses meena onawataminend onatan instead ence ebendae anon 1 2 Reference GOCUMENUS ccccecececcacececececcaeacucececeaeacseeneneanaeess 2 Change Order Management 3 HOW TO ACCESS THE CLARITY TOOLBOX 4 USING THE change order management TOOL 4 1 FNC CC SS Fal OI ieeciaceterectgsceacesaecsacctenndeaasecadenedoseeanesaa atesenesaecancsees 4 1 1 Initializing the Project ccccccceececsseeeeceeeeeeseeeeessaeeeeseaeees 4 1 2 After Project Initialization annen eenen een ennn ene eennen evens 4 2 Change Order Functionality een neen enenn 4 2 1 Change Order List aanne eeenenn ereen nennen 4 2 2 Change Order Logs EAN 4 2 3 Change Order Builder nn annnnn eenen eneennnn 4 2 4 Change Order Builder Header nennen 4 2 5 Change Order Builder Services Section 4 2 6 Price Book Products Section annen 4 2 7 Change Order Builder Buyouts Section 4 2 8 Change Order Builder Miscellaneous Section 4 2 9 Final SIEDS gales scene espace Er ee beende bonen 4 2 10 Change Order Builder Change Order Document 4 3 Change Order Tab in FET cccccsecceceeeeceeseeeeeeeseusesseeeeeees 5 REPORTING AND PROFILING 5 1 OE Aen 5 2 GIA FAC OOM Siccncsutccuetstcaccniatddaandsksceced supdecetstieadpiaaddecadsascocedeus Emerson Process Management 2013 Confidential and Proprietary 3 Jan 13 7
6. per the Clarity Activity Code list Di Add Activity Code Webpage Dialog http finpun2 webtst01 emrsn org 84 CTBMigration S erumgndwSb1 ppt2wzjscqyem Apr Activity Code Activity Code ID a Example Activity Code Pop up box Activity Code ID 0011 Statutory Public Holiday 0011 0012 Personal Holiday Vacation 0012 0013 Permitted Absence 0013 0014 Illness 0014 0015 Lieu Time 0015 0021 Department Administration 0021 0022 Department Procurement Expediting 0022 0023 Department Stock Control 0023 0025 Department Document Control 0025 0026 Department Quality 0026 12345678910 Total Records 648 Total Pages 1 of 65 Pages Role and Location The Role and Location are selected from a valid list of Clarity Roles and Locations These selection boxes are interactive as the user starts typing then the A i a F EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 19 of 27 3 Jan 13 list of available selections will be decreased If a role is not defined for a location the location will not be displayed in the dropdown 2l Clarity Toolbox Webpape Dialog Select Role Hamel Eel CE Mame o 40 Core service Engineer AO Ondine Project Engineer O 40 Online System Engineer senior Engineer C AO service Engineer JA WES Lans BMS Engineer O OMS Lead Engineer a ee
7. zos Customer Date Created 12 2 2011 Sell 0 00 Pricebook Effectivity Date 12 2 2011 Overview Date Submitted Cost 0 00 Pricebook Region Netherlands v Status Identified v GP 0 0 Schedule Impact 0 Weeks REE Notes ee 12 30 2011 Customer PO Use Customer Rates Description g sxe Services wae BCEC Unit Cost Total Cost Unit List Sell Price Cus Item Qty Activity Code Role Location Dep EUR EUR EUR Disc EUR GP N No Records Found PriceBook Product Item Qty Description Part Number Discountable Type Unit Cost Total Cost Unit an Disc Price GP ae EUR EUR No Records Found Add Pricebook items Buyouts Pee Unit Cost Total Cost Unit List Sell Price Cus Item Qty Description Part Number Supplier Category EUR EUR EUR Disc GP N No Records Found Add Project Specific Buyout Add Standard Buyout Miscellaneous Sees Unit Cost Total Cost Unit List Sell Price Cus Item Qty Description Type Sub Type EUR EUR EUR Disc EUR GP N No Records Found EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 16 of 27 3 Jan 13 4 2 4 Emerson Process Management 2013 Confidential and Proprietary Change Order Builder Header In the header section the user defines general properties Sequence Number 6 Totals EUR Pricebook Number 109 Customer Date Created 12 2 2011 Sell 0 00
8. 6 3 0 Weeks 11 19 2012 2013 02 B 3 Identified testdoc 25 10 25 2012 10 25 2012 14 586 70 18 142 82 19 6 0 Weeks 11 22 2012 2013 02 L 69 615 00 87 288 17 In the Project Data area and Information Area the current business system Order Values and Forecasting Tool Change Order Values are displayed to include the As Sold Change Order Revised and Approved Oracle only Order Values from the business system Change order values are displayed with their appropriate statuses e As Sold is the value in the business system e Change Order is the total of all project change orders in the business system EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 13 of 27 3 Jan 13 e Revised is the current total project order value in the business system e Approved Oracle only is the current total project order value in the business system e Identified Change Orders is the sum of all change orders in the change order list with the status Identified e Submitted Change Orders is the sum of all change orders in the change order list with the status Submitted e Approved Change Orders is the sum of all change orders in the change order list with the status Approved Any change order with the status Submitted where the expected approval date is in the past will show the expected approval date in red text Any cha
9. Change Request document template simplified The tool will populate the template with the following specific items 1 A diagonal watermark that states Incomplete Review before submission Header will have a The Emerson Project Number from the Clarity project ID field b The project title from the Clarity Project Title c Replace PM ChR with CRXXX where xxx is the number of the change order 3 Front Page will have Customer Name from the Customer field in Clarity 4 Third page will have the Description box populated with the text from the Customer Overview box 5 Fourth page will have the breakdown of price by section and total including currency E g GBP 34 593 Any line level customer notes will be appended in the Description field for the line 6 Fifth Page will have the tables populated with the details from the sections of the change order Change Order Tab in FFT The Change Order tab in FFT will no longer be active with this release Financial Forecasting Project Data 31001316 Shell CVP Rigid LUMP SUM FIXED a Change Orders have been moved to the Change Order Management Tool in the Clarity Toolbox This tab is under construction and will be used to manage the change order forecast from change orders entered in the Change Order Management Tool Invoicing Change Orders Costing Sales Number Status Description Identified Submitted Updated Cost Budget Change Order GP Schedule Impact Expected Approval Customer
10. Hours Labour Material Cost Expense Total Cost Remarks Impact Services Cost Cast Test_Customer Chnage Log 120 10 4 366 90 20 000 00 24 487 00 A EE test new Rems 3 5 Release 1 EE EX Totals _5 G45 74 050 04 374 139 130 86 20 000 00 93 556 319 33 ea a ee foment reser AELE NC Type P Project Change F Forecasted Change Status R Under Review H Hold C Cancelled CA Content Approved PA Content amp Payment Approved All Prices in Project Contract Currency The user should add Type and Remarks to complete the document Since the statuses on the template used for the change logs are not aligned with the tool this should be reviewed for accuracy Change Order Builder A change order builder is provided to enable the user to easily construct the scope and related financial impacts of each change order This is a relatively simple tool that enables the user to select from standard menus of items and options The builder will also populate a Change Order template document with the data This technique is similar to the populate document technique used to populate proposal template from EET Change quantities can have both positive and negative values the standard method for showing negative quantities should be used The builder pop up window is divided into a number of sections a description of the fields in each section follows P Sequence Number 6 Totals EUR Pricebook Number
11. Pricebook Effectivity Date 12 2 2011 Overview Date Submitted Cost 0 00 Pricebook Region Netherlands wj Status Identified v GP 0 0 Schedule Impact 0 Weeks Internal Seen a 12 30 2011 Customer PO Use Customer Rates Notes Description Cancel Generate Change Order Document Sequence Number Automatically generated incremental number starting at 1 for each project and cannot be edited Date Created Automatically generated based on the user s date not the server date and cannot be edited Status Drop down selection box options are Identified default Submitted Approved Rejected Incorporated The normal sequence for approval is in this order but the user can directly select the status Incorporated The user is allowed to change the status of the change order which has status of Approved or Incorporated status to Rejected or Identified status Any change order in Approved or Incorporated status cannot be changed when in that status If changes need to be done the user should change the status to Identified or Submitted prior to making the change After saving the change order can be reverted to Approved or Incorporated status Date Submitted Default is blank this is set automatically to the current date when the status is changed to Submitted and cannot be edited Expected Approval Date Picker default is 4 weeks from created date and can be edited by user Approval date can be a p
12. Stoplights Description Red Rule Yellow Rule Green Rule Project Accounts This stoplight compares the Change Order Values Calculated change order value Calculated change order value CO Values out of in the FFT with the values in the business system from the business system is not _ from the business system is equal Sync Stoplight is Gray when both the Project Accounts equal to the Change Orders in to the Change Orders in and CO Value 0 Incorporated status in the FFT Incorporated status in the FFT Change Order Dashboard The purpose of this project dashboard is to view the change orders entered for the project at the project level This allows the PM PA Operations and Finance to view the change orders on a project entered in FFT but allows no edit capability Values can be displayed in Project or Functional currency E Display Currency Functional EUR V using a filter Filter Save Filter Clear Required The new tab can be accessed from the Project Dashboard similar to the Financial Dashboard Project Dashboard Change Orders Main Project Properties Project Main Dashboard Financial Dashboard MEE Att Se Labour Overview Project Performance Project Satisfaction Survey EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 26 of 27 3 Jan 13 e Contains the same information as the C
13. list in EET This allows the user to select the end user location for the Sell or Price value on the project per change order The Price Book Region will default to the same price book world area as is defined in the world area attribute but can be changed by the user It can be changed when the Change Order Builder is in these statuses Identified Submitted or Rejected it cannot be changed when the Change Order Builder is in these statuses Approved Incorporated Changing the Price Book Region on the Change Order Builder will not affect any other change orders in the Change Order List Schedule Impact weeks Manual entry and must be numeric integer default is 0 Use Customer Rates Tick box to indicate that the services section should display rates taken from the Clarity project Customer Rates object If no Customer Rates have been established for the project then this box is greyed out Description Free text area to describe the change order The description is added to the Change Order Document if created using the button in the Change Order Builder This field is a required field Customer Overview Free text area to add customer overview notes The overview is appended to the description in the Change Order Document if created using the button in the Change Order Builder Internal Notes Free text area about the change order These notes appear only in the change order Save Button Clicking this saves the chang
14. 02 963 590 190 212 00 16 5 Seimas Changa Oriara hed Eai in td o i Change Order Value 86 620 74 958 11 662 00 13 5 Identified Change Orders 10 654 619 13 4 625 150 48 56 6 56 9 Revised Order Value 1 240 422 1 038 548 201 874 00 16 3 Note All values are in EUR Approved Order Value 1 240 422 1 018 411 222 011 00 17 9 Total Results 4 Forecasted Change Order Value o 0 0 00 0 Forecasted Total Value 1 240 422 1 018 411 0 00 17 9 Note All values are in EUR Total Results 9 The Project Change Order List can be filtered using two parameters 1 By change order status 2 By update date using a date range Change Order List Filter Select Change Order Status Filter d Update Date Filter From Ee to J z a Displays Change Orders between these dates Filter Show All Save Filter Clear Change Order List Actions J el Expected Expected Number Status Description Identified Submitted Updated roval Cost Budget GP Change Order Schedule Impact Date jen Customer PO 1 Submitted test as on 4 24 12 7 26 12 7 26 12 941 611 47 2 1 782 837 15 Weeks 5 22 12 2012 08 17 6 2012 2 Submitted Test Change order 6 18 12 7 26 12 7 26 12 76 567 42 43 5 135 560 78 5 Weeks 7 16 12 2012 10 ABC44 as on 17 6 2012 3 Identified sdf 6 20 12 hd 6 20 12 8 666 12 24 8 11 519 54 0 Weeks 7 27 12 2012 10 4 Identified Test 4 8 7 12 8 9 12 312 722 4 52 0 652 136 84 0 Weeks 9 4 12 2012 12 Test4 5 Identified Testi 8 9 12
15. 162 00 Approved Change Orders KRW 0 00 identified date in red Submitted change order with expected approval dates in the past will Approved Order KRW 5 120 070 448 00 display the expected approval date in red To create a new change order click on the Last Updated 12 5 2012 By Laird Sandra icon To access or edit an existing change order click on the dl icon A Change Order Document can be generated from any change order by accessing the change order and clicking on the Create Change Order Document button Project Completion Date 12 12 2012 customer ChangeLog Change Log Internal Change Log Change Log Number Status Description Identified Submitted Updated Cost Budget Change Order GP Schedule Impact Expected Approval Customer PO 1 Identified test change order 4 23 2012 4 23 2012 520 235 00 524 630 99 0 8 0 Weeks 5 21 2012 2012 08 2 Identified test CO 8 23 2012 8 23 2012 66 53 166 31 60 0 0 Weeks 9 20 2012 2012 12 WE B 520 301 53 524 797 30 EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 10 of 27 3 Jan 13 4 1 4 1 1 Emerson Process Management 2013 Confidential and Proprietary Access Rights lf Read Edit access has been granted the user has access to all areas of COMT lf Read only access has been granted the user will be allowed to navigate to the project change order list open change o
16. 315 Shell CVP Flexi LUMP SUM FIXED Message Centre Business System Order Value Change Order Management Order Value The current values from the business system are shown in the left side of the Project Data As Sold EUR 813 604 00 Identified Change Orders EUR 18 142 82 section The forecasted change order values listed by change order status are summarized Change Order EUR 15 518 40 Submitted Change Orders EUR 65 842 35 from the change order list below Identified change orders over 30 days old will display the Revised Order EUR 829 122 40 Approved Change Orders EUR 9 00 identified date in red Submitted change order with expected approval dates in the past will Approved Order EUR 829 122 40 display the expected approval date in red To create a new change order click on the icon To access or edit an existing change order click on the ig icon A Change Order Document can be generated from any change order by accessing the change order and clicking on the Create Change Order Document button Project Completion Date 8 31 2012 coster ChangeLog Change Log Internal Change Log Change Log Number Status Description Identified Submitted Updated Cost Budget Change Order GP Schedule Impact Expected Approval Customer PO Last Updated 11 10 2012 By Laird Sandra B 1 Incorporated Licenses 8 26 2011 9 8 2011 8 26 2011 6 678 00 3 303 00 302 2 0 Weeks 9 8 2011 2011 12 B 2 Submitted test 10 22 2012 10 30 2012 10 30 2012 61 706 30 65 842 35
17. 5 000 25 000 39 22 500 cf Ki 2 2 Field Mounted PC l commen on mesaer if 2 500 2 500 3000 io 2 700 74 O Ei 3 FTT Field Mounted Common Ome Shet ow 2 500 2 500 3000 30 2 700 74 Q Li 30 000 27 900 24 9 If the user clicks on the Add Standard Buy Out button this launches a popup window similar to the EET standard buy out button see below The user then selects the required buy out item and it is added to the list The user will enter the quantity either positive or negative once the items are added in the section a Clarity loolbox Webpage Dialog x Select Standard Buyouts Example Standard Supplies scai Buyout Pop up box Part Humber Jrd Party Aliance Produs Gelect Product Category ssSalgctes we Product Type lt Salects ye on Saplgecte i EJ Supplier erpen Description ine Den Currency Active Pisce aen Instruments B V FST 1 15 Ta sarani 15 25 50 EUR Yes ae ah MTHAL Fieldbus Network er yf BTi 1 EEN ie i Tiji E id hire FRT1 15 Terminator KS 25 50 BUR ves SH Ee mee Components If the user selects the Add Project Specific Buy Out then the user can manually enter the values in the presented fields for Qty Description Part No Supplier Category and Cost The tool then calculates total cost and applies a pre defined GP to arrive at the notional list price rounded to the nearest whole unit The user can then discount this if required round to nearest whole unit and the tool calc
18. 8 9 12 679 71 22 3 874 89 0 Weeks 9 6 12 2012 12 6 Identified Test 10 Aug 8 10 12 8 10 12 4 303 082 25 56 9 9 990 087 86 0 Weeks 9 7 12 2012 12 Note All Values are in EUR Total 5 643 328 9 12 573 016 91 EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 27 of 27 ANA 5 2 Clarity Reports There are currently no reports for the Change Orders A country level change order report is being developed END OF DOCUMENT i EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management
19. Clarity Toolbox Change Order Management Tool User Manual Global Project Management Office End Customer End Customer Reference Number Document File Name Clarity Toolbox Change Order Management User Manual Document Status First Issue Authorizations Name Function Signature Developed By Sandy Laird PMO Standards Manager Distribution As Required Company Company amp EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 2 of 27 3 Jan 13 Revision History Description Date Developed By Reviewed By Emerson Process Management 2013 All rights reserved Unauthorized duplication in whole or in part is prohibited Trademarks identified in this document are owned by one of the Emerson Process Management group of companies Unless otherwise agreed to in writing by the parties any information provided in this document is confidential or proprietary and may not be used or disclosed without the expressed written permission of Emerson Process Management Emerson Process Management Process System and Solutions 1100 W Louis Henna Blvd Building 1 Round Rock TX 78681 7430 USA T 1 512 832 3020 F 1 512 908 4177 4 in i wwwEmersoncom EMERSON Emerson Process Management 2008 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual
20. MANAGED BY EMERSON 3 B 3064840 LSFB GNE ECP1 Detail Eng GMAX 3064840 Payjack Donald T amp E MANAGED BY EMERSON B 3065240 MX 3065240 CACTUS ARECHIGA S Alcantara Ricardo T amp E MANAGED BY EMERSON B 31001315 Shell CVP Flexibles S van der Loos Ton LUMP SUM FIXED PRICE 5 P 31001316 Shell CVP Rigids S van der Loos Ton LUMP SUM FIXED PRICE The Project Filter will allow filtering by project name project ID Project Manager or project status Project status will be indicated by the Active parameter LOV which will include Yes No or All where Yes returns active projects No returns inactive projects and All returns all projects in the list The default on this filter will be All Change Order Management Project List Project Manager T i i Project Name Project ID SS Active All A The projects displayed in the list will be from the My Projects list in Clarity This could be active or inactive projects The list of projects displayed will include the Project ID Project Name Project Manager Project Type and Status with an icon in the left hand column to access the project change orders To indicate the project s current status a check in the row will indicate the project is active and a blank field will indicate the project is inactive An example project list is shown below EMERSON Emerson Process Management 2013 Confidential and Propriet
21. Note Any existing project change orders will be migrated to the new tool Initialize the project by confirming or selecting the change order currency and save the value When the tool refreshes the existing change orders will be displayed amp EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 12 of 27 3 Jan 13 4 1 2 4 2 4 2 1 After Project Initialization When entering COMT for a project that has been previously initialized the tool will display any changes to the total order value from the last time the project was accessed An example is shown below Message from webpage A The Total Order Value has changed From 572 001 to 692 405 since this project was last updated within this Tool The Project Data section will update with new business system values The Change Order Management Order Value section will display the summarized values of the change orders in the change order list If the completion date had been changed the new completion date would display in the Project Data section Change Order Functionality Change Order List The tab is divided into two main areas firstly the Project Data and Information Area at the top of the tab and a Forecasting Area for change orders including a pop up for change order details in the Change Order Builder Change Order Management El Project Data 31001
22. PO No Records Found The Project Data section will contain no information and Change Order List will display the existing column headers with a message No records found EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 25 of 27 3 Jan 13 9 REPORTING AND PROFILING Reports and portlets are available to provide data output from the tool these include e Core Clarity Portlets e Core Clarity Reports 5 1 Clarity Portlets The Clarity Dashboard financial portlets have been modified with a new stoplight in the Order Status portlet which compares the CO value of change orders in FFT in the Incorporated status to the business system CO value Actions Description Order Value Cost Budget Budgeted GP Status As Sold Value from EET 0 0 0 0 As Sold Value in Oracle 1 153 802 963 590 190 212 16 5 Change Order Value 73 438 53 621 19 817 27 Revised Order Value 1 227 240 1 017 211 210 029 17 1 Approved Order Value 1 227 240 967 870 259 370 21 1 Forecasted Change Order Value 0 0 0 0 Forecasted Total Value 1 227 240 967 870 0 21 1 Note All values are in EUR Total Results 9 The project change order value in the business system is compared to the change orders in Incorporated status in COMT If your location has not implemented the Financial Forecasting Tool the stoplight will be grey Financial Stoplight Help Stoplight Help
23. a line by line basis as the lines are updated If the cost rate should be 0 the user must confirm that the value is acceptable for a role Emerson Process Management 2013 Confidential and Proprietary amp EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 20 of 27 3 Jan 13 4 2 6 Emerson Process Management 2013 Confidential and Proprietary If the Customer Rates check box is enabled and the option is selected ticked by user the rows within the Services section will have Qty Activity Code Role Location Unit List and Disc as editable fields If the user selects a Customer defined role the location field will automatically get populated along with Sell rate which will be reflected as Unit Cost Unit List Unit List is the sell rate in Effect for the Role Location combination this is either entered manually by the user or if the user has already opted to use the project Customer rate table then the values are taken from there If there is no rate present for a certain role then again a red text 0 is displayed The user must confirm a unit list of O prior to saving Discount Discount initially defaults to 0 The user enters the applicable discount for the line The user can enter a negative discount to increase the sell price over 100 of list price Sell Price The final line price will calculate automatically The line sell price is calculat
24. al date in red To create a new change order click on the icon To access or edit an existing change order click on the lai icon A Change Order Document can be generated from any change order by accessing the change order and clicking on the Create Change Order Document button Project Completion Date 9 30 2018 CO Currency Project v Customer Change Log Internal Change Log Number Status Description Identified Submitted Updated Cost Budget Change Order GP Schedule Impact Expected Approval Customer PO 2 1 Identified Customer identified new scope 11 13 2012 11 13 2012 15 956 20 21 244 93 24 9 6 Weeks 1 4 2013 2013 04 B 15 956 20 21 244 93 The Forecasting Area displays the Change Orders on the project including their status description values impact to the project and expected approval date The change orders are numbered sequentially by the tool The change order list will display all change orders regardless of status Change orders with status Rejected and Incorporated will be displayed in the Forecasting Area but not summed in the Project Data section The last updated date for each change order is displayed on the row This provides the last date the change order was updated For an explanation of all other the fields refer to the Change Order Builder section below EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revisi
25. ary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 9 of 27 3 Jan 13 ID Project Name Active Project Manager ProjectType Fi 3062361 Sipchem Jubail Acetyl Complex Closed Laughter David T amp E MANAGED BY EMERSON Pi 3064840 LSFB GNE ECP1 Detail Eng GMAX 3064840 Payjack Donald T amp E MANAGED BY EMERSON Pi 3065240 MX 3065240 CACTUS ARECHIGA of Alcantara Ricardo T amp E MANAGED BY EMERSON mi 31001315 Shell CVP Flexibles of van der Loos Ton LUMP SUM FIXED PRICE Pi 31001316 Shell CVP Rigids af van der Loos Ton LUMP SUM FIXED PRICE Pi 3100488 3100488 LMG Cental Unit gf Kowalczyk Krzysztof LUMF SUM FIXED PRICE Pi 3117656 SC 3117656 Ecogeneraci n TGS Cerri of Bugnot Diego LUMP SUM FIXED PRICE Pi 3125019 UK CE Chirag Oil Project Execution phase ff Jones Phil LUMP SUM FIXED PRICE lf the number of projects exceeds the number that can be displayed on one page page numbers at the bottom will enable navigation to the next page to display the next group of projects There will be a Total Results and Total Pages display to provide additional information to the user The projects listed will be customer projects on the My Projects list If the user attempts to access a Non Customer the request will return no records Use the project filter to type in the Project Name or the Project ID These fields will also accept wild cards with the use of an asterisk
26. ast date or a date in the future There is no restriction on the approval date it can be defined past the defined periods in Clarity or beyond the project completion date Totals Fields Sell Cost GP These are the totals for the whole change order note that total GP is calculated based on the numeric total of all the cost and sell sections These fields will update as lines are updated in the change order without having to refresh the whole page Customer PO This is the customer PO issued for the change order The field is required when changing the status to Incorporated status This allows the user to track the customer PO against individual change orders The value displays on the COL Pricebook Number Allows the user to enter the Pricebook number which will determine the price for Pricebook product and standard buyouts The default is the current EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 17 of 27 3 Jan 13 Pricebook number If the Pricebook number is not known the Pricebook effectivity date can be entered and the tool will default the Pricebook number Pricebook Effectivity Date The date of pricebook to be used default is current date If the Pricebook effectivity date is not known the Pricebook number can be entered and the tool will default the Pricebook Effectivity date Pricebook Region Dropdown selection box lists regions and is the same as the
27. ay the Business System Order Value for As Sold Change Order Revised Order and for Oracle projects Approved Order The Change Order Management Order Values for the Identified Submitted and Approved change orders will display to the right of the business system order values which will initially be 0 00 The change order currency filter will only display if the project currency entered is different from the local functional currency for the project The currency filter LOV will be Project or Local The Change Log buttons are greyed out until change orders are created El Project Data 3060701 3060701 CoP WDR T amp E MANAGED B Business System Order Value Change Order Management Order Value Th ef L a se E oS S545 2285 En Identified Change Orders USD 0 00 fre Change Order USD 1 219 892 28 GEen l i Ee Submitted Change Orders USD 0 00 ide Revised Order USD 1 348 372 28 heren ende HED 0 00 E Approved Order USD 1 348 372 28 PPN E 2 dis bec Completion Date 6 2 2012 Dr E Number Status Description Identified Submitted Updated Cost Budget Chang CO Currency Project The project list section will display the project list headers with no records found An add icon will display to create a new change order using the change order builder Number Status Description Identified Submitted Updated Cost Budget Change Order GP Schedule Impact Expected Approval Customer PO No Records Found
28. cess Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page2tof27 ANA 4 2 7 Emerson Process Management 2013 Confidential and Proprietary The user launches the Product Picker as a popup by clicking the Add Pricebook Items button then selects the Part No Descriptions for the product from the picker see below This functions the same as the Product Picker in the EET solution tuning page Multiple selections can be made each time the picker is launched Each selection is given a separate line in the pricebook products section A Clarity Toolbox Webpage Dialog Ed elect PriceBoaak Product Product Lime S almete Status Current amp Acie a Exam ple Product Product Family j Part Number Picker Product Type Revision Pop u p box Demenpben E l Show Al Clear Add Add and Select More Close Part Humber Description Revison Status O VESO01 M2 Controller O veso02 M3 Controller it mmm MJ Controle CO VESO03 add Add and Select More clone Item Item numbers are automatically assigned in sequential order Quantity The user must supply the line quantity for the parts selected as either a positive or negative integer Any quantity with a zero value will be highlighted with a dialog box and must be corrected before the item pricing request is sent An error message is shown to Correct lines with zero quantity before proceeding
29. e The user must press the OK button to close the message Message from webpage Ay The project completion date is in the past The Total Order Value has changed From O to 829 122 since this project was last updated within this Tool Note If the project completion date is in the past this will not prevent the user from entering a change order EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 11 of 27 3 Jan 13 Upon entry into the tool the Pr ct Data section will display the currency filter and project completion date with a icon The currency filter will default to the financial location currency Confirm or select the change order currency in this field to allow creation of change orders in the project or local functional currency The currency entered is considered the Project currency by the COMT The Message Centre provides direction on the steps to initialize COMT for the project Change Order Management El Project Data 3125019 UK CE Chirag O LUMP SUM FIXED Message Centre Please enter the currency with which to forecast Change Order values Project Currency CO Currency GBP v D and click on to save and continue Ensure that the value entered is correct as it will not be possible to modify it later Customer Change Log Internal Change Log Upon saving the currency the Project Data section will refresh and displ
30. e Location Dn EUR EUR EUR Disc gr GP B 1 100 ozii User Requirement B AO Online System Engin Pune A 21 19 2 119 00 150 00 10 00 16 500 00 87 2 B 2 zoo 0212 Study Evaluate PAS Engineer Ob ROSWIK dh 68 00 6 800 00 150 00 10 00 16 500 00 s8 8 B 3 1 o213 Study Systemard PAS Engineer costa MA o 21 19 21 19 150 00 0 00 150 00 85 9 B a 12 o213 study Systemardh PAS Engineer costa M 42 38 508 56 150 00 0 00 180000 717 B 5 100 0211 User Requirement dh PAS Engineer Mh pue A D 12 01 1 201 00 150 00 0 00 15 000 00 92 0 B e 10 0210 Study Data Gath db PAS Engineer Mh pue A 33 20 332 00 100 00 0 00 1 000 00 668 B 7 zo 0210 Study Data Gath Mh PAS Engineer OA Pe 33 20 332 00 100 00 0 00 1 000 00 668 11 313 75 51 950 00 78 2 The services section allows the user to enter quantities of hours for various activities and select the associated role location combination If the user has opted to use a project Customer Role table then these values are available to the user Otherwise the roles will be the default roles On first entering the change order builder there will be a button to Add Services available in the section ltem Item numbers are automatically assigned in sequential order Quantity The user then enters the quantity of hours which can be either positive or negative Activity Code The associated Activity Code is selected from a list of Activity codes as
31. e order This button is greyed out if the status is Approved or Incorporated on an existing change order Cancel Button Clicking this discards the user input and closes the change order builder if this was a new change order then no change order is created if it was an edit to an existing change order then all changes are lost Generate Change Order Document Button Clicking this loads the data entered into specified positions in the change order template document Prices will be loaded in the currency currently selected on screen The simple template from the PMO website is used to create the document This button is not enabled if there is not a single line defined within data grid Currency Drop down selection box enables the user to switch the display of the cost and prices between project and P amp L currency if required Conversion is done using the current GAAP FX rate Note that this box only appears if a different project currency to EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 18 of 27 3 Jan 13 4 2 5 Emerson Process Management 2013 Confidential and Proprietary the P amp L currency has been set up Currency displayed in the summary and row headers is determined by this selection Change Order Builder Services Section BCEC Unit Cost Total Cost Unit List Item Qty Activity Code Rol
32. ed based on unit list less any discount rounded to the nearest whole unit multiplied by the quantity GP The GP field is calculated based on the Total Cost and Sell Price fields Customer Notes and Internal Notes The notes field will show a blank icon Ei If no notes are present If notes have been added to the field lines appear in the Ej icon The customer notes are appended in the description field for the role in the Change Order Document if it is created using the Generate Change Order Document buiton in the Change Order Builder Finally the change order totals and the services section totals will be revised in line with the line that has been added or amended Recalculation of individual services lines cost sell and GP will be performed as the line fields are updated without having to re submit the whole form Clicking on the 4 icon will delete the entire line Price Book Products Section The price book products section enables the user to select items out of the current platform price book and add them to the change order The price request details are sent from the Item Pricing Service IPS which is the same service as used in the EET tool 4 SS HT F heie anke nr E aoe kook FTE Lit Tatal Them Qiy Description Part Humber Discount Type GBP Gr cary GBR 3 enso sco nooo 1000 10 sa a wl E i oo f 10 a4 of cf E M i E 4 i co 10 a4 Ei Ej 1 200 L952 48 0 EMERSON Pro
33. erson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 7 of 27 3 Jan 13 To exit the Toolbox click on the Logout icon on the top right of the browser do this as opposed to simply closing the browser window as it will automatically free up system resources Toolbox Home S 8 a 2 a gt 5 z Users may also increase the available screen width by clicking on the Navigation bar anywhere on the grey bar this hides the left hand menu bar and so makes more of the screen available To access the menu items click on the Navigation bar again A EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 8 of 27 3 Jan 13 4 USING THE CHANGE ORDER MANAGEMENT TOOL Once in the Change Order Management tool the user will see a list of projects to which he or she has added to their My Projects list in Clarity This may run to many pages so to assist in locating a specific project so a project filter has been provided Toolbox noen Change Order Management Project List Project Filter Project Manager d al Project Name a Project ID SS Active All wl ID Project Name Active Project Manager ProjectType P 3062361 Sipchem Jubail Acetyl Complex Closed Laughter David T amp E
34. es values from the Pricebook Product and Buyouts section of the COB c Expenses and Other column includes values from the Miscellaneous section of the COB Customer change log sample Change Log PM ChL Project Title PWS SH ZheJiz Revision A3 11 15 2011 Page 3 of 3 Emerson Project Number 86 Customer Changes Change No Type Issue Date Status Approval Description Schedule Hours Labour Material Expense Total Price Remarks impact Services Price and Other Price Price 0 11 2011 40 460 00 116 527 68 test 3 5 functionalit 11 12 2011 Test FFT 3 5 Release 1 functinalit aa Ss y O O C ponon js Snom f of sof oo Totals 674 43 460 06 282 421 75 35 000 01 110 783 00 Legend Type P Project Change F Forecasted Change Status Initiated S Submitted H Hold R Rejected A Approved O Order Amendment received C Closed All Prices in Project Contract Currency Internal change log sample i EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 15 of 27 3 Jan 13 4 2 3 Emerson Process Management 2013 Confidential and Proprietary Change Log PM ChL Project Title TAQA_ IV O amp amp G_P15 Revision A1 11 10 2011 Page 3 of 3 Emerson Project Number 31001275 Internal Changes Change No Type Issue Date Status Approval Description Schedule
35. hange Order tab in COMT o Project Key Information o Project Change Order Stoplights Contains stoplights from the Order Value portlet o Business System Order Value Breakdown of project financial budgets from the business system o Forecasting Tool Change Order Value Summarized by change order status o Project Change Order List Main Project Properties Project Main Dashboard Financial Dashboard Re Sele Labour Overview Project Performance Project Satisfaction Survey Project Key Information Actions v Project Change Order Stoplights Actions wel A Project Key Information Value Stoplights Status Project ID 31001316 Oracle EET As Sold Value out of Sync Project Name Shell CVP Rigids Project Accounts CO Values out of Sync Description Shell CVP Provox Migration Project Rigids Total Results 2 Project Manager Ton van der Loos Lead Engineer Eduardo Iniguez Project Last Baselined 12 Apr 2010 EET Proposal Number PATT ID Total Results 3 Change Order Stoplight Help ll Stoplight Help Change O rder Dashboard Filter _ System Default v El Display Currency Functional EUR Fiter Save Fitter Clear Required Business System Order Value i Actions Forecasting Tool Change Order Value Description Ji Order Value Cost Budget Budgeted GP Status Change Order Change Order As Sold Value from EET 0 0 0 00 oO Value a GRS As Sold Value in Oracle 1 153 8
36. ity including existing current financial information EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 6 of 27 3 Jan 13 3 HOW TO ACCESS THE CLARITY TOOLBOX Access to the Clarity toolbox will be granted on request from the PMO Support group It is dependent on the users role and business needs Once access rights have been granted an additional Clarity Toolbox tab will appear on your Clarity Overview screen as shown below CA Clarity PME elen Overview General _My Projects New New Selecting this tab will bring up the Clarity Toolbox access button see below click on this button to launch the toolbox The toolbox will launch in a separate browser window however the new window will be aware of the user s current rights and profile CA Clarity PPM Tee Overview Clarity Toolbox Ke ries le Report Updates Perso Selz urt Toolbox Clarity Toolbox When the Toolbox launches the user will see the Toolbox home page see below this may list a number of tools in the left hand menu bar depending on which tools the user has access rights to Click on the Change Order Management link to enter the Change Order Management tool In the event that the link is not present contact PMO Support for access rights validation Toolbox Home EMERSON Em
37. nge order with the status of Identified where the created date is more than 30 days old will show the created date in red text If the project has a different change order currency from the local P amp L currency the change order list can be displayed in either currency by toggling the drop down box This will convert the display using the appropriate FX rate at the GAAP rate Note that this box only appears if a different project currency to the P amp L currency has been set up The message only appears in the Message Centre if the Currency drop down box is displayed Change Order Management a SC 3117656 LUMP SUM FIXED contre Business System Order Value Change Order Management Order Value The order value from the business system has been converted from the current value and As Sold USD 289 941 84 Identified Change Orders USD 21 244 93 may not be accurate Change Order USD 0 00 Submitted Change Orders USD 0 00 The current values from the business system are shown in the left side of the Project Data Revised Order USD 289 941 84 Approved Change Orders USD 0 00 section The forecasted change order values listed by change order status are summarized Approved Order USD 289 941 84 from the change order list below Identified change orders over 30 days old will display the Last Updated 11 13 2012 By Laird Sandra identified date in red Submitted change order with expected approval dates in the past will display the expected approv
38. on A1 Page 14 of 27 3 Jan 13 To add a new change order to the list select the lea icon and complete the data in the Change Order Builder The change order will be saved or cancelled in the Change Order Builder popup To edit an existing change order click the ef icon The tool will open the Change Order Builder where the user can then change the data fields as required and either save or cancel as before Change orders in Approved or Incorporated status cannot be edited The user must return them to Identified or Submitted status to save the changes then revert to the appropriate status 4 2 2 Change Order Logs The user can create a customer change log or internal change log by pressing the buttons above the COL The customer change log includes customer pricing per change order while the internal change log includes cost information per change order They are in Excel format and based on the PMO templates PM ChL EXT and PM ChL INT respectively The tool will populate the template with the following specific items 1 A diagonal watermark that states Incomplete Review before submission to all pages in the excel document 2 Headers on all pages will have the Clarity Project Title and Clarity project number 3 The change log pages will include values and details from the change orders detailed in the change order tab a Labor Services column includes values from the Services section of the COB b Material column includ
39. pment Hotel Accommodation Default Flights Hire Car Allowance blank The user selects the appropriate Type and Sub Type from the drop down boxes and enters the relevant quantity and cost The tool calculates a desired List Price based on a 10 GP rounded to the nearest whole unit and then allows the user to discount this as required answer rounded to nearest whole unit The discount field defaults to 0 initially The user can enter a negative discount to increase the sell price over 100 of list price The tool will then calculate the total cost and the total price based on this and overall totals for the section If the sell price is 0 the user must confirm the value Clicking on the L4 icon will delete the entire line lt _ 4 T ki EMERSON Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 24 of 27 3 Jan 13 4 2 9 4 2 10 4 3 Emerson Process Management 2013 Confidential and Proprietary Final Steps Once all items are complete on the change order the document can be saved At that point a change order document can be created for the change order populated with the details from the change order builder by pressing the Create Change Order Document button Change Order Builder Change Order Document When the Create Change Order Document button is pressed the change order builder screen a change order document will be generated using the
40. rders and view detail and notes The Read only user will be allowed to generate a change order document and export customer or internal change logs Initializing the Project Upon initial entry to COMT the tool will check which Business System JDEE JDEAP or Oracle the project is assigned to If not assigned to any Business System the user will be presented with a confirmation message with the text This project cannot be accessed because it has not been assigned to a Business System before being returned to the project list The tool will review the project 1 business system 2 budget values entered and 3 status For JDE projects the Revised Order Value will display for Oracle projects the Approved Order Value will display If the budgets have not been entered in the business system a message will display that the EAC values have not been entered in the business system and returned to the project list If the project is inactive a message should display that would read The project is inactive Read only access is available for this project All users would have Read only access to the project to review the change orders The tool will determine if the project has been completed based on the completion date criteria used by FFT If it has been completed then the tool will display a message that would read The project completion date is in the past Please review the project in Clarity to extend the project completion dat
41. ulates sell price and GP The user can enter a negative discount to increase the sell price over 100 of list price If the sell price is 0 the user must confirm the value Each line will re calculate automatically should the user modify the quantity or the discount Clicking on the L icon will delete the entire line EMERSON Emerson Process Management 2013 Confidential and Proprietary Process Management Clarity Toolbox Financial Forecasting User Manual Revision A1 Page 23 of 27 3 Jan 13 Emerson Process Management 2013 Confidential and Proprietary Change Order Builder Miscellaneous Section Unit Total Unit Disc Sell Customer Internal an sa mn mee Geeta cor Gor Gory Goe Notes Notes rl 1 1 Sutaible Sea Freight Comercial Faes Bank Guarantee 1 500 1500 1 688 o 1 638 200 O Ej E af 1 Sutaible Sea Freight Commerc Fens sz Bank Guarantee w zal 9 3333 100 of of 3 KE Sutaible Sea Freight Comercial Feen Bank Guarantee we 3 333 ro 3 333 10 0 cf g 0 7 500 8 354 30 0 The miscellaneous section enables the user to select and quantify any number of miscellaneous items These are grouped by type and sub type according to the table below only the defined Sub Types are available for each selected Type Sub Type Commercial Fees Bank Guarantees Default Bonds Insurance Letter of Credit Extended Warranty Withholding Tax Default Import Duty Packing Default Storage Shi
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