fy14 and fy15 capital projects qrg

ePM Quick Reference Guide #110

FY14 and FY15 Capital Projects QRG What information is required for FY14 and FY15 Capital Who Will Use This? Projects? The FY14 and FY15 Capital programs require new information to be captured in ePM as a subset of the ePM minimum requirements. The √ Program Managers Office of Design and Construction in Central Office recently completed a data call for all FY14 and FY15 projects at the request √ Project Managersof the Administrator since this data was not previously required in ePM. This guide will identify new data entry requirements that will √ GSA Executivesalleviate the need for future data calls on the FY14 and FY15 Capital Program.

ePM’s published training materials cover all aspects of entering information into ePM; this guide focuses on the ePM areas where new information is being required for managing the FY14 and FY15 Capital programs.

This guide is designed as a desk reference for project team members to use as needed. Many project teams will not be ready to complete all instructions covered in this guide, but it is important to complete all possible sections and refer back to this guide in the future as the project progresses.

Budget Cost Module Organization

It is important to understand the organization of ePM in order to correctly enter the data.

1. Funding Documents are organized by ASID number. There is only one ASID per funding document. For each amendment, ePM will allow you to enter the same ASID number, but will version the Funding Document using 001, 002, etc.

2. Once you enter the Funding Document, the ASID number is then broken down on the line items page by work item, cost account (function code/BA), and building ID.

3. Cost accounts are organized by Budget Activity/ Function code/ Sub Object Class (was known as Cost Element).

4. Line items on the contract Schedule of Values and modifications draw against money in the associated cost account at the time of invoicing.

QRG.130_ FY14/FY15 Capital Project

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Creating a Cost Account

Note: For each unique Funding Line, a unique cost account is needed.

1. Open the project in ePM, then use the navigation bar to select “Budget and Reporting.”

2. Select “Cost Accounts.”

3. To create a new cost account, select “New” from the top menu, then “Cost Account” to open the Cost Accounts window. See Figure 1 for guidance.

Figure 1

4. Notice that Cost Accounts are created in the Active state and need not be workflowed. On the “Main” tab of this screen, enter a descriptive Title for the cost account that easily identifies it using the format “Fiscal Year of Appropriation - Function Code - Name - BA” (e.g. FY15 - 413 - Construction - BA55). Enter any additional notes about this cost account in the Note field. See Figure 2.

Note: If there is a new year of funding on a project, a new Cost Account must be created even though the other codes stay the same.


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5. Create the funding line by selecting the applicable Function Code, Phase (if applicable), Fiscal Year, Budget Activity, and Object Class/SOC in the appropriate fields. Click the magnifying glass next to each line for a lookup list.

6. Once each line has been completed, click the “Save” button at the top of the screen.

Figure 2

Note: Do not create or edit either budget or cost line items on a cost account. A cost account cannot be deleted once dollars have been associated with it. Restrict data entry to the “Main” page.


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Creating a Funding Document

1. Open the project in ePM, then use the navigation bar to select “Budget and Reporting.”

2. Select “Funding.”

3. In the top menu select “New” and then the appropriate funding document subtype:

a. Select “Allowance” for all Capital Projects requests.

b. Select “RWA” for BA80 funding requests.

Figure 3

4. A new window titled “Funding” opens. In the “Main” tab of the page, enter a title using the naming convention “Appropriation FY_BA_Region_Line Item_Program_Building Name” (i.e. 2014_BA55_R5_LDC00772_Energy_Celebrezze), IRIS Line Item or RWA number, and description of the project. See Figure 2 for reference. The program name can be obtained on Form 3285, from CPA, or from the project’s Budget Analyst. See Figure 4.

Figure 4


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5. After the information is entered on the “Main” screen, click the “Save” button.

6. Click “Line Items” located at the top of the window.

7. Click the “Add” button in the tab below the “Budget” heading.

8. A blank row will appear where you will enter the appropriate information such as the Work Item, Item Description, Item Amount, and associate the desired Cost Account. See Figure 5.

Figure 5

9. Design, Construction, M&I, etc. should be separate line items. If the RWA funds include contingency, create a contingency line item and associate with the RWA cost account.

10. Choose the Building ID added during the project properties setup by clicking the looking glass icon in the Building ID field. Enter this for each line item.

11. Shell/TI is not a required field on the allowance document.

12. Enter the ASID number for each line Item.

13. Once you are satisfied with the amounts on the funding document, workflow the funding document to the Approved state.

14. Click the Options menu to hand-off the cost only. The line items cannot be edited after hand-off. Do not select Hand-off Budget or Hand-off All. See Figure 6.

Figure 6


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Creating a Planned Obligation

Planned Obligations are a new required ePM data item for the FY14 and FY15 Capital programs. These planned obligations will be used as a baseline for comparison to the actual award. Each planned contract and option is required to be tracked in ePM. Once the contract/option is actually awarded the planned obligation document will be canceled in ePM and the actual contract award created with the full Schedule of Values (SOV).

NOTE: Planned Obligations should NOT be created for contingencies.

1. Select “Contract Management” from the navigation bar and click on “Obligations”, then “Contracts.”

2. Click the arrow to the right of “New” and select “Misc Planned Obligation” from the menu. See Figure 7.

Figure 7


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3. A new window titled “Contract” opens. In the “Main” tab of this page, enter a Title using the naming convention “Fiscal Year - Planned - Contractor Type - Primary - Type of Services - Phase (if applicable) [For example, FY15 – Planned – CxA – Commissioning Services] “Primary” is intended to identify the main contractor. See Figure 8.

Figure 8

4. Enter “Contractor Type - Placeholder” (e.g. GC - Placeholder) in the contract number field. The Contract Number can be entered later when it is known if desired.

5. Choose a Contract Classification.

01: Not Specified 02: Contract 03: Purchase Order 04: AbilityOne 05: Delivery Task Order 06: Federal Supply Schedule Solicitation 07: GWAC or Multi-agency Contract 08: Lease 09: IDIQ 10: Inter-Agency

6. Type in a Description.

7. Enter the Planned Obligation Period.


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9. Choose the Contractor Type. See Figure 9.

A/E: Architect/Engineer AiA: Art-in-Architecture BIM: BIM Services CMa: Construction Manager as Agent CMc: Construction Manager as Constructor CxA: Commissioning Agent CC: Construction Contract D/B: Design/Builder FFE: Furniture Fixtures and Equipment O: Other PCCS: Post-Construction Contract Services SITE: Site Acquisition S: Studies

Figure 9

10. Leave the Notes field blank. This field will be used if a planned award date has passed without an award being made or if a planned contract amount differs from the awarded amount. Refer to the Missed Award Dates and Award Amounts section for steps on how to update a planned obligation with missed award date information.

NOTE: When entering planned obligations, create one for each planned discipline, such as GC, CM, CxA, AE, etc. even if there is a future possibility that one vendor might do multiple services. For example, if a team is planning to award CMa and CxA services to a single vendor in one


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contract, two planned obligations should be created, one for CMa and one for CxA, that represent each functional part of that potential future award. At the time of actual Contract award, both planned obligations will be linked to the actual Contract award. See the Linking a Planned Obligation to Actual Contract Award section for steps on how to link planned obligations.

If Planned Obligations are added after actual contract award, enter one planned obligation for each discipline even if one contractor is awarded multiple disciplines, such as CM and CxA, and link the multiple planned obligations to the single contract award.

Additionally, if services from the same or different categories are being awarded to the same vendor, but some will be post-award options, such as construction options for a Construction Contract, then multiple planned obligations should be created with the appropriate amounts and different planned dates. When the option is awarded as a modification, then the planned obligation should be linked to the appropriate modification.

11. Below the Contract Dates heading, enter the planned award date in the Award Date field. See Figure 10.

Figure 10

12. Below the Contract Parties heading, enter the appropriate region in the Procuring Office field by clicking the looking glass icon to open the company picklist. Search is available if needed.

13. In the Vendor Company field, enter PBS by clicking the looking glass icon to open the picklist. Search is available if needed.

14. Click “Schedule of Values” at the top of the window.


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15. Click the “Add” button in the tab below the “Display Columns” heading. A blank row will appear where the appropriate information is entered.

16. Enter “Planned Obligation” for the Description on both lines.

17. In the Scheduled Amount column enter the planned obligation amount.

18. Choose the appropriate funded Cost Account.

19. Choose the Building ID added during project properties set up if one exists.

20. When the planned obligation data has been entered, workflow the document to the correct state.

Planned obligations that have approved funding should be workflowed to the Planned Obligation state. Planned obligations where funding is not yet approved should be workflowed to the Draft state.

21. Click Save.


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Creating a Contract

1. Select “Contract Management” from the navigation bar and click on “Obligations”, then “Contracts.” See Figure 11.

Figure 11

2. Click on the arrow to the right of “New” and select “Contract” from the menu to open the Contract window.

3. In the “Main” tab of this page, enter a title for the contract using the naming convention “Contractor Type – Primary – Type of Services – Phase (if applicable” (e.g. GC – Primary – Construction –Phase 1). “Primary” is intended to identify the main contractor.

4. Enter the Contract Number.

5. Choose a Contract Classification. See Figure 12.

Figure 12

6. Enter a Description.


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7. Select a Cost Period that matches the time frame the contract was awarded. Please contact your Regional System Administrator (RSA) if this look-up is not populated.

8. Planned Obligation is used to identify the Planned Obligation Period, do not edit this field.

9. For prime construction contracts click to select “Include in EV Measure.”

10. Select a Contractor Type.

11. Select the desired EV Mode. Refer to the “PM Guide to Earned Value” or ask the RSA to assist in selecting the appropriate mode.

12. Enter the Pegasys Document Number (PDN) below the Additional Information heading.

13. Enter the Award, NTP/Start, and Finish dates below the Contract Dates heading. See Figure 13 for reference.

Figure 13

14. Enter the Procuring Office company (typically the Contracting Officer’s region) and Vendor company below the Contract Parties heading. These fields are required to approve the contract.

15. Change the Workflow State from Draft to Approve SOV.

16. Click “Save.”


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17. Click “Schedule of Values” at the top of the window to set up the contract line items with the associated cost accounts. Break out the SOV line items the same way they are listed on the contractor’s invoice (Construction Progress Report form 184A). Be sure the contractor has identified work related to environmental costs in the SOV. Do not add multiple cost allocation lines under a single SOV line. See Figure 14. Line items default to being linked to Line 1 of a funding document. For design/build contracts, enter the entire contract value to track for the measure, including design.

18. The SOV must be approved by the GSA team before invoices can be submitted against a contract. Once approved it can only be reopened for editing by a system administrator.

Note: Contractors have the ability to set up and view the Schedule of Values for their contract in ePM. Once the SOV has been reviewed by the GSA PM, then the GSA project team can associate the appropriate cost accounts for each line item before approving the document.

Do not create more than one Cost Account Allocation line (CLIN) under the main SOV Line Item.

Figure 14


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Linking a Planned Obligation to an Actual Contract Award

Once a contract is awarded, the Misc. Planned Obligation created in the Creating a Planned Obligation section of this document needs to be workflowed to a Cancelled state. This removes the planned obligation amount from the Anticipated Cost Report (ACR), releases the planned obligation amount from the related cost account entered on the SOV page, and maintains a record of this planned obligation for reporting purposes.

1. Select “Contract Management” from the navigation bar and click on “Obligations”, then “Contracts.” See Figure 15.

Figure 15

2. Select the planned obligation that you wish to cancel. The Contract window opens.

3. Click the Attachments tab at the top of the window to link the actual contract award.

4. Below the Attached Proliance Documents heading, click the “Add Line” button to open the Select Documents window. See Figure 16.


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Figure 16

5. Select Contract from the list. The window refreshes with a list of all contracts that are in the contract register. See Figure 17.

Figure 17

6. Click “Add” next to the contract award that you wish to link to the cancelled planned obligation. Click “OK.”

7. Click “Save.”

8. Reopen the planned obligation.

9. Click the Workflow button and choose Do Not Accept. Then click Execute to begin the workflow process.


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10. Click Return to Document to go back to the Contract window. Click the Workflow button and choose Cancel. Click Execute again. Click the Return to Document button.


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Missed Award Dates and Award Amounts

Obligations that have missed their planned award dates should have an explanation detailing why the date was missed. Additionally, obligations that have missed their planned award amounts should contain an explanation detailing why the awarded amount differs from the planned amount. This allows management to see why targets are not being met.

1. Select “Contract Management” from the navigation bar and click on “Obligations”, then “Contracts.”

2. Click the Planned Obligation with the missed award date or award amount. See Figure 18.

Figure 18


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3. The planned obligation window opens. On the “Main” tab of this page, expand the Additional Information heading to display the Notes field. See Figure 19.

Figure 19

4. In the Notes field, provide an explanation for the missed award date or amount. For each subsequent entry in the Notes field, do not erase the previous entry. Instead, append the entry with an updated explanation. See Figure 20.

Figure 20

5. Click Save.


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Creating Contract Modifications

1. Select “Contract Management” from the navigation bar and click on “Obligations”, then “Contract Modifications”. See Figure 21.

Figure 21

2. In the top menu select “New” to open the Contract Modification Setup window. Using the magnifying glass, search for and add the appropriate contract. See Figure 22.

Figure 22


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3. Enter the Title of the modification using the format Vendor - Contractor Type-Type of services - Phase (if applicable). For example, Forrester – GC – Increased Scope – Phase 1. Also enter the Contractor Requested Days and NTP/Start Date. Click Save. See Figure 23.

Figure 23

4. Click “Schedule of Values” at the top of the window.

5. Create the SOV line items. See Figure 24. Refer to the Creating a Contract section of this document for instructions. Break out any scope items on the modification that have been adjudicated as a separate line item. Once the complete earned value functionality is available, the individual line items from the modification will be submitted for adjudication via the workflow process in ePM. Indicate items billed against contingency by selecting Line 2 of the linked funding document at the cost account allocation level.

Figure 24

6. Workflow the modification to the Approved state.


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Required Milestones in PM Schedules

The Milestones included in FY14 and FY15 reporting are listed below. The corresponding ePM Activity Code/Milestone Type is listed next to each in parenthesis. To meet this requirement each Milestone must be created in the PM schedule and tagged with the correct Activity Code. Refer to the ePM Schedule Workbook for detailed instructions on the ePM schedule module.

Site Award Date (23 : Site Acquisition/ Closing Date) Design Award Date (19 : Design Award) CMa Award Date (24 : CMa Award Date) CXa Award Date (25 : CXa Award Date) AiA Award Date (26 : AiA Award Date) Prime Contract Award Date (09 : Prime Contract Award) Design Contract Complete (10 : Design Complete) Construction Substantial Completion (13 : Substantial Completion) Prime Contract Complete (20 : Construction Complete) Project Financial Close Out (27 : Project Closeout)

Additionally, project teams should update their projects in accordance with the ePM Minimum Requirements. The Minimum Requirements (See Figure 25) lists all of the mandatory fields and/or functions that need to be updated on a regular basis so that projects are reporting accurate information and that they are compliant with metrics and measures.

Figure 25


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References

1. ePM_Earned_Value_BCM_Guide_Feb_2012

a. Google Drive > Training Material > Training Guides > EVM Reference Guides

2. EV_Mgmt_Reference_Guide_-_2013-11-25_v1.0

a. Google Drive > Training Material > Training Guides > EVM Reference Guides

3. ePM Schedule Workbook – Aug2013

a. Google Drive > Training Material > Training Guides


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FAQs

1. Can I lump contract modifications together into a single mod? – No. The break out is necessary for invoicing and adjudicating.

2. Can I lump past invoices together? – No. An exception would be if the project is multiphase or has been in construction for many years and is close to reaching substantial completion.

3. Can I add to the document naming convention? – Yes, EXCEPT for the funding document name. Teams can add a meaningful identifier at the end of the naming conventions listed.

4. Does the name of existing documents have to be revised to match the naming conventions outlined in this document? – Yes.

5. Can a funding document be unapproved? – Yes, but only if the cost hand-off has not occurred. After cost hand-off it cannot be unapproved. Never hand-off budget or all.

6. Can the total contract value exceed the funding amount? - Yes. The system will allow it, but this will cause major complications with related BCM documents.

7. Can a contract be unapproved after the SOV has been approved? – Yes. A Regional System Administrator can unapprove a contract as well as edit the contract after it’s been approved.

8. If an additional cost arises on a contract that will be paid for using contingency money, can money be added to a SOV line item after the contract has been approved? – The correct way to handle this is to create a contract mod.

9. If the tenant agency is unknown, what should be entered in the Shell/TI field? – Use “shell” where the tenant is unknown.

10. What do I do if I don’t know what cost accounts I need or the funding amount for each of them? – Form 3285 will indicate the function code and associated dollar values.

Tips

1. Begin with the end in mind. Consider how contractors will invoice when creating cost accounts, contracts, and modifications.

2. If backloading project data, set up contract SOV line items the way scope items have been billed according to the Receiving report. For example, if windows are being paid for by BA 55 as well as BA80 funds, set up two SOV line items for windows with a different cost account associated with each.

3. Do not create cost accounts for “unallowed funding.”

4. R2, R5, and NCR will need an RSA to hand-off their funding documents because of the Allowance Routing Workflow implemented in those regions.

5. Do not create or edit line items in cost account documents in either the budget or cost view.


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6. If possible enlist the contractor to create the SOV line items and invoices. They should select the general cost account.


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