resident management system quality control system introduction

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Resident Management Resident Management SystemSystem

– – Quality Control SystemQuality Control System

IntroductionIntroductionVersion 2.38Version 2.38

May 2010

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QCS TrainingQCS Training

TODAY’S FACILITATOR

Fred Freeman,RMS Center -

RMS Training DirectorApple Valley, CA

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QCS TrainingQCS Training

TODAY’S ATTENDEES

Self Introductions

NameWhere you workWhat you are PAID to do (not WHAT you do!)QCS Experience

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RMS & QCS ProgramsRMS & QCS Programs

Resident Management SystemResident Management System (RMS)(RMS)

Program Program used by Governmentused by Government QA QA Personnel to support Construction Personnel to support Construction Quality Management and Quality Management and Administration.Administration.

Quality Control SystemQuality Control System (QCS)(QCS)

The quality control module of the main The quality control module of the main RMS program. It is the program to beRMS program. It is the program to be used by Contractorsused by Contractors to interface with to interface with the RMS program for both contract the RMS program for both contract administration and quality control administration and quality control requirements. requirements.

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QCS Incorporated AreasQCS Incorporated Areas

1.1. Contract AdministrationContract Administration (RFI’s, (RFI’s, Correspondence, Contractor / Correspondence, Contractor / Subcontractor Key Personnel, Payrolls, Subcontractor Key Personnel, Payrolls, Insurances).Insurances).

2.2. FinancesFinances (Pay Request). (Pay Request).

3.3. SubmittalsSubmittals (Submittal (Submittal Register/Transmittal Log).Register/Transmittal Log).

4.4. ScheduleSchedule (Manually entered or (Manually entered or Imported via SDEF). NAS Schedules Imported via SDEF). NAS Schedules can’t be updated in RMS.can’t be updated in RMS.

5.5. Quality ControlQuality Control ((QC Reports, QC Reports, Prep/Initial Phase Inspection Reports, Prep/Initial Phase Inspection Reports, Hazard Analysis, Deficiency Tracking- Hazard Analysis, Deficiency Tracking- QA/QC Punch List Items, Features of QA/QC Punch List Items, Features of Work, 3 Phase Inspections, Hazard Work, 3 Phase Inspections, Hazard Analysis, Warranty Items).Analysis, Warranty Items).

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Activity

SubmittalsQC/QA Tests Installed PropertyTransfer PropertyUser SchoolingQA/QC Punchlist Items

Contractor/SubcontractorInsuranc

es

WHO WHAT

WHEN

Start DateFinish Date

WHERE

Contract Phase

Construction Area

SF1413Payrolls

Activity Is Primary LinkActivity Is Primary Link

These These items items have have value value assigned, assigned, payment payment can be can be withheld.withheld.

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Activity

SubmittalsQC/QA Tests Installed PropertyTransfer PropertyUser SchoolingQA/QC Punchlist

Contractor/SubcontractorInsuranc

es

WHO WHAT

WHEN

Start DateFinish Date

WHERE

Contract Phase

Construction Area

HOW

3 Phase Checks

Rep DeficienciesTech

Notes

SF1413Payrolls

PlansSpecsSafety Issues

Government ProvidesGovernment Provides Key Information Key Information

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Planning, Scheduling Planning, Scheduling and Controland Control

Documents for planning, scheduling and Documents for planning, scheduling and control: control:

1.Section 01312A – Quality Control System1.Section 01312A – Quality Control System(A Module of RMS) (A Module of RMS) (* 01 45 02.00 10)(* 01 45 02.00 10)

2.Section 01310A – Project Schedule 2.Section 01310A – Project Schedule (* 01 32 01.00 10) (* D-B 01 32 17.00 20)(* 01 32 01.00 10) (* D-B 01 32 17.00 20)

3.Section 01451A – Contractor Quality 3.Section 01451A – Contractor Quality ControlControl

(* 01 45 04.00 10)(* 01 45 04.00 10)

(* = MasterFormat 2004 references)(* = MasterFormat 2004 references)

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QCS Contractor LibraryQCS Contractor Library

ContractorContractor Library Library

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QCS Contractor LibraryQCS Contractor Library

From the Contractor Library From the Contractor Library you will be able to review you you will be able to review you QCS Site Description and enter QCS Site Description and enter the minimal data required to be the minimal data required to be able to exchange information able to exchange information with the Government RMS with the Government RMS program.program.

You will also enter your Staff You will also enter your Staff that will play a part in the that will play a part in the Contract.Contract.

This is also where you will setup This is also where you will setup your “3 Phase Inspection” your “3 Phase Inspection” information and create your information and create your Activity Hazard Analysis.Activity Hazard Analysis.

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QCS Government QCS Government LibraryLibrary

From the Government From the Government Library you will be able to Library you will be able to view (Read Only) certain view (Read Only) certain data elements used data elements used elsewhere within the QCS elsewhere within the QCS program. program.

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QCS Administration QCS Administration MenuMenu

Optional (Must Optional (Must be turned on in be turned on in RMS)RMS)

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QCS Quality Control QCS Quality Control MenuMenu

Quality Control Menu ItemsQuality Control Menu Items

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QCS Submittals MenuQCS Submittals Menu

Submittal Related ItemsSubmittal Related Items

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Data Submittal Data Submittal RequirementsRequirements

Data to be Submitted via QCS Export Data to be Submitted via QCS Export FilesFiles

1.1. Requests for Information (RFI’S)Requests for Information (RFI’S)

2.2. Payment RequestsPayment Requests

3.3. Quality Control Data (QC Reports, Quality Control Data (QC Reports, Hazard Analysis, 3 - Phase Inspection Hazard Analysis, 3 - Phase Inspection Reports, QC Punch List Items, Reports, QC Punch List Items, Exposure Hours, Warranty Items)Exposure Hours, Warranty Items)

4.4. Submittal Registers/Transmittal LogSubmittal Registers/Transmittal Log

5.5. Activity Schedule Activity Schedule Note: All data should be transmitted between Note: All data should be transmitted between the Contractor and the Government via the the Contractor and the Government via the RMS SFTP Repository.RMS SFTP Repository.

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Import/Export of DataImport/Export of Data

This Menu is used to Import / This Menu is used to Import / Export data from / to the Export data from / to the Government and to / from any Government and to / from any Remote QCS sites you may be Remote QCS sites you may be using. (Remote QCS sites can using. (Remote QCS sites can only exchange data with the only exchange data with the Master QCS site.)Master QCS site.)

Exported data should be sent Exported data should be sent via the SFTP repository.via the SFTP repository.

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Key Items to AddressKey Items to Address

Pay Activities: Pay Activities:

1.1. Sum of all pay activities must equal the Sum of all pay activities must equal the contract amount. contract amount.

2.2. Ensure that each pay activity is Ensure that each pay activity is assigned to only one Contract Line assigned to only one Contract Line Item (CLIN) in your scheduling Item (CLIN) in your scheduling software. Numbering scheme of CLINs software. Numbering scheme of CLINs in your scheduling software in your scheduling software (Primavera) must match those (Primavera) must match those imported to QCS from RMS (i.e., imported to QCS from RMS (i.e., include leading zero’s, such as 0001).include leading zero’s, such as 0001).

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Key Items to Address Key Items to Address (II)(II)

Pay Activities (Cont’):Pay Activities (Cont’):

3.3. See the QCS Manual for important See the QCS Manual for important information on the Standard Data information on the Standard Data Exchange File (SDEF). The SDEF Exchange File (SDEF). The SDEF exported from your scheduling exported from your scheduling program (I.e., Primavera) allows for program (I.e., Primavera) allows for the activity schedule to be imported the activity schedule to be imported to the QCS Program. to the QCS Program.

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Key Items to Address Key Items to Address (III)(III)


4. Change the Activity Codes to the 4. Change the Activity Codes to the required COE format (SDEF). The required COE format (SDEF). The required format (ten fields) is required format (ten fields) is shown in the QCS User Manual.shown in the QCS User Manual. The Activity Codes format for your The Activity Codes format for your project must be changed prior to project must be changed prior to adding any activities.adding any activities. The Activity The Activity Codes in Primavera should be able Codes in Primavera should be able to be changed from the ‘Data’ to be changed from the ‘Data’ Menu, by selecting ‘Activity Codes’ Menu, by selecting ‘Activity Codes’ submenu. Just change and add submenu. Just change and add activity codes to match the COE activity codes to match the COE required ten fields. required ten fields.

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Key Items to Address Key Items to Address (IV):(IV):

4.4.The only “Windows-Based” The only “Windows-Based” commercial scheduling commercial scheduling software program that can software program that can interface directly with QCS is interface directly with QCS is Primavera Project Planner Primavera Project Planner (P3, P3e, P6, etc.) (P3, P3e, P6, etc.)

AlderGrafAlderGrafDLWcpmDLWcpmOpenPlanOpenPlanPMS-80PMS-80

PPMSPPMS

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Key Items to Address Key Items to Address (IV)(IV)Pay Activities (Cont’):Pay Activities (Cont’):

This should be newThis should be new Activity Codes StructureActivity Codes Structure used on your used on your project after modifying your Activity Codes in Primavera P3.project after modifying your Activity Codes in Primavera P3.

Act Codes

Name Size

SDEF Code Field

1 WRKP 3 Workers per Day

2 RESP 4 Responsibility Code

3 AREA 4 Work Area Code

4 MOD 6 Mod/Claim Code

5 BID 6 Bit Item Code

6 PHAS 2 Phase of Work Code

7 CATW 1 Category of Work Code

8 FOW1 10 Feature of work (1 of 3)



Required Activity Required Activity CodesCodes

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Key Items to Address Key Items to Address (V)(V)


5.5. Each pay activity must be assigned to aEach pay activity must be assigned to a Definable Feature of WorkDefinable Feature of Work (DFW). (DFW). DFW’s can be assigned to pay activities DFW’s can be assigned to pay activities in the QCS Program or in the in the QCS Program or in the Scheduling Software Program. If you Scheduling Software Program. If you are importing pay activities from the are importing pay activities from the scheduling software program, but have scheduling software program, but have not entered DFW’s, be sure to uncheck not entered DFW’s, be sure to uncheck the ‘Features of Work’ import option the ‘Features of Work’ import option under the NAS(SDEF) menu option, under the NAS(SDEF) menu option, otherwise all DFW’s assigned in the otherwise all DFW’s assigned in the QCS Program will be erased when QCS Program will be erased when Importing from the Scheduling Importing from the Scheduling Software using the SDEF. Software using the SDEF. (SEE NEXT (SEE NEXT SLIDE)SLIDE)

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Key Items to Address Key Items to Address (V)(V)

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Key Items to Address Key Items to Address (VI)(VI)Contractor and Subcontractor Contractor and Subcontractor

Responsibility CodesResponsibility Codes: :

1.1. Ensure that each pay activity is assigned to Ensure that each pay activity is assigned to the responsible party (Contractor or the responsible party (Contractor or subcontractor) performing the work. subcontractor) performing the work.

2.2. Ensure that the contractor and Ensure that the contractor and subcontractor responsibility codes in your subcontractor responsibility codes in your scheduling software package match those scheduling software package match those used in QCS (The Prime Contractor used in QCS (The Prime Contractor responsibility code must be ‘PRIM’). responsibility code must be ‘PRIM’).

Database Backups:Database Backups:

1. Always backup your QCS database whenever 1. Always backup your QCS database whenever extensive information is entered (i.e., after extensive information is entered (i.e., after entering pay activities). You should backup entering pay activities). You should backup your database at least weekly.your database at least weekly.

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QC RequirementsQC Requirements

The following QC requirements are The following QC requirements are tracked by RMS-QCS:tracked by RMS-QCS:

A. AllA. All QC TestsQC Tests required by the required by the Contract Specifications.Contract Specifications.

B. RequiredB. Required User TrainingUser Training (Schooling).(Schooling).

C.C. Installed Property Installed Property List (i.e., List (i.e., mechanical and electrical mechanical and electrical equipment installed, etc).equipment installed, etc).

D.D. Transfer PropertyTransfer Property List (i.e., spare List (i.e., spare parts given to government, keys, parts given to government, keys, etc).etc).

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Warranty ItemsWarranty ItemsThe Government initiates all Warranty Item The Government initiates all Warranty Item

actions from the RMS system as a result of actions from the RMS system as a result of periodic inspections of the completed facility periodic inspections of the completed facility during the Warranty period of the contract. during the Warranty period of the contract. This information will be exported to QCS for This information will be exported to QCS for follow-up actions by the Contractor.follow-up actions by the Contractor.

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Submittal ManagementSubmittal Management

Submittal Register (Eng Form 4288) Submittal Register (Eng Form 4288) will be entered and maintained in will be entered and maintained in QCS. (SpecsInTact file can be QCS. (SpecsInTact file can be imported via RMS – An Excel imported via RMS – An Excel template is available that can be template is available that can be imported into QCS.)imported into QCS.)

QCS will be used to transmit all QCS will be used to transmit all submittals via the Transmittal Log submittals via the Transmittal Log (Eng Form 4025).(Eng Form 4025).

Transmittal Log numbers will be Transmittal Log numbers will be numeric only.numeric only.

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Printing of Hard CopiesPrinting of Hard Copies

Hard Copies will still be required Hard Copies will still be required to be submitted on all items to be submitted on all items requiring signature, such as:requiring signature, such as:

1.1. Daily QC ReportsDaily QC Reports

2.2. Prep/Initial Inspection ReportsPrep/Initial Inspection Reports

3.3. Prompt Payment Certification Prompt Payment Certification and Supporting Data for and Supporting Data for Contractor Payment InvoiceContractor Payment Invoice

4.4. Transmittal Log (Eng Form Transmittal Log (Eng Form 4025)4025)

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RMS-QCS WebsiteRMS-QCS Website

1.1. Address (URL) - Address (URL) - http://www.rmssupport.com/qcshttp://www.rmssupport.com/qcs

2.2. Both the Program Both the Program (QCSetup***.exe) and QCS User’s (QCSetup***.exe) and QCS User’s ManualManual are available at this are available at this website, under the website, under the Contractor’sContractor’s web page.web page.

3.3. There are NO User ID or There are NO User ID or Passwords required for Passwords required for downloads.downloads.

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Contractor - QCS WebsiteContractor - QCS Website

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RMS - QCSRMS - QCS

Questions? Questions?