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Gap Inc. CPM Toolbox User ManualStore Development North America - Operations

Gap Inc. CPM Toolbox Training Manual

Table of Contents

All chapters are broken out by process and process owners. Refer to the Introduction page of each chapter to see details.

Chapter 1. Introduction …………………………………………………………………………………………………………. Page 1

Chapter 2. General Navigation ………………………………..…………………………………..………………………… -11 A. Logging into the CPM Toolbox

B. Permissions and Personal Settings

C. Homepage Navigation and Display

D. Navigational Shortcuts

E. Help Tickets

F. Notifications

Chapter 3. Request for Proposal ……………………………………………………………………..…………………….. Page 12-20 A. RFP Submission

B. RFP Review - Agree/Disagree

C. Final Approval of RFP D. PO Creation

E. PO Approved/Declined

Chapter 4. Bid 2.0 GC Role ………………………………..………………………………………………………………….. Page 21-27

A. Managing your Bid Invitations

B. Submitting bids and revisions

C. Accessing and uploading Bid documentation

Chapter 5. Request for Information …………………………………..………………………………………………….. Page 28-39 A. RFI Requirements

B. Submitting an RFI

C. Uploading documents

D. Responding to RFIs

E. Closing out the RFI

F. Audit Response Quality

Chapter 6. Material Order Management …………………………………..…………………………………………… Page 40-57

A. Inviting an OFI Vendor to Submit a Material Order

B. Creating a Material Order

C. Project Analyst Order Review/PO Issuance to Supplier

D. Confirm Onsite Date/Enter Shipping & Tracking Information

E. Confirmation of Receipt

F. GC Drawdown Request of OFI Items

G. Additional Features


Table of Contents

Chapter 7. Construction Material Requests …………………………………..………………………………………. Page 58-69 A. Submitting a New Construction Material Request

B. Review and Approval of Request Order

C. Review/Process Order

D. Enter Onsite Dates/Enter Shipping & Tracking

E. Material Marked as Received

Chapter 8. Change Orders …………………………………..…………………………………………………………………. Page 70-84

A. Part 1 - Submitting an NTE

B. Review and Approve or Reject

C. Change Order Final Review and Approve or Reject

D. Part 2 – Submitting Cost Details/Backup documentation

E. Review and Approve or Reject Change Order

F. Final Review and Approve or Reject

G. Purchase Order Initiation

H. Entering Purchase Order Number

Chapter 9. Punchlists …………………………………..……………………………………………………..................... Page 85-95

A. Overview of Walkthroughs

B. Complete Punchlist Form at Punchwalk

C. Adding Punchlist items

D. Editing Punchlist items

E. Close out Punchlist items

F. Turnover Signoff

G. Approve and close out Punch

Chapter 10. GC Invoicing .…………………………..……………………………………………………........................ Page 96-104

A. Submitting an Invoice Package

B. Review and Approval of Invoice

C. Review and Approval of Invoice

D. Invoice Processed


10

Introduction

Introduction The CPM Toolbox is a web based tool used to execute and track the project

deliverables within a given construction project. The tool was developed

internally within the Gap Inc. CA&C department and its functionality is based on

the needs of the construction project stakeholders. Functions driven from the

CPM Toolbox include the following;

Construction Phase:

The CPM Toolbox is used at all phases of the construction project. The tool is

utilized as early as site survey/drawing development and can be accessed after

projects are completed for document archives.

Roles & Responsibilities:

The following roles use the CPM Toolbox; Gap Inc Procurement Analyst (PA), Gap

Inc. SPMs and CPMs, Construction Directors, Vendors/Suppliers, Consolidators,

General Contractors (GC). Real Estate business Partners, Store Maintenance, A&E

Management, A&E Vendors, Store Design, CSSC, etc…

Instructions:

CPM Toolbox access is granted through Gap Inc.’s CA&C Operations team. Work

with your Gap Inc. Business Partners to request access via the Gap Inc. Systems

Request Form and send to [email protected].

For General Navigation instructions please refer to the corresponding sections

below.

Chapter 2 – General Navigation Section

A. Logging in to the CPM Toolbox B. Permissions and Personal Settings

C. Homepage Navigation and Display

D. Navigational Shortcuts

E. Help Tickets

F. Notifications

Change Orders

Punchlist

Documentation Archive (DaDA)

Portfolio Alerts

Visual Merchandise Orders

Bids

RFIs

RFPs

Material Order Management

Construction Material Requests

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mailto:[email protected]


2 General Navigation

Section A. – Logging into the CPM Toolbox

A1. Once log in credentials have been acquired from the Gap Inc. Construction Operations team, log into the

CPM Toolbox homepage by going to www.cpmtoolbox.com. Fill in the ‘Username’ and ‘Password’ and select the log in button.

A2. Forgetting Log in Credentials

If username or password is forgotten, select the ‘Forgot Login Information’ link at the bottom of the page. An email address is required to verify user credentials. Log in information will be emailed to the email address submitted.

Enter email and click submit


http://www.cpmtoolbox.com/



Section B. – Permissions and Personal Settings B1. The homepage viewpoint is set up based on a user’s permissions and scope of role. The availability of

launching certain actions is determined by a user’s association to a project as well as their scope of role.

If a user is not able to access a particular project but should have the correct user permissions and project association, this may indicate the user is not assigned to the project within the CPM Toolbox and needs to reach out to their Gap Inc. contact. To verify project association, view the Project Detail tab and check the list of resources. See Section C4. Note: If a project is not displayed on the homepage, this does not necessarily mean you do not have project access/association. Search for the project using the search field and follow the instructions above to verify.

If you are missing a necessary module tab within your projects viewpoint; i.e. RFI, Change Orders, Punchlist, etc… Please contact [email protected] or select the help link. See Section F.

B2. Changing Passwords To change passwords, select the ‘My Profile’ tab and select the Change Password link.

Select Click link

Reset Password





Section C. – Homepage Navigation and Display

C1. The homepage will display projects according to status and timeline. Projects will drop from view when

either no action is required (from any role) or the display timeline has expired. Each module heading will have specific instructions indicating how long projects are displayed. See screen shot below.

To find projects that are not displayed on the homepage, see Section D3 – Search Function.

C2. REPS Project ID

All Gap Inc. CA&C projects are assigned a unique 10 digit identification number called the REPs Project ID.

Click on the REPs Project ID link to view project information and to execute actions.




C3. Project Module Tabs

From within the project page (launched from clicking on a REPS project ID link, there are a series module tabs allowing users to drive and follow up on project tasks as well as view historical information. *To view process instructions for all module tabs, please review the corresponding training guides. (Ex; RFI, Change Orders, CMR/Material Requests, etc…)

C4. Project Details Tab

The first tab located from the left of any project will be the Project Detail tab. By selecting this tab, detailed project information including project scope, resource names, and schedule information, can be viewed.

When a user is assigned to a project, their name should be listed under ‘Project Resources’. Project assignments are refreshed on a weekly basis and are reflected in the CPM Toolbox on Friday mornings Pacific Standard Time zone. Note: If you should be assigned as a project resource, but are not able to access the project after the project assignments have been completed, reach out to the Gap Inc. Project Coordinator and or SPM to inquire.




Section D. – Navigation Shortcuts

There are a series of ways in which to navigate within the homepage. Quick Jumps, User Tabs, and the Search Function are designed to allow for navigational shortcuts to the most commonly used tasks.

D1. Quick Jumps

The Quick Jump options located at the top of the homepage is a way to jump down to the correlating section of the page. For example, by selecting the Change Order quick jump link, the page will jump down to the Change Order section of the homepage, where the most recent change orders will then be displayed at the top of the screen.

Search

Quick Jump User Tabs




D2. User Tabs User tabs are located on the upper right hand side of the homepage and will vary by role. The following tabs will display on every user’s homepage:

Home tab: Quickly navigates back to the user’s homepage from any page

My Profile tab: Used to view user profile details and change password - See Section B2

Help tab: Used to view all help ticket response history - See Section E

*The screen shot below may display tabs that are not available to all users.

D3. Search Function

The search function enables users to search for projects that are not displayed on the homepage. Users can search by Store # or name, REPS Project ID, or Oracle ID. Quick Tip 1: Search by store name or #. Then click on the store # link to view and access a list of all projects associated to that store. (Detailed project information can only be viewed by those users assigned to the project) Quick Tip 2: If searching by REPS project id, only the last 5 digits need to be provided in the search field.

Search Click

Select Project




Section E. – Help Tickets

E1. The ‘Help’ link is used for submitting a help ticket should any technical issues arise.

To create a Help ticket, select the ‘Help’ link in the upper right hand corner of the window in which you are experiencing the issue. This creates an automated ticket assigned to the specific location within the system. Note: It is essential to launch the help ticket link within the page/window where the issues are taking place in order to minimize any confusion.

E2. Help Ticket Description

After clicking on the ‘Help’ link, a yellow data field will pop up for users to describe their issue. Information provided within the ticket description should be concise and clearly convey the specifics of the technical issue. See Section E3 for examples of the “Do’s” and “Don’ts” of submitting help ticket information.




E3. Submitting Help Ticket information – Do

Submitting Help Ticket information – Don’t

E4. Logging a Help Ticket for a General Issue

When a help ticket is necessary for a general issue that cannot be directed to a specific page, users are to submit the help ticket from the ‘My Profile’ tab. Click on the ‘Submit a Request for Support’ link.

User information such as name or position does not need to be provided

Issue description is too general and prompts questions

Description of issue is clear and concise and gives no extra information.

Help ticket is submitted from the Change Order page, where the issue took place.




E5. Help Ticket Response

When a help ticket is submitted, the user will need to go into the ‘Help’ tab, located within the user tabs on the upper right hand side of any screen, in order to view all ticket response. Note: Users are not notified via email when a response has been posted. It is very important to check the ‘Help’ tab for ticket status updates until the help ticket has been resolved.

Responses for all help tickets are sent within 24 hours of submission. This initial response will indicate either resolution, or timeframe of expected next steps or resolution.

Select

View all help ticket response and history




Section F. – Notifications F1. The CPM Toolbox sends out notifications via email when a significant action has taken place, i.e.; to

prompt a user to complete an action or to view a project status. Users should always go into the CPM Toolbox to view the current status of projects in case a notification is missed. Status messages will advise on the next action that needs to take place for a specific project.

Note: Always check junk mail to ensure notifications are not missed.



3 RFPs

Introduction The Request for Proposal (RFP) module is designed to allow the Architectural

Consultant to submit fees for payment based on the scope of work for the Gap

Inc. project. There are two different types of RFPs managed in the CPM Toolbox;

a Base Service and an Additional service. A Base Service is the initial estimate for

the entire project scope of work. Should the project require additional work not

foreseen in the Base Service, an Additional Service RFP will be submitted to gain

approval for the extra costs.

Construction Phase: The Base Service RFP is submitted and approved before a drawing is generated.

Additional Service RFPs can be submitted before and after construction starts.


External Architects, Gap Inc. MEP Engineer, Gap Inc. Architecture SPM, Corporate

Shared Service Center (CSSC).

Instructions:

Below is the process workflow of the RFP process within the CPM Toolbox. Each

step in the process has an identified process owner. To view step by step

instructions for the actions required from your role, please refer to the

corresponding section of the instructions.

Section

Process Owner

A. RFP Submission Architectural Consultant

B. RFP Review - Agree/Disagree Gap Inc. Engineer

C. Final Approval of RFP Gap Inc. Sr. Architecture Manager

Process completed outside of CPM Toolbox

D. PO Creation CSSC

E. PO Approved/Declined A&E Sr. PM



3 RFPs

Section A. Architectural Consultant – RFP Submission

Note: Architectural Consultants will be notified via the CPM Toolbox upon final approval of RFPs.

A1. Select the REPS Project id from the homepage. From within the project page, select the RFP tab.

A2. Next to ‘Create a new Request for Proposal’, there are two options to chose from. For initial RFPs, select

Base Services.

Base Services – Initial scope of work to be submitted before Architect generates drawing.

Additional Services – Any additional work that was not foreseen on original scope of work.



3 RFPs

A3. Based on the MSA fee terms, fill in the Base Fees for all services. MSAs will distinguish fees for all

services by Brand and by project type. (BR, Gap Brand, Minor, New, Remodel, etc…) Additional comments

for the reviewer can be provided next to each Base Fee if necessary.

As a best practice, provide comments anytime a fee might be considered different than expected.

Example: “Complex HVAC system”.

A4. If any additional services need to be provided other than those indicated under the Base Services section,

select the dropdown list under ‘Other’ Services. Fill in the following information:

Work Description

Consultant Title

Hourly Rate

# of Hours in Decimal – (4 ½ =4.5)



3 RFPs

A5. Fill in your ‘Reimbursables’ amount. The Grand Total will auto calculate. Click on ‘Submit RFP’. Once the

RFI is submitted, it will be reviewed by a Gap Inc. manager for approval.

Note: Reimbursables are an estimate of the expenses outside of the normal scope of work fees. (Example:

printing, permit fees, postage, etc…) Receipts are required to be submitted at a later stage outside of the

CPM Toolbox. Please refer to your MSA’s for details.

A6. See below for an example of a completed Base RFP.

*Pricing has been removed or changed for training purposes.



3 RFPs

Section B. Gap Inc. Engineer – Reviewing the RFP

Note: The SLA for response time on RFPs is two business days (48 hours). Response can include; comments or

questions back to Architect, rejection of RFP or approval of RFP.

B1. Navigate to the section of your homepage called, ‘Requests for Proposals Requiring Your Action’. Select

the REPS project id under a status of ‘Pending Review’.

B2. All submitted RFPs for a given project, including Base and Additional Services, can be viewed. Select the

RFP Services under a status of ‘Pending Review’.



3 RFPs

B3. If multiple versions of the RFP are available, select the version requiring review. There will only be

multiple versions available from the drop down list if an RFP was previously rejected.

B4. Select the format of project scope. This will auto populate pricing structure.

B5. Review all fees. If all fees are correct, select ‘Agree’.

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3 RFPs

B6. If fees are not correct, select ‘Disagree’ and provide comments as to why the RFP is not being approved.

The RFP will be sent to the Gap Inc. Sr. A&E Manager to ‘Reject’ or ‘Kill’ before it goes back to the

Architecture Consultant for revision.



3 RFPs

Section C. Gap Inc. Sr. Architect Manager – Final Approval for RFP

C1. Navigate to the section of your homepage called, ’Requests for Proposals Requiring Your Action’. Select

the REPS project id under a status of ‘Reviewed – Agreed (or Disagreed)’.

C2. Fill in the Additional Cost Savings and/or private comments. These will only be visible to internal Gap Inc.

The additional cost savings section is meant to memorialize any negotiations that took place, but may not

be evident in the RFPs themselves.

C3. If all information is correct, select ‘Approve’. If the Architect needs to resubmit the RFP for any reason,

select ‘Reject’. If RFP will not be approved at any time, select ‘Kill’. Notification will be sent to all

stakeholders upon action taken in the CPM Toolbox.



3 RFPs

Section D. CSSC – PO Creation

D1. The CPM Toolbox generates a report of all approved RFPs every 48 hours to be sent to the Gap Inc. CSSC

(Corporate Shared Services Center). Based on that report, the CSSC will create purchase orders

accordingly.

Note: The SLA for CSSC creation of PO’s for approved RFP’s is 5 business days.

Section E. Sr. A&E Management – PO Approved/Declined

E1. Purchase orders are placed in a queue within Oracle and must be approved by Gap Inc. Sr. A&E

Management. The SLA for PO approval is 3 business days.



4 Bids

Introduction Bid 2.0 is an updated Gap Inc. bid process. This update has shifted all aspects of

the bid process to be managed online in the CPM Toolbox. Most notably with Bid

2.0 the Excel based bid form will no longer be required.

GCs will now have access to a project bid page once they have accepted a bid

invitation.

Construction Phase: The Bid process occurs before construction can begin. This is the Gap Inc. process

to select the GC firm to award the project. GCs will now require CPM Toolbox

access before they can be invited to bid or submit their bids to a construction

project.

Bid 2.0 Go Live Information:

The go live date for Bid 2.0 is September 23rd. After this date, all GCs will require

a bid invitation through the CPM Toolbox in order to submit a bid.

[email protected] will no longer function after the go live date.

Instructions:

Below is the process workflow of the Bid function within the CPM Toolbox. Each




Section

Process Owner

A. Managing your Bid Invitations General Contractor B. Submitting bids and revisions General Contractor C. Accessing and uploading Bid documentation General Contractor D. Review Bids and Award Project to GC Gap Inc. E. GC granted Access to Project Gap Inc. Project Coordinator




4 Bids

Section A. General Contractor – Managing your Bid Invitations

A1. Upon being invited to bid on a Gap Inc. construction project, GCs will receive an email invitation with

relevant project information and bid instructions. The email notification will also contain a link which will

navigate directly to the page within the CPM Toolbox where the bid invitation must be accepted or

declined.

Click the Bid Invitation Link. (See below) Or to manually navigate to the bid page, log into the CPM

Toolbox and select the REPS project id for the project which you have been invited bid. Select the “Bids”

tab. The homepage will display a “Bids” section or header containing any projects that you have been

invited to bid.

Note: Only one point of contact will receive the bid invitations/notifications. (Although, all GCs from the

bidding firm will be able to view the bid page within the CPM Toolbox) If the point of contact needs to be

changed, please send a request to [email protected]. If you do not have CPM Toolbox

access, please contact your Gap Inc. PC.




4 Bids

Section B. General Contractor – Submitting Bids, Revisions, Documentation

B1. Upon initial navigation to the bid page you will be directed to the bid invitation acceptance page. Click

Accept or Decline to move forward with the bidding process.

B2. If declining the invitation to bid, the process ends here. If accepting the invitation to bid, you will be

directed to one of the following pages:

Bid Access Page – This page contains key project information and notes from your Gap Inc. PC. This page

will appear if the bid period has not started yet. Take note of the bidding period, as you will not be able

to submit your bids until the start date. See below. No reminders are sent out once the bid period has

started. GCs will be responsible for managing these dates.

Online Bid Form – This page allows you to submit all necessary bid information and access any necessary

documentation. This page is only accessible once the bid period has started. See Step B3



4 Bids

B3. Once the bidding period has started, the online bid form will display. Some information will be pre-

populated with GC information. GCs are required to select a back up person from a pre-populated

dropdown list. If a contact is missing from this list, please contact [email protected].

B4. Instructions can be viewed within the bid form, but will remain hidden unless they are expanded. Click on

the link shown on the screen shot below to expand the instructions.

B5. Fill in all applicable pricing information, continuing to scroll down the page. The sub-total (excluding tax)

will automatically populate with each cost input in the green data fields. Tax must be manually

calculated and entered in a dollar amount (if applicable) Enter tax as a dollar amount and not a %.




4 Bids

B6. Once all pricing information has been completed, scroll down to the bottom of the page to submit.

Before submitting a bid, GCs must agree to terms and conditions. Toggle the box next to the terms and

conditions agreement and click the “Submit Bid” button.



4 Bids

Section C. General Contractor – Accessing and Uploading Documentation

C1. Bid documents are accessible within the Bid page. GCs can download required documentation from this

location and attach to each version of the bid accordingly.

Note: Drawings will continue to be accessed via the Plan Express link contained with the bid invitation or email.

C2. The “Upload a file” link located at the top of the page can be viewed only after submitting the bid form.

Once a document has been uploaded, it is automatically saved unless you chose to remove it.

Note: All required bid documents must be re-attached within each new revision of the bid.



4 Bids

C3. Bids can be revised up until the bid due date. To revise a bid, select the “Revise this Bid” link at the

bottom of the page. This will allow you to edit the bid page. (Make sure you are in the correct version to

edit) After changes have been made, select “Submit Revision”. The GC point of contact will receive an

award or non award notification from the CPM Toolbox after the bid period has ended.



5 RFIs

Introduction The Request for Information (RFI) module is designed to capture and track GC questions, usually regarding a need for clarification to the details of a project or project documentation. Response to each RFI as well as any continued communication is captured within a log in the CPM Toolbox to be referenced even after an RFI has been sufficiently addressed and closed out. For RFI requirements, please refer to Section A of this chapter.

Construction Phase: RFIs are submitted before construction begins or throughout the project.


General Contractors (GC), Gap Inc. Architecture Managers, Gap Inc. Engineering

Managers, CPMs, SPMs.

Instructions:

Below is the process workflow of the RFI process within the CPM Toolbox. Each




Section

Process Owner

A. RFI Requirements N/A

B. Submitting an RFI General Contractor

C. Uploading documents General Contractor

D. Responding to RFIs Architecture/Engineering Consultant

E. Closing out the RFI General Contractor

F. Audit Response Quality Gap Inc. A&E Management



5 RFIs

Section A. All Users – Requirements for RFIs

The preferred method of submitting a RFI is by the GC but can also be submitted by the CPM or SPM.

The RFI can only be closed out by the GC or the Gap Inc. Architecture & Engineering Senior Manager.

Only individuals (with CPM Toolbox access) in the “Response Require By” and “cc” categories can respond to the RFI, all other parties with access to the project within the Toolbox can only view RFIs and responses.

The GC must select the individuals in the “Response Require By” category each time they submit an RFI. It is a key step in the RFI submittal process that the submitter ensures their RFI is addressed to the correct person.

The “cc” category is automatically populated with the project team individuals; submitter has no control over this item.

Though multiple (up to 4) RFIs can be sent per project at a time, only one question should be submitted per RFI as it is can cause confusion with closing out an RFI with multiple inquiries. This is to support the tracking RFI as well as the resolution. See Section B of this chapter.

As always, content is crucial. Both submission and response content quality is important.



5 RFIs

Section B. General Contractor – Submitting an RFI

B1. From the homepage, select the REPS project id for the project which you wish to submit the RFI inquiry.

B2. From within the project page, select the RFI tab.

B3. From within the RFI page, a list of any RFIs previously submitted for this project will be displayed. The

RFIs will be displayed by date and will display the following information:

Subject

First line of RFI details

Response Required by Person

Submitted by Person

To view the details of any submitted RFI, including all associated attachments, click on the RFI #.

Number of Responses associated with the RFI

Duration of Open Status

Status



5 RFIs

B4. From within the RFI page, select “Create a RFI”

B5. Although RFI’s should include only one question at a time, multiple separate RFI requests for a given

project can be submitted at once from the RFI Creation page. By selecting the ‘Restart RFI Creation with’

dropdown list, you can select the number of RFIs to submit (up to 4). Follow steps B4-B11 for each RFI.



5 RFIs

B6. Select the ‘Response Required By’ dropdown list. You must specify between Architecture Firm and

Engineering Firm, depending on the details of your question.

B7. An auto populated contact name will appear once you have selected the ‘Response Required By’ category.

You will also see a list of names under ‘Copy’ (or CC). The contacts copied on the RFI cannot be changed.

However, the main contact can be changed. See B8 below.

B8. You have the ability to change the default contact name that auto populates. Select the “Change” link. A

yellow data field will appear. As you start typing the individual’s name or firm name, a list of contacts to

choose from will appear. Click on the name as it appears to select.



5 RFIs

B9. Select a subject from the dropdown menu. To help with quality control, choose the subject that best

indicates what the RFI is about. Limit the use of the “Other”.

B10. Once an appropriate subject has been selected, fill in the details of the information you’re trying to obtain

through the RFI submission. If your inquiry refers to any drawings or construction documentation, please

make sure to reference those in the details field. As stated in Section A of this document, only submit

one question per RFI.

B11. Select the Submit button, once all details have been provided. You will receive a message stating that

your RFI has successfully bee submitted.



5 RFIs

Section C. General Contractor – Uploading Documents

C1. After the RFI has successfully been submitted, any corresponding attachments, such as referenced

drawings, photos, or documentation can be uploaded. Navigate to your submitted RFI and click on

Upload attachment.

Note: Any response that requires a design change must have a drawing uploaded with the RFI.

C2. Browse for the documentation and select Upload File. Documentation can be viewed from the same

screen.



5 RFIs

Section D. Architecture/Engineering Consultants – Responding to RFIs

D1. From the homepage, select the REPS project id for the project which the RFI was submitted. Status will be

“In Progress”

D2. From within the RFI tab of a project, navigate to the RFI with an “Open” status. Click on the RFI # link to

view the details.

D3. Click on the dropdown box next to Architect or Engineering Reason Code. Select the reason indicating the

cause of the RFI submission. (See all reason code definitions on the next page).

Note: If an answer/solution cannot be provided to the RFI inquiry within 24 hours, please reply with the

response time estimation for the appropriate information to be retrieved. Continue to send status

updates as needed.



5 RFIs

Reason Code Definitions:

161 - Covered in Document: The information is in the drawings, however GC missed this information. Architect

can then refer to the drawing.

162 - Design Error/Omission: Conflict between 2 drawings, something missing from drawings, or shown

incorrectly.

163 - Design Error/Omission - Gap Inc. Template: Same as above, but related to the Gap template details.

164 - Jurisdictional Requirements - Code requirements, fire alarm, Fire Marshall, local inspector gives other

direction that drawings don’t take into account.

165 - Latent Conditions: Conditions not caught in the initial survey that causes a revision.

166 - Proposed Alternate: GC wants to use different materials or Vendor (steel vs. copper, pbc, etc...)

167 - Shop Drawing Submittal: Gap Inc. needs to review the specifications from an external structural expert that

the GC has used. (Ex; store front, HVAC control submittals)

D4. Additional business partners can be added to the response. Start typing a contact name or firm name into

the ‘Copy’ field and select the name as the auto populated list appears.

D5. Type your response into the yellow ‘Post Response’ data field. Click Post Response. All parties will be

notified via email each time an individual posts a response.

Note: Make sure to reference any specific drawings, instruction locations, etc… (Ex; Please refer

paragraph 4 on sheet 5 for window pane dimension of 3 ft.)



5 RFIs

D6. At any time the communication trail can be viewed within the RFI. All posts are time/date stamped.



5 RFIs

Section E. General Contractor – Closing Out the RFI

E1. Review the response posted by the ‘Response Required by’ contact and determine if the response is

adequate to the original RFI inquiry.

If adequate:

Click the ‘Response Adequate - Close out RFI’ link.

If not adequate:

Post another response in the yellow data field if more clarification is needed and click on the ‘Post

Response’ link. Repeat the steps in section E and close out when response is adequate.



5 RFIs

Section F. Gap Inc. A&E Management – Audit Response Quality

F1. For auditing purposes, each RFI response from Gap Inc. should be reviewed and rated after the RFI has

been closed out. From the RFI tab:

Select a reason code from the ‘A&E Reason Code drop down list.

Select a rating from 1-3. See rating definitions below.

Add any comments for any ‘Poor’ rating given.

1 = Poor (Example: Architect doesn’t include a revised drawing for change or provides vague direction)

2 = Average (Example: Inquiry is answered, but more detail could have been provided for clarification)

3 = Good (Example: All relevant details were provided and all documentation was uploaded supporting

response)

1- Select

Reason Code

2- Choose

Rating

3- Provide

Comments



6 Material Order

Management

Introduction The Material Order Management module is an automated ordering platform

designed to allow business partners and/or Suppliers the ability to order, procure,

track and manage delivery of OFI/construction materials required for construction

projects. Each stage of this process is managed within the CPM Toolbox and

provides each business partner and/or Supplier with a viewpoint specific to the

actions required by their role. See Roles & Responsibilities for process owners.

Construction Phase: The Material Order Management process begins once construction drawings

and/or scope hand off is issued to Suppliers. The Vendor/Supplier submits quotes

through the Material Order Management module (MOM) and purchase orders

are issued. Fixtures are tracked through MOM.

The project must be CFO approved and a REPS id must be available in the CPM

Toolbox before the Material Order Management module can be utilized.


Gap Inc Procurement Analyst (PA), Vendors/Suppliers, Consolidators, General

Contractors (GC).

Instructions:

Below is the process workflow of the Material Order Management function within

the CPM Toolbox. Each step in the process has an identified process owner. To

view step by step instructions for the actions required from your role, please refer

to the corresponding section of the instructions.

Section

Process Owner

A. Inviting a Vendor/Supplier to Submit a Material Order Gap Inc. Construction Procurement Analyst B. Creating a Material Order Vendor/Supplier C. Project Analyst Order Review/PO Issuance to Supplier Gap Inc. Construction Procurement Analyst D. Confirm Onsite Date/Enter Shipping & Tracking Information Vendor/Supplier E. Confirmation of Receipt Consolidator F. GC Drawdown Request of OFI Items General Contractor G. Additional Features N/A



6 Material Order

Management

Section A. Procurement Analyst - Inviting a Vendor/Supplier to Submit a Material Order

A1. From the CPM Toolbox home page, select a project by clicking on the REPS Project ID link.

A2. The Material Order Management page will appear. Select Invite OFI Vendors.



6 Material Order

Management

A3. A vendor selection list will appear – select the vendors you wish to invite to place Material Orders. Once

your selections are made, click on the ‘Invite’ button at the bottom of the pane.

A4. The Invited Vendors section of the Material Order Management page will update automatically.

A5. The Vendors will be notified of their invitation to place a Material Order to a specific project via email.

See sample below.

Invitation for Material Order for MAYFAIR 2912 (MAJS)

You have been invited to submit a Material order for MAYFAIR

(2912) MAJS

MAYFAIR (2912) MAJS



6 Material Order

Management

Section B. Vendor/Supplier - Creating a Material Order

B1. Vendors will receive an email notification inviting them to create a Material Order for a specific project.

Log into CPM Toolbox and select the corresponding project listed under Material Orders by selecting the

REPS Project ID link.

B2. The project page will open – the Material Order section is located toward the bottom of the pane. Select

Create a New Order.



6 Material Order

Management

B3. You will be taken to the Material Order panel. Under Material Order Information, “Date Required On-

site” will populate. This is the date materials are to arrive on-site and/or to the consolidator to support

the construction schedule.

B4. Material line item description and pricing is pre-populated. For each line item, enter the quantity to be

ordered.



6 Material Order

Management

B5. For split / short shipments, select the green plus-sign icon on the respective line item and enter the

separated on-site date and quantity. (Please provide a brief explanation of any short / split shipments in

the notes section – see step B7.)

B6. To add a custom item not in the catalog, select the green plus-sign icon under ‘Custom’ items not listed in

the standard catalog.

Enter the following detail for the custom item:

SKU #

Description

Required On-site Date

Quantity

Unit of Measurement

Price

B7. To add notes to the order, as requested in step B5, select Add Notes towards the bottom of the panel.



6 Material Order

Management

B8. Upon entering all order detail, select Submit Order. The Gap Inc. Procurement Project Analyst will be

notified of your order via email so that they may review and approve / reject or revise / return for

revision.

B9. You will return to the project page where your order is now documented and in “Submitted for approval”

status.

To review your order, click on the Quote Reference Number.



6 Material Order

Management

Section C. Project Analyst - Order Review/PO Issuance to Supplier

C1. The Gap Inc. Project Analyst will be notified via email upon submission of a Material Order by the

Supplier/Vendor. See sample below.

C2. In CPM Toolbox, go to the home page and select the corresponding project for Material Order review by

selecting the REPS Project ID link.

C3. Under Material Orders, open the corresponding order by selecting the Quote Reference Number.



6 Material Order

Management

C4. The order review panel will appear. Review the “Due Onsite’ dates. Onsite date should be 7 days prior to

construction start. If the Vendor/Supplier enters a date that is later than the construction start date, it is

called out as a risk.

Note: Alert the SPM/CPM any time onsite dates are being called out as a risk.

C5. The Project Analyst has the option to Approve, Return for Revision, Revise or Reject. To approve an order,

select Approve. (See below for definitions of each option)

Reject: Used for duplicates, incorrect items ordered by Vendor or items quoted against the incorrect

project.

Return for Revision: Used if the Vendor needs to make adjustments to the quote (i.e., quantity change,

item deletion, etc.). This can only be used before a quote is approved for processing.

Revise: Used only after a quote has been approved and minor adjustments need to be made to the PO.\

C6. If order is approved, enter the purchase order number and CSV file name for this project in the Material

Order information section. (For internal purposes only)



6 Material Order

Management

C7. Once the order is approved and the quote has been processed, PA’s will receive an email containing a

loader form which is then used to upload into Oracle for PO issuance.

C8. For Return for Revision or Reject, select the corresponding button. If an order is to be returned for

revision or rejected, it is imperative that the Project Analyst provides context. Before selecting Return for

Revision or Reject, go to Add Notes and provide a brief statement supporting the action.

C9. You will return to the main project page and the status will reflect your review action.

C10. The Vendor/Supplier will receive an email notification indicating whether the order was approved,

returned for revision or rejected.



6 Material Order

Management

Section D. Vendor/Supplier - Entering Shipping & Tracking Information

D1. Vendors will receive an email notification upon Approval, Return for Revision or Rejection. When an

order is approved, the vendor must then confirm required on-site date and update the shipping and

tracking information corresponding with the approved project. From the CPM Toolbox home page, select

the REPS Project ID.

D2. From the project page, you will see the Material Order status has been updated to Approved. Select the

Quote Reference Number to access the order.

D3. Update the Material Order shipping and tracking information by entering the following information.

Shipped On Dates

Quantity

Tracking Numbers



6 Material Order

Management

D4. To include notes / context as needed, select Add Notes.

D5. Select Save Changes.

D6. You will be returned to the project page. If you need to review your order, click on the Order Reference

Number at any time.

D7. OFI Checklists are now automated via CPM Toolbox. To view the checklist, select OFI Checklist under the

Material Order Information section.

The checklist will appear, and can be exported / saved as a PDF.



6 Material Order

Management

Section E. Consolidator - Consolidator Confirmation of Receipt

E1. When the materials are shipped and received by the Consolidator, the Consolidator will then

acknowledge the receipt of shipment in the CPM toolbox and enter the requested details. From the

home page, select the REPS Project ID, under Material Orders.

E2. Enter the following detail for the shipped item(s):

Date Received

Quantity Received

Quantity Damaged (if applicable)

.



6 Material Order

Management

E3. After you have entered your final details of the shipment; select Check-in Items

The Project Analyst and GC will receive notification via email that the Consolidator has checked-in items



6 Material Order

Management

Section F. General Contractor - Drawdown of OFI Items

F1. From the home page, select the REPS project id under Material Orders.

F2. From the Material Order Management tab, Review the consolidator’s inventory. Materials will be ordered

from this page. To view a comprehensive list of all OFI materials procured for the project, select the “OFI

Checklist” link.

F3. Enter in the Quantity Requested and the Date Onsite Requested in the active yellow data fields



6 Material Order

Management

F4. Click on Place Order

The Project Analyst and Consolidator will receive notification via email that an order has shipped. The

Consolidator will pull the GC order from their warehouse. (Process goes offline/outside of CPM Toolbox at

this point)



6 Material Order

Management

Additional Features - Material Order Management

I. OFI Checklist

By selecting the OFI checklist link (See Section F2) a comprehensive report of OFI materials procured for a

project can be viewed.

II. Sub SKU’s - Currently, fitting rooms are the only item with available sub SKU information. Sub SKU

availability for all items will tentatively be completed by end of 2012.

Sub SKU’s are available in the OFI Checklist of the CPM Toolbox to use as a checklist to ensure that all

materials within a larger kit (ex: fitting rooms) arrive to the project site. Sub SKU’s cannot be ordered

separately within the Material Order Management module, but can be ordered within the Construction

Material Request module, should an item be missing, damaged, etc…



6 Material Order

Management

III. Supplier Information

The Suppliers Info link provides contact information for all Vendors/Suppliers associated with a project.

IV. Risk Dates

Risk dates are flagged on the home page and in the OFI checklist if the fixture delivery date takes

place after the “required on site date”. The standard on-site date should be 7 days prior to

construction start.



7


Introduction The Construction Material Request module is designed to allow replacement materials or fixtures for a given construction project to be ordered. (Example: due to materials broken, shortage, etc…) Each stage of this process, from ordering materials to tracking the shipment, is managed within the CPM Toolbox and provides each business partner with a viewpoint specific to the actions required by their role. See Roles & Responsibilities for process owners.

Construction Phase:

The Construction Material Request process occurs after construction begins.


Gap Inc Procurement Analyst (PA), OFI Vendors/Suppliers, General Contractors (GC), Gap Inc SPMs and CPMs.

Instructions:

Below is the process workflow of the Construction Material Request function within the CPM Toolbox. Each step in the process has an identified process owner. To view step by step instructions for the actions required from your role, please refer to the corresponding section of the instructions.

Section

Process Owner

A. Submitting a New Construction Material Request

General Contractor

B. Review and Approval of Request SMP/CPM C. Order Review/Process Order Gap Inc. Project Analyst D. Enter Onsite Dates/Enter Shipping & Tracking Vendor/Supplier E. Material Marked as Received General Contractor



7


Section A. General Contractor - Submitting a New Construction Material Request


A2. The Project Detail page will open. Select the Material Requests tab.

A3. From the Material Requests page you can view all CMRs submitted for this project. To submit a new request, click on the Submit Material Request button.



7


A4. From this page, locate the active yellow data field and type in the name or part number of the item you wish to request. As options appear, highlight the item you wish to request.

Note: If fixture/part # does not appear in the dropdown, reference OFI Checklist or construction drawings. Contact the Project Analyst to have the item option added to the dropdown list.

A5. Once you have selected your item, fill in the required information.

Enter the following detail for the item:

Quantity

Reason

Shipping Request - Note: The expedited shipment is based on the ability of the Supplier to fulfill the

order and is not guaranteed.

Ship To



7


A6. Additional lines can be added to the order by clicking on Add Line.

A7. If the request is missing information or not properly filled in, an error message will appear with specific instructions on what needs to be fixed.

A8. Once all errors have been corrected, you will receive a message that the request has successfully gone

through.



7


Section B. SPM/CPM - Review and Approval of Request

B1. Click on the REPS project ID under the Construction Material Requests section of the home page.

B2. By default, you should automatically be taken to the Material Request, awaiting approval. To manually navigate to this page, click on the Material Request tab. Then click on the Req # for the item with the “Awaiting Construction Approval” status.

.

B3. If action is required, you will see a link below. Click on this link to approve or reject the material request.



7


B4. From here you can view all items in the request, approve expedited shipping requests, and provide comments. If there are any expedited (2 Day) shipping requests you will be given the option to approve. Once you have reviewed this request and provided the necessary comments, click on Approve Request.

B5. You will be provided confirmation of your action. In the case of rejection the person who submitted the

request will be notified, otherwise all approvals are passed along to Sourcing.



7


Section C. Project Analyst – Order Review/Process Order C1. PA’s will receive notification once an order has been approved by the SPM/CPM. The project can then be

accessed from that notification. To access approved projects from the homepage go the “Actionable Construction Material Requests’ section. Review orders with status of ‘Construction approved. Awaiting Sourcing review”. Click on the REPs Project ID link.

C2. Review order and click on ‘Action Required: Final review needed (click here)’.

C3. To approve, click on the green arrow. The item will then highlight in green. Fill in the PO number. A

reason code will need to be selected from the dropdown list only if needed. Ex: Supplier error code is selected by GC, but Vendor confirms that order shipped complete.

Note: Suppliers can be emailed directly from this page by selecting the Supplier name.



7


C4. To decline, click on the red X. The item will highlight in red. Select the reason code from the dropdown list.

C5. Enter in any additional comments necessary in the yellow data field and click on the ‘Update Request’

button.



7


Section D. Vendor/Supplier – Enter Onsite Dates/Enter Shipping and Tracking D1. From the homepage click on the project you would like to complete a material request for.

D2. You will be directed to the Project Detail page. Click on the Material Requests tab at the top of the page.

D3. Once on the Material Requests page for the project you can view previous requests submitted.



7


D4. Click on the request awaiting completion to view the detail of the request. In the case that the item is ready to ship, you will be given the option the mark it as shipped. Click the “Shipped?” checkbox and enter the date it was shipped. Provide tracking information where applicable.

D5. Click the update button at the bottom of the page.

D6. The information will be saved and visible immediately.



7


Section E. General Contractor - Confirmation of Receipt E1. When the material has been received on site, it must be marked as received within the CPM Toolbox.

From the homepage, click on the REPS Project id and then click on the Material Requests Tab.

E2. From the Material Requests page, click on the Req # for the received item.



7


E3. Delivery information will be visible. Click the Received box and fill in the Received Date. The current day’s date will be filled in by default.

E4. Click the Update button. Delivery Information will be updated and visible immediately.



8 Change Orders

Introduction The Change Order module is designed to allow general contractors to submit a

scope of work that needs to be added to or deleted from the original scope of

work for a construction project. Within the CPM Toolbox, this process occurs in

two separate parts. In part 1, a general contractor must submit a “Not to Exceed”

amount (NTE) for the scope of work. If the NTE is approved, then part 2 requires

backup/supporting documentation and a breakdown of costs to be provided and

approved.

Construction Phase: Change Orders are typically submitted after the construction start date and

before the substantial completion date with a goal to avoid schedule impact

whenever possible.


General Contractors (GC), Construction Project Mangers (CPM), Gap Inc. Sr.

Project Manager (SPM), Corporate Shared Service Center (CSSC), Construction

Project Coordinator (PC).

Instructions:

Below is the process workflow of the Change Order process within the CPM

Toolbox. Each step in the process has an identified process owner. To view step

by step instructions for the actions required from your role, please refer to the


Section

Process Owner

A. Part 1 - Submitting an NTE - Includes Permit CO's General Contractor B. Review and Approve or Reject Change Order CPM – Skipped if no CPM on project C. Final Review and Approve or Reject SPM D. Part 2 – Submitting Cost Details/Backup documentation General Contractor E. Review and Approve or Reject Change Order CPM – Skipped if no CPM on project F. Final Review and Approve or Reject SPM G. Purchase Order Initiation CSSC – Occurs Outside of toolbox H. Entering Purchase Order Number Project Coordinator



8 Change Orders

Section A. General Contractor –Submitting an change order – Part 1

A1. From the project detail page, click on the Change Orders tab. (See Section A6 for Permit Change Orders.)

A2. From the Change Order screen, select the Create New Change Order link. A list of submitted COs for the

project and their status can also be viewed in chronological order from this page.



8 Change Orders

A3. In Part 1 of the CO submission, the NTE (Not to Exceed) amount is submitted. The NTE is a lump sum

value or estimate of the CO. The detailed cost will be provided after NTE is approved.

Note: Be sure to include tax and overhead & profit into your NTE amount.

A4. Enter the following detail and select Submit the NTE Amount.

Description of Work

Drawing Reference

Schedule Impact Yes/No – A CO should ideally not impact the schedule

Anticipated Impact (In days)

A5. The yellow data field to enter in the dollar amount will appear. Fill in the dollar amount in which the CO

will not exceed and select Submit Change Order.



8 Change Orders

A6. Submitting Permit Change Orders

For building permits, a new change order will need to be submitted by the GC. Follow the instructions in

Sections A1-A5 to submit the NTE amount. Then follow instructions in Sections D4-D5 to attach the

backup documentation. The permit NTE amount will not include tax and should match the costs detailed

within the backup documentation.

Note: For permit change orders, only the NTE and backup documentation will be submitted. The cost

details do not need to be submitted, unless specified by the SPM.

Specify in the “Description of Work’ field that the change order is for a permit. See below for example



8 Change Orders

Section B. CPM – Initial Review and Approve/Reject/Cancel – Part 1 (Skip this section if no CPM on

Project)

Note: The SLA for the initial review of a Change Order is 48 hours.

B1. From the Change Order page, select the CO # with a status reading “Awaiting initial review”.

B2. If approving the CO, review the scope of work and the associated NTE. Select Approve.

Note: The notes section is not to be used as a dialog or communication platform from the CPM/SPM to

the GC. For example; “Missing backup documentation, please provide”. Notes are to be used for

providing context to the necessity of the CO.

The following message will appear: “Your approval has been recorded and notification is being sent to

the Senior PM for review.”

B3. If rejecting or cancelling the CO, a reason code must be chosen. Selecting “Reject”, indicates that the GC

can resubmit the same CO, editing information based the on the rejection reason code. Selecting

“Cancel”, indicates that the CO will not be approved at any time. The only way a CO can be resubmitted

after cancelling is to create a new CO.



8 Change Orders

Section C. SPM – Initial Review and Approve/Reject/Cancel – Part 1

Note: The SLA for the initial review of a Change Order is 48 hours.

C1. From the Change Order page, select the CO # with a status reading “Initial CPM approval, awaiting Sr. PM

approval”.

C2. If approving the CO, review the scope of work and the associated NTE. Select Approve. Provide context

as to why the CO is necessary in the notes section.

The following message will appear after selecting Approve: “Your approval has been recorded and

notification is being sent to the GC.”

C3. If rejecting or cancelling the CO, a reason code must be chosen. Selecting “Reject”, indicates that the GC

can resubmit the same CO, editing information based the on the rejection reason code. Selecting

“Cancel”, indicates that the CO will not be approved at any time. The only way a CO can be resubmitted

after cancelling is to create a new CO.



8 Change Orders

Section D. General Contractor – Submitting a Change Order – Part 2

Note: If your CO is approved, please follow the steps below for Part 2 of the submittal process. If your CO is

rejected, review the rejection reason code and provide the necessary changes or information to resubmit

that same CO. If your CO is cancelled, this completely ends the submittal process for this CO. A cancelled

CO can no longer be edited or resubmitted.

See Section D7 for examples of acceptable vs. unacceptable cost details and backup documentation.

D1. From the Change Order page, select the CO # with a status reading “Initial Sr. PM approval, awaiting GC

Cost Detail”

D2. In part 2 of the CO submittal process, the cost details as well as supporting /backup documentation, such

as an invoice are submitted. Select Submit/Update Cost Details.

Note: If the uploaded backup documentation does not clearly outline the cost breakdown of the CO

scope of work, the GC must provide the cost detail provided from their sub contractors in the cost details

section of the CPM Toolbox.

Example of unacceptable cost details: “1 hour labor = $5,000”



8 Change Orders

D3. Enter the following detail for both Breakdown of Labor and Breakdown of Materials:

Note: Labor rates may not exceed rate indicated in the bid. See Section D7 for acceptable vs.

unacceptable examples.

CSI Division – choose from the dropdown list – (ex: metals, concrete, etc…)

CSI Subdivisions – dropdown list will correlate to division selected

Description

Hours and Rate/Quantity and Cost

Note: Sales tax must be filled in by GC if applicable. Tax is not auto populated.

Additional lines for breakdown of labor/materials can be added by clicking on the green plus

symbol

D4. To upload your backup documentation, select the Upload an attachment button. Documentation must

back up hours/rates and match information provided within the Cost Details section. If documentation is

not clearly broken down by rates/material, details entered in the Description field must be specific so

pricing is clear to all stakeholders.



8 Change Orders

D5. Browse for your document and select upload file.

Note: CO documentation must be uploaded by the GC only. CPMs and SPMs are not to upload CO

documentation.

D6. When all relevant documentation has been submitted and all pricing information has been provided,

select submit change order.



8 Change Orders

D7. Submitting Cost Details – Acceptable vs. Unacceptable Examples

Acceptable Cost Details

Acceptable Backup Documentation

All materials

are reflected

Cost and quantity

are defined and

match backup

documentation

Applicable

tax is input

correctly

Backup documentation

clearly defines cost of

labor rates, hours, and

materials.

Details of change order

match the information

entered in the cost

details.

Labor rates are

specified.



8 Change Orders

Unacceptable Cost Details

Unacceptable Backup Documentation

Labor rates are

not broken down

Materials are not specified

and description is too

generic

Rates are not broken

down by cost per hour

Materials are not clearly

defined

Quantity and

cost of materials

are not broken

out



8 Change Orders

Section E. CPM – Final Review and Approve/Reject/Cancel – Part 2 (Skip this section if no CPM on

Project)

Note: The SLA for the final review of a Change Order is 48 hours.

Note: In Part 2 of the CO review process, the CPM must review the cost detail section for the submitted CO. In

order to approve, the GC’s uploaded backup documentation must clearly outline the breakdown of costs.

If the documentation is not clearly broken out by hours/materials, the data input into the cost details

section must provide clarification to their documentation.

E1. From the Change Order page, select the CO # with a status reading “Awaiting final CPM approval”.

E2. Review the cost detail information as well as the documentation, located in the attachments window.



8 Change Orders

E3. If approving, select a reason code from the dropdown box, then select approve.

E4. If rejecting, select a reason code from the drop down box, then select reject. The following reason codes

can be select as a CO rejection.

No longer valid

Incorrect scope of work

Cost negotiation

Incorrect cost information

Duplicate change order



8 Change Orders

Section F. SPM – Final Review and Approve/Reject/Cancel – Part 2

Note: Follow the same CPM review guidelines noted in section E.

F1. From the Change Order page, select the CO # with a status reading “Final CPM approval, awaiting Sr. PM

approval”.

F2. If approving, select a reason code from the dropdown box, then select approve.

F3. If rejecting, select a reason code from the drop down box, then select reject. The following reason codes

can be select as a CO rejection.

No longer valid

Incorrect scope of work

Cost negotiation

Incorrect cost information

Duplicate change order



8 Change Orders

Section G. CSSC – Purchase Order Initiation

Note: This part of the change order process occurs outside of the CPM Toolbox and is driven by the Gap Inc.

Corporate Shared Services Center (Project Accounting). The PO is initiated within five days after receipt

of the CO.

Section H. PC – Entering Purchase Order Number

H1. Navigate to the Change Orders Pending PO Numbers section and select the REPS Project Id. The status

should always read, “Final Sr. PM approval”.

H2. Enter the PO number in the yellow data field. Once the number has been entered, “PO Saved” will

appear. Entering the PO number in CPM Toolbox ends the authorization process for change orders.



9 Punchlist

Introduction The Punchlist module is designed to manage the completion of unfinished items, identified during the GC punch walkthrough. The items identified during the punchwalk are managed via the CPM Toolbox in order to track the timeline of completion for each item. Stakeholders have five days to complete all punchlist items falling under their responsibility. (GCs, LP, GST, etc…)

Construction Phase: The punchlist items are closed out in the CPM Toolbox before construction can be

considered completed.


General Contractors (GC), CPMs, Gap Inc SPMs, Store Managers, Construction

Director, Brand Operations.

Instructions:

Below is the process workflow of the Punchlist process both outside and within

the CPM Toolbox. Each step in the process has an identified process owner. To

view step by step instructions for the actions required from your role, please refer

to the corresponding section of the instructions.

Section Process Owner

A. Overview of Walkthroughs ALL - Completed outside of CPM Toolbox

B. Complete Punchlist Form at Punchwalk SPM/CPM - Completed outside of CPM Toolbox

C. Adding Punchlist items SPM/CPM

D. Editing Punchlist items SPM/CPM

E. Close out Punchlist items SPM/CPM with GC to verify

F. Turnover Signoff Designated Store Representative with SPM/CPM

G. Approve and close out Punch Construction Director with SPM/CPM



9 Punchlist

Section A. All – Overview Walkthroughs

GC Punch Walkthrough Meeting

Required: CPM/SPM, GCPMs, GC Super

Optional: CPM, Brand Operations, Gap Inc. A&E team, Procurement, LP, GST, Director, Store Maintenance

Not Required: Store Design, Operations/Store Team

The GC Punch Walkthrough occurs 1 day after the substantial completion date of a construction project. The

purpose of this action is to note and agree on all items needing to be completed for turnover. Any punchlist items

found during the GC Punch walkthrough are uploaded and tracked in the CPM Toolbox by the SPM/CPM. Both the

party responsible and an estimated completion date are assigned to each item upon adding them into the CPM

Toolbox.

Operations Turnover Walkthrough Meeting

Required: SPM/CPM, Designated store team contact/Operations and Store Maintenance

Optional: Director, District Manager

Not Required: GC Super, GCPM

The Operations turnover walkthrough occurs approximately 1 week before SED. Ideally all punchlist items will be

completed prior to this process. Zero punch stores or projects of a more minor scope might not require a specific

turnover walkthrough. If this action is not required, always align with your Director.

The purpose of the turnover walkthrough is to familiarize the Store Operations team with the store and to discuss

completion of any outstanding punchlist items. The team attending the turnover walkthrough should specifically

align on the strategy and timeframe to close out any outstanding punch items. Before a store can be turned over

to the Store Operations team, the turnover sign off sheet must be completed. See Section F for details.



9 Punchlist

Section B. CPM/SPM – Complete Punchlist Form at Punchwalk

(Occurs outside of CPM Toolbox)

B1. Fill in all required information to the Punchlist Excel Form. The Punchlist Form is available on Gap Web

within the CA&C homepage: Construction Forms/Turnover/Punchlist Form.

Gap Inc. Sr. PM

CPM

GC Representative

Store Name

Store Number

REPs Project ID

Punchwalk Date

Turnover Date

Brand

Sample of Gap Inc. punchwalk Excel Form

B2. Consult with GC, LP, GST, and CA&C to compile a list of any incomplete items relevant to initial drawings.

(Ex: Paint Touchup throughout store, adjust lights throughout store…) Fill in all required information to

the Punchlist items found.

Punchlist Item

Location

Trade

Prerequisite

Driving Results

Estimated Completion Date (Note: This is key information to add to the CPM Toolbox)



9 Punchlist

Section C. CPM/SPM – Adding Punchlist Items

Note: Punchlist items can be added individually or in batches, if numerous items are to be added. See below for

directions for both. As a best practice, consolidate and be concise when entering in punchlist items. For example;

“touch up paint” should be entered once and not in all locations it is required.

Adding Punchlist Items Individually

C1. Punchlist items noted on the Excel form must be added into the corresponding project within the CPM

Toolbox. From within the Project Details page, select the ‘Punchlist’ Tab.

C2. Select ‘Add a New Punchlist Item’ button.

C3. Enter in all required information for that item. Select the Save Punchlist Item button.

Punchlist Description: Should give a high level

overview of how the item should be corrected or

completed.

Location: Where in the store is this item?

Trade: Which category of construction does this

fall under?

Prerequisite: The root cause of the punchlist

item.

Driving Results: Who is responsible for completing?

Estimate Completion Date: Date in which the item should be corrected or completed. Use date format mm/dd/yyyy. Version092413 Page 88


9 Punchlist

C4. Your newly added item will be able to be viewed about a minute after saving. Refresh your screen if the

new item does not show up after 1 min. The “Work Completed” data field should be a blank until the

work is actually completed.

Punchlist Batch Upload

C5. From within the Punchlist page, select the “Batch Upload Punchlist Items” link.

C6. You will be prompted to browse for your saved Excel Punchlist form. Select the Browse button.



9 Punchlist

C7. Locate your punchlist form for upload. Select the Attach button.

Note: Please make sure to save the punchlist form as .xls as indicated in the screen shot below. As a best

practice file names should include store number and date.

C8. Once the file has been processed you will have the option to review all the items before they are saved to

the system. All errors will be highlighted in red. You will not be able to submit the form until corrected.

Once all errors have been corrected, click the save button.



9 Punchlist

C9. Once any errors have been corrected and the punchlist items have been successfully saved, you will be

able to view all items uploaded from the punchlist file.

C10. Additional sort or filter functions are available to change the viewing order of the items. You can sort by

either selecting the blue headers or select the filter button.

By selecting the Filter button, you can choose to view open vs. closed items or CA&A Quality (MICAP)

Issues.



9 Punchlist

Section D. CPM/SPM – Editing Punchlist Items

D1. There are five options to edit a punchlist item after it has been uploaded. To view the legend for each

edit option, scroll over the blue question mark symbol.

D2. Reasons are required for any item that is Edited or Cancelled.

D3. If the ‘Missing Quality Details’ button is selected from the edit options, the following information must be

provided:

Reason Code

Impact - To view definitions, scroll over the blue question mark symbol.

- Level 1: Aesthetic impact only. No impact to store operations or customers.

- Level 2:Impact to store operations

- Level 3: Impact to customer and store operations

Item Scope

Note: The Missing Quality Details edit is used when a punchlist item is not completed by the Operations

Turnover Walkthrough.



9 Punchlist

Section E. CPM/SPM – Closing Punchlist Items

Note: Do not automatically mark a completed date as the same date of the scheduled turnover walkthrough, as

this will impact the quality report. CPM/SPM should follow up on all punchlist item completion between

punch and turnover and mark as complete within the CPM Toolbox as it act occurs. The goal is to close

out as many items as possible prior to the Operations Turnover Walkthrough Meeting. This is a critical

step to ensure a minimal punchlist at turnover.

E1. From within the Punchlist tab of the project, use the work completed field to enter the date of completion

for each item.

E2. Enter the completion date directly into the yellow data field using the following format: mm/dd/yyyy.

The date should update automatically. The current date can also be inserted by selecting the calendar

icon.

OR



9 Punchlist

Section F. CPM/SPM – Turnover Signoff

Note: The “Turnover Sign-off Sheet” should be brought to the Operations Turnover Walkthrough by the

SPM/CPM regardless if there are any outstanding items. This signoff sheet is completed in two steps. Step

1: The signature of the designated store team contact is obtained to indicate that punchlist items have

been reviewed with them and the SPM/CPM. Step 2: The signature of the designated store team contact

is obtained a second time to indicate that they are aware that all punchlist items have been 100%

completed and marked as such in the CPM Toolbox.

F1. From within the project id page, select the ‘Turnover Sign-off Sheet’ button.

F2. The designated store representative signs the two signature boxes within the Turnover Sign-off Sheet

upon completion of step 1 and 2.



9 Punchlist

Section G. SPM/CPM – Approve and Close out Punch

G1. Once both signatures have been provided on the Turnover Signoff Sheet, indicating that all punchlist

items have been closed out, the CPM/SPM will provide their PA with the completed form to upload into

the CPM Toolbox. This represents the final alignment between Construction and Operations.



10 GC Invoicing

Introduction The GC Invoicing module allows GCs to submit invoice packages through the CPM

Toolbox. This module is replacing the previous process of sending invoice

documentation through mail/email. All reviews and approvals will occur and be

tracked within the CPM Toolbox GC Invoice module.

Construction Phase: N/A


General Contractors (GC), Gap Inc. Sr. Project Manager (SPM), Corporate Shared

Service Center (CSSC).

Instructions:

Below is the process workflow of the GC Invoicing module within the CPM

Toolbox. Each step in the process has an identified process owner. To view step

by step instructions for the actions required from your role, please refer to the


Section

Process Owner

A. Submitting an Invoice Package General Contractor B. Review and Approval of Invoice CSSC C. Review and Approval of Invoice SPM D. Invoice Processed CSSC



10 GC Invoicing

Section A. General Contractor –Submitting Invoice Packages

Note: Once the invoice is submitted, no further action is required by the GC. If there is an error with the invoice

or the invoice has been rejected, the GC will receive a notification via email and will then need to make

the appropriate corrections to resubmit the invoice package via the CPM Toolbox.


A2. From the project details page, click on the ‘GC Invoice’ tab.

A3. Click on ‘Create an Invoice’.



10 GC Invoicing

A4. Some information will be pre-populated for this invoice. Enter the following information and select

‘Submit Invoice’.

Invoice Date: This is the date on the invoice, not the current day’s date.

Invoice Number: Approved invoice #’s can only be used one time. (See below)

Installment Number: Option of 3 installments OR a change order

PO Number

Pre-Tax Amount: Invoice amount before tax is added.

Tax Amount: Calculate the tax amount and input in dollars, not as a percentage.

Total including tax: This will auto calculate.

Note: If the Pre-tax Amount and Tax Amount are not broken out properly, the invoice will be rejected.

Invoice Number Errors

Invoice #’s cannot be used more than once in the system, unless they have been previously submitted

with a rejected invoice package and are required for a re-submitted invoice package. If duplicate invoice

#’s are used, an error message will be received. Please contact your CSSC business partner for questions.

A5. Once the invoice package has been submitted, it can be viewed in an itemized list within the project page.

Submitted invoices can be viewed by installment from the project page. Click on the Installment # link to

view details. The ‘Status’ column will always indicate where the invoice is within the approval process.



10 GC Invoicing

A6. From the installment details page, click on the “Back to Invoices” link to navigate back to the list of

invoice installments for this project.

Detailed view of submitted invoice

A7. All backup documentation must be uploaded into the CPM Toolbox after the invoice package has been

submitted. To upload, click on the ‘Upload attachment’ link on the upper right hand site of the GC

invoice page.

Note: Any uploaded invoices or waivers must have a visible notary seal. If the notary seal is not visible in your

attached backup document, the invoice will be rejected and will need to be resubmitted.



10 GC Invoicing

Section B. Gap Inc. CSSC – Review Invoice

B1. Upon a new GC invoice submission, an email notification will be sent to the CSSC contact. To review the

submitted GC invoice package via the CPM Toolbox, click on the link contained within the email

notification.

Example of notification email

OR

Log into the CPM Toolbox. All active GC Invoice packages will be displayed on the homepage. You can

also search for the REPS project id or Store # to find the correlating invoice package.

Note: Your homepage view can be sorted by any of the categories available as data headers, including status, CS

countdown (construction start), etc… Clicking on one of the headers will sort by that category.

http://cpmtoolbox.com/projects/6260/change_orders/gc_invoice/update/1

This invoice has been submitted for final review and approval of the invoice

details. Use the link below to review and approve the invoice.

Invoice (installment #1) for Store # 7232 - 48TH & 6TH - NY (7232) MAJS

[email protected]





10 GC Invoicing

B2. From within the GC module tab, review the invoice package. If all information has been submitted

correctly, click the ‘Initial Approval’ button. Notification will be sent to the SPM assigned to the project

for review and approval or hold.

Note: To view the SPM or any other project team members, go to the “Project Detail” tab. All project resources

are listed.

Review Options

Initial Approval: Approves the invoice package and sends notification to SPM

Reject and Resubmit: Rejects the invoice package and sends a notification to the GC to correct

the issue and resubmit.

Cancel Invoice: Cancels the invoice entirely. This indicates that the invoice is dead and cannot be

resubmitted.



10 GC Invoicing

Section C. Gap Inc. SPM – Review Invoice and Approve/Hold

C1. The SPM will receive notification upon the initial CSSC approval of the GC invoice package. The GC Invoice

can be accessed for review directly from the link contained within the notification.


OR

Log into the CPM Toolbox. All active GC Invoice packages will be displayed on the homepage. You can

also search for the REPS project id or Store # to find the correlating invoice package.

C2. From within the GC Invoice Tab, Select the Installment link to review. The status will read “Awaiting SPM

Approval” until approved or put on hold.

C3. Review the invoice package. If all information has been submitted corrected, click the ‘Approve’ button.

Notification will be sent back to the CSSC for final approval and payment processing.

Selecting Hold: indicates that the invoice cannot be approved at that time. (Reasons to hold: Amounts are

incorrect, paperwork is missing, construction work not complete, etc...) A notification will be sent to both

the CSSC and GC if the invoice is put on hold.


This invoice has been submitted for final review and approval of the invoice

details. Use the link below to review and approve the invoice.


Julie Chluda





10 GC Invoicing

Section D. Gap Inc. CSSC – Process Invoice

D1. A notification will be sent to the CSSC upon the SPM review and approval/hold of the GC invoice.


D2. From within the GC Invoice Tab, Select the Installment link to review. The status will read “SR PM

Approves” until the final approval from the CSSC.

D3. Select the ‘Final Approval’ button to complete the approval process in the CPM Toolbox. The invoice is

then processed outside of the CPM Toolbox after this final approval has taken place.


This invoice has been approved and submitted for payment. Please reach

out to your Gap representative for more information.


Project GC, [email protected]





10 GC Invoicing

D4. To export the invoice installment to a separate spreadsheet, click the ‘Project Export Spreadsheet’ link.

Example of export in spreadsheet format
