oracle textura cpm user setup guide...creating your username and password to create your username...

Copyright © 2016, Oracle and/or its affiliates. All rights reserved. | 0845 839 8872 | [email protected]

This guide will assist you with getting setup on the system by helping you to:

1. Learn about Oracle Textura CPM (see page 2)

2. Create your user profile (see page 4)

3. Understand user roles and permissions (see page 6)

4. Create your E-Sign PIN (see page 8)

5. Create your organisation profile (see page 9)

6. Accept the Terms & Conditions (see page 11)

7. Create additional users (see page 12)

8. Navigate through the system (see page 14)

Oracle Textura CPM User Setup Guide

2


Oracle Textura CPM User Setup Guide

Copyright © 2016, 2016, Oracle and/or its affiliates. All rights reserved. Oracle and Java are registered trademarks of Oracle and/or its affiliates. Other names may be trademarks of their respective owners.

This software and related documentation are provided under a license agreement containing restrictions on use and disclosure and are protected by intellectual property laws. Except as expressly permitted in your license agreement or allowed by law, you may not use, copy, reproduce, translate, broadcast, modify, license, transmit, distribute, exhibit, perform, publish or display any part, in any form, or by any means. Reverse engineering, disassembly, or decompilation of this software, unless required by law for interoperability, is prohibited.

The information contained herein is subject to change without notice and is not warranted to be error-free. If you find any errors, please report them to us in writing.

If this is software or related documentation that is delivered to the U.S. Government or anyone licensing it on behalf of the U.S. Government, the following notice is applicable:

U.S. GOVERNMENT END USERS: Oracle programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, delivered to U.S. Government end users are “commercial computer software" pursuant to the applicable Federal Acquisition Regulation and agency-specific supplemental regulations. As such, use, duplication, disclosure, modification, and adaptation of the programs, including any operating system, integrated software, any programs installed on the hardware, and/or documentation, shall be subject to license terms and license restrictions applicable to the programs. No other rights are granted to the U.S. Government.

This software or hardware is developed for general use in a variety of information management applications. It is not developed or intended for use in any inherently dangerous applications, including applications that may create a risk of personal injury. If you use this software or hardware in dangerous applications, then you shall be responsible to take all appropriate failsafe, backup, redundancy, and other measures to ensure its safe use. Oracle Corporation and its affiliates disclaim any liability for any damages caused by use of this software or hardware in dangerous applications.

This software or hardware and documentation may provide access to or information on content, products and services from third-parties. Oracle Corporation and its affiliates are not responsible for and expressly disclaim all warranties of any kind with respect to third-party content, products, and services. Oracle Corporation and its affiliates will not be responsible for any loss, costs, or damages incurred due to your access to or use of third-party content, products, or services.

Legal Notices

3


Introduction to Oracle Textura

The Oracle Textura CPM (Construction Payment Management) solution is a user-friendly construction payment solution that facilitates efficient and accurate processing of payment applications.

By implementing this system Clients, Main Contractors, Subcontractors and Material Suppliers can speed up the payment process and reduce project risk.

Oracle Textura’s CPM service:

Connects all project participants on to a uniform, web-based, real-time system.

Coordinates the Work Breakdown for your construction project.

Facilitates electronic submission and approval of payment applications.

Automates and streamlines payments, enabling electronic payment transfers via BACS transfers.

Releases documentation such as VAT Invoices electronically at the time of disbursement.

Permits electronic submission, tracking and storage of project and compliance documents.

Allows variation allocation and tracking to take place.

Oracle Textura Security

State of the art security ensures that customers view only their information, not the information of other users. Oracle Textura has invested in the following measures to ensure user security:

Specialist electronic signature software

Third party hosting using a leading cloud provider

Redundant servers

Disaster recovery

Encryption

In agreeing to the Terms and Conditions, which each organisation’s first users will have access to on the system, organisations using Oracle Textura are protected by contract law and agree to be bound by the security confidentiality and privacy clause of the contract.

If you have any queries regarding security, please contact the Oracle Textura support team on 0845 839 8872.

4


Initial User Setup

Overview

Initial User Setup is necessary for all users requiring access to the Oracle Textura CPM system. The Setup process followed is primarily determined by the order in which the user comes on to the system. First Users are by default Enterprise Administrators. Once set up, Enterprise Administrators are responsible for inviting new users from their organisation. When initial user setup is complete, all users log in and use Oracle Textura in essentially the same manner, with subtle differences according to user roles and permissions. Use this guide and other help documentation (ask our support team for more details) to better understand the distinctions between users and respond accordingly.

First Users on System

The first user on the Oracle Textura CPM system plays an important role on the system for their organisation. In addition to setting themselves up as a user, they will be prompted to set up their organisation. The set up process includes providing information that allows Oracle Textura to populate payment application documents when they are created and to initiate the BACS payment process. First users should have the organisation’s address, Tax ID number and banking information available to them when they begin. If you are the first user for your organisation, go to page 4 for First User setup instructions.

Administrators

By default, the first person from your organisation setup on the Oracle Textura CPM system is always an Enterprise Administrator. They are responsible for creating additional new users within their organisation. In addition to providing the new user’s name, email address and phone number, the Enterprise Administrator selects the new user’s role and assigns permissions. If you are an Enterprise Administrator, go to page 12 to view Enterprise Administrator only setup information.

Local Administrators can confirm project participation and create, edit and assign most permissions to all new users other than Enterprise Administrators. They cannot disburse funds, manage EPP, funding or interfaces.

New Users

All new users created by the Enterprise Administrator receive an email message inviting them to set up an account in Oracle Textura. They will be asked to create Login information such as a Username and Password, E-Sign PIN and to verify and/or provide, depending on how much the Enterprise Administrator has already added, their user profile information. If you are a new user, follow the instructions on page 4 which apply to all users setting up on the system.

Logging in and navigating the system

Once set up on the Oracle Textura CPM system, users can log in to the website and begin to acquaint themselves with various components of the system, including the Home Page, Project Home Page(s), and where applicable Draw Home Page(s). This section, starting on page 14, provides basic instructions for logging into Oracle Textura, using your Home Page to access project and draw information and navigating around our user help system.

5


First Users on System

Email Invitation

You will receive an E-mail invitation when Oracle Textura or your Main Contractor invites your company to join Oracle Textura. The email message is an automatically generated Oracle Textura System Message inviting you to use the Oracle Textura CPM system. The message displays two links. The only way to start using Oracle Textura is to click on the second link in this email.

1. Click the links in the email message.

Click the… To…

first link download the user setup instructions (this Oracle Textura User Setup manual), which explains how to setup your company on Oracle Textura CPM.

second link start setting up your company on the Oracle Textura CPM system.

Create Account email message:

Creating your Username and Password

To create your Username and Password,

1. From the Create Account email a user receives when you are invited to join Oracle Textura, click the link to initiate setting up the account.

6


The system displays the Create Username page, as shown below.

2. Type your unique Username.

Rules for Usernames are as follows:

Usernames cannot exceed 20 characters

Usernames must contain alpha and/or numeric characters

Usernames are NOT case sensitive

Valid symbols in usernames include underscore and hyphen

3. Type your Password. Refer to the “Rules for password in the Oracle Textura CPM system” on the screen:

Passwords must contain at least one letter and one number

Passwords must be at least six characters

Passwords containing popular names or other commonly used words may be declined

Passwords should not contain your name(s); your username; your city or organisation name

Passwords may not contain characters from languages other than English

Passwords are case sensitive

Five (5) consecutive failed login attempts will result in a ten-minute lock-out

Passwords expire at regular intervals

4. Re-type your Password. 5. Click Submit.

A Status screen confirms your actions and identifies your Next Steps.

6. Click the link to Edit Your User Profile.

7


If you need help creating your Username and Password or if you have any queries regarding this process, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

Edit Your User Profile

The system displays the Edit User page. You can access the Edit User page at any time from the Home Page by clicking the Edit User link under User Preferences in the left margin of the blue menu.

All fields with a red asterisk (*) are required.

1. Verify that the First and Last names, email address are correct and make corrections if required.

2. Select your User Role

User Roles and Permissions

Enterprise Administrators at the Main Contractor level are responsible for entering and maintaining address and bank information for their organisation, as well as for creating additional users in their organisations and maintaining their permissions. Enterprise Administrators can view messages; browse and create projects and browse and invite additional organisations to join Oracle Textura.

Enterprise Administrators at the Subcontractor level have the same responsibilities and access as the Main Contractor Enterprise Administrator, with the exception that they cannot create projects.

Local Administrators can confirm project participation and create, edit and assign most permissions to all new users other than Enterprise Administrators. They cannot disburse funds, manage EPP, funding or interfaces.

http://cpmwebhelpeu.wpengine.com/wp-content/uploads/2011/12/edituser.png

8


Regular users can perform all necessary actions within the Oracle Textura CPM system that correspond to their assigned permissions.

View Only users can be set up to manage compliance, sign on behalf of the company, disburse funds and notarise documents; they cannot be project managers or access classified attachments.

3. Type your Title. If the document requires it, your signing title will be displayed on the signed document.

4. Select one of the E-mail Notification for Project Messages. Oracle Textura recommends that you select the option ‘e-mail with each notification that occurs.’ Users may also choose not to receive e-mails from Oracle Textura.

5. Select the appropriate permissions in the User can field.

Manage Projects – This permission allows users to manage projects, assign user roles, enter and approve Work Breakdowns and Payment Applications, manage subcontracts and allocate variations. Every Organisation must have at least one Manage Projects eligible user selected.

Manage Compliance – Allows users to create compliance requirements, monitor contractor compliance and place or release holds. Every Organisation must have at least one Manage compliance eligible user selected.

Sign on behalf of the company – These are the only users authorised to sign documents. A user with this permission needs to create a PIN to sign documents. Each project must have a signer.

Payment Application Approver - Allows users to approve or reject subcontractor payment applications.

Authorise payments for disbursement - Users are required to authorise each subcontractor payment; there can be multiple authorisers. Clicking the "Require Disbursement Authorisation for Subcontractor Payments" tickbox on the Project Settings page results in a project requirement for at least one authoriser.

Disburse Project Funds – Gives users the authority to release funds for BACS payments. Each organisation must have a user with disburser privileges and assign the role to at least one user in each project.

Disburse Enterprise Wide Funds - Allows users to distribute funds to all subcontractors. Must be an Enterprise Administrator.

Manage Owner Funding - Allows users to manage owner funding. Must be an Enterprise Administrator.

Manage Classified Attachments – Allows users to designate uploaded attachments as "classified," which are then inaccessible to unauthorised users within the organisation. They can upload, view and render attachments as classified or unclassified. It is not a project user role or a required permission.

Manage EPP - Allows users to manage EPP funding. Must be an Enterprise Administrator.

Create Projects - Allows users to create projects. Must be an Enterprise Administrator.

Manage Interfaces - Allows user to manage the interfaces the system interacts with.

View All Organisation Projects - Allows user to view all of the organisations projects.

Notarise Documents - Notaries are used where projects require notarisation of certain legal documents. The signer and the notary cannot be the same user when signing. Any

9


notary on the system can notarise a signature; they need not belong to the same organisation or be assigned to a project. Notaries on the Oracle Textura CPM system are required to create a PIN. When clicking to notarise documents, you will need to fill in the notary information section in order to continue.

6. Click Save Profile. 7. A Status screen confirms your actions and identifies your Next Steps.

If you are neither a signer nor notary, you may skip the E-Sign PIN section. Scroll ahead to the ‘Edit Your Organisation Profile’ section on page 9.

3. Click the E-Sign link.

If you need help editing your User Profile or if you have questions, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

Create Your E-Sign PIN

1. Enter and re-enter your PIN Number, which is needed to sign documents.

Use 4-6 numeric digits (PIN example: 12524)

Make sure the PIN number is something you will be able to remember and write this number down if necessary. Keep this in a safe location.

If you need help creating your PIN or if you have forgotten your PIN, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

You will need this PIN to sign all documents in Oracle Textura. 2. Click submit.

A Status screen confirms your actions and prompts you to Edit Your Organisation Profile. Click the link.

http://cpmwebhelpeu.wpengine.com/wp-content/uploads/2013/10/esignpin.png

10


Edit Your Organisation Profile

1. Click the link shown above or alternatively the one displayed below from your Home Page to edit your organisation profile. It may also be called ‘Edit Primary Organisation’.

11


It will then bring up the following page:

2. Enter all necessary information. All fields marked with a red asterisk (*) are required.

Verify that your company’s name, address and contact information are correct.

Identify the Organisation Type. Select from: Individual, Corporation, Partnership or Other.

If available, select the appropriate Organisation Role for your company (do not select the “Off-System” roles).

Enter Bank account information. These are required for the deposit of funds (payments) into your account. To avoid delayed payments, please verify the accuracy of this information before submitting.

12


Enterprise Administrators control password expiration periods for each organisation. To set the frequency of password expiration for all users, in the Days before passwords expire. field, select the desired frequency of password expiration for users in your organisation: 30, 60, 90, 180, or 365.

3. Click Update Organisation.

Terms and Conditions

The system then displays the Oracle Textura Terms and Conditions when you are either the first user from your organisation on Oracle Textura, or the first user on the system has deferred the agreement to you.

1. Review the Terms and Conditions, as displayed below.

2. Choose accordingly from:

I Agree – which confirms your contractual agreement with Oracle Textura.

3. Click on the Print Terms and Conditions link to print a copy of this agreement if required. The Terms and Conditions can also be accessed from the Home Page as below:

13


If you need help editing your Organisation Profile or if you have questions about the Terms and Conditions, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

Enterprise Administrators Only

Create New User

Only an Enterprise Administrator can create a new user. The first user on the system is always an Enterprise Administrator. The designation can be changed after at least one other user has been created to assume this responsibility.

Access this screen at any time by selecting Create User from the blue menu in the left margin on your Home Page under User Management.

14


The system displays the Create User page, as displayed below.

1. Enter the new user’s required information. All fields with a red asterisk (*) are required.

First and Last Name, Title (User will create their Username)

Contact Information (Email, Phone)

2. Click Create Profile

A Status screen, as displayed below, confirms your actions.

The new user will be sent an invitation to use the Oracle Textura CPM system.

If you need help creating new users or if you have questions, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

15


All Users

Login to your Oracle Textura account

Your account is available online via the link below.

1. Open your Internet browser.

2. In the address bar, click this link or type https://cpm.Oracle Textura-europe.com/system/Main.psp

If a new window does not open, you may have pop-up blocking software installed. Holding down Ctrl on your keyboard when clicking on to the link will override many pop-up blockers. You may wish to save this page to your favourites or bookmarks for future reference. 3. Type your Oracle Textura Username and Password (created in a previous section of this document) and click Login. Once you have logged in, the system then displays the Oracle Textura home page.

If you need help logging in or if you have questions, please contact the Oracle Textura Customer Support Team on 0845 839 8872.

Navigating the Oracle Textura CPM System

The Home Page

A user’s home page may look the below image until the Project Manager assigns the user a role in a project.

https://cpm.textura-europe.com/system/Main.psp

https://cpm.textura-europe.com/system/Main.psp

16


The menu in the left margin on the Home Page facilitates much of the navigation in Oracle Textura. These menu options in the left margin are dependent upon the individual user’s roles and permissions. The user below has been assigned a role in the projects listed under My Projects. He is not assigned to the projects listed under Other Projects; however, his role as Enterprise Administrator allows him to Manage Users for those projects.

The Oracle Textura Info box on the right contains links to the Oracle Textura Help section, which contains various step by step guides, along with tutorials FAQs, and other information new users may find helpful.

17


If you need assistance or have any further queries please call our Customer Support Team on 0845 839 8872.

The Project Home Page

To view your Project Home Page:

1. Click the project name link under My Projects on the Home Page.

The system displays the Project Home Page.

Three elements exist on the Project Home Page to assist the user in navigating within the project:

a. Drop-down menus in the blue bar beneath the centre page heading to guide users to project management tasks.

b. Links under the various headings on the Project Home Page to help the user locate information:

Project Actions-immediate actions required

Open Draws-shows details of current period information

Pending Payments-shows details of current periods pending payment

Completed Draws-shows details of periods completed and paid

Project Summary-shows a snapshot of all the important financial details

Contract Change Order-shows details of any change orders added c. Home and Log Out buttons at the top right corner of the page return the user to the Home Page or the Login screen.

d. Click the project name link below the heading at any time to return to the Project Home Page. You can also click the contract name to go to the Contract Page.

Clicking on the Log Out button exits the user from the system – you will have to re-enter your Username and Password to regain access to the system.

The Draw Home Page

Draws are listed under Pending or Completed Draws on the Project Home Page.

1. Click on the desired Draw number to view the corresponding Draw Home Page.

A B

C D

18


The system then displays the Draw Home Page.

Links under the various headings on the Draw Home Page help the user locate information:

Draw Actions-immediate actions required such as entering an application

Manage Draw-typical draw actions such as approving and rejecting applications

Payment/VAT Invoices-reviewing and tracking of VAT Invoices

Draw Summary-a summary of financial figures relating to this period

Your Draw Documents-documents such as payment applications available for printing Click on any link to view draw specific information.

Click on the Project name under the Draw Home Page heading to return to the Project Home Page.

Click the Home or Log Out buttons at the top right corner of the page to return to the Home Page or the Login screen. (Log Out exits the user from the system). If you need assistance or have any queries regarding navigating the Oracle Textura CPM system, please call our Customer Support Team on 0845 839 8872.

E-mail or system message links resulting in error message

E-mails sent by Oracle Textura to your email inbox are linked to a duplicate message that appears on the View System Messages or View Project Messages page. When you take action on either message, the duplicate message becomes obsolete. Clicking on a link to act on the same message a

19


second time, regardless of whether it is in your email or in the system, results in an error message. This includes the initial account or user setup invitation to Oracle Textura.

Example of access denied messages in Oracle Textura:

The Access Denied message indicates that you (or someone acting in your role on the project) have already performed this action. Archiving older messages that have been acted upon helps minimise the occurrence of these errors.

If you receive an “Access Denied,” error message, follow these steps:

1. Click the Home button in the upper right corner of the page.

The system displays your user Home Page.

2. Click the project link under My Projects to open the Project Home Page and view your current actions. 3. Click on any current action to perform the task.

Next Steps

Now that you are set up to use Oracle Textura, you may be asked to perform the following additional tasks before initiating or participating in the draw process:

Main Contractor Subcontractor

Set up project(s) Accept contract

Enter budget (Work Breakdown) Enter budget (Work Breakdown)

Assign contracts Allocate Change Orders, if applicable

Add compliance documents Submit Compliance Documents

20


Initiate the draw Enter Payment Application

Approve subcontractor Payment Applications