When you discover a new land area, office block development, or potential motorway expansion, it's essential to record these as potential Projects.

These records can be updated as you gather more information, schedule meetings, or pitch your services for the work.

The Project Workbench displays all projects your company has access to, whether they are potential, current, or completed projects.

Field	Description
Co	The company number.
Project Number	The lead number, tender number, or contract number of the project. This field links to: Project Summary.
Phase	This is the phase of the project.
Name	The name of the project.
Location	The geographical location of the project.
Type	The type or status of the project (for example, "Lead", "Tender" or "Contract").
Contract Exists	Whether a contract exists in Contract Status for this project.

Adding a New Project

Central Repository > Projects

Project Information Workbench

On the Project Information Workbench, click Add ().
The Add Project screen is displayed.
Add Project

The coloured fields are mandatory and must be entered. The project header record will be displayed as you enter the information in the various tabs.
Enter the details of the project name in the relevant header fields.

Fields	Description
Type	The type of project; for example, lead, contract.
Project Number	The unique number allocated to the project, up to 8 characters.
Name	The name of the project that you wish this to be known as.

You could have a naming convention that would have the same number and a different letter as the project moves through the various stages before it gets to the contract level. Every company will have their own naming convention.

When all the details in the header record are entered you can start to enter more information into the various tabs.

3. Select the Main tab to enter more information.

PIW – Main Tab

The Main tab will record the main details of the project as it moves through the various stages.

PIW Main Tab

Fields	Description
Phases	Is the building work going to be monitored and have analysis in phases?
Location	Enter the code for the geographical area in which the company works. A Lookup is available for this field.
Description	A brief description about the project and any other information.
Address	The actual address of the project.
Postcode	The postcode. This is used for the searches and locations etc.
Site Telephone Number	The telephone number of the site. This could also be used as the Show room site office if the project is for home building.
Site Fax Number	The Fax number of the site.

When all the fields have been entered select the Performance Monitoring tab.

PIW – Procurement Strategy Tab

Procurement Strategy allows you to select which events to include on the procurement plan for each of the three areas (subcontract, material and plant).

This tab will only be displayed if the Parameter PI/PSINUSE is set to either ‘Y’ or ‘YA’.

PIW – Procurement Strategy Tab

The events shown are set up on the default procurement plan. You can untick events that are not required on this project (unless they are marked [M], in which case they are mandatory).

If Approval is required (PI/PSINUSE = ‘YA’) The Approve Procurement Strategy (or Send Procurement Strategy for Approval) option can be used to approve this strategy, which prevents any further changes to it.

Options Menu - Approve Procurement Strategy

The default procurement plan is configured using Procurement > Setup > Technical Information System > Lookup Tables > Default Procurement Plans.

Once you have selected your events, click the Performance Monitoring Tab.

PIW – Performance Monitoring Tab

The Performance Monitoring tab enables you to set the schedules for monitoring the performance of the suppliers and the subcontractors.

PIW – Performance Monitoring Tab

You can add review information for the supplier every month if required, to ensure they are performing correctly to the efficiency of the project.

For example, are they delivering within the set timeframe? Are their goods of excellent quality? The reviews are placed on the company information workbench, under the Score column.

Enter the details of the frequency and the review date in the relevant fields.

Click the Price Enquiries tab.

PIW – Price Enquiries Tab

The Price Enquiries tab enables you to define information on the tenders that you send out to the Suppliers for the cost of the materials.

PIW – Price Enquiries Tab

Field	Description
Acceptance Period
Subcontract	The length of time that quoted prices should remain unchanged (e.g. “3 months").
Materials	The length of time that quoted prices should remain unchanged (e.g. “3 months").
Plant	The length of time that quoted prices should remain unchanged (e.g. “3 months").
Alternative Contacts
Subcontract	The name of any alternative contact (other than yourself) on this project. You might use this if you are not always going to be in a position to respond quickly to price quotations.
Materials	The name of any alternative contact (other than yourself) on this project. You might use this if you are not always going to be in a position to respond quickly to price quotations.
Plant	The name of any alternative contact (other than yourself) on this project. You might use this if you are not always going to be in a position to respond quickly to price quotations.
Attachments
Subcontract	Use these fields to draw attention to the fact that certain documents are always attached to price enquiries.
Materials
Plant

Enter the details in the relevant fields and select the Staff tab.

PIW – Staff Tab

The Staff tab is used to record the details of which members of staff are working on the project.

PIW – Staff Tab

For each of the entries record the name of the person and a telephone contact number.

Once completed, click the Contract Details Tab.

PIW – Contract Details Tab

Contract Details shows information about the contract; these fields are mainly to hold historic information about the contract or information that can be printed on orders (especially on subcontract orders).

All details entered here will be pulled through to the contract itself. All the information should be as accurate as possible. Details of estimated start date, length of time and value will be entered in the relevant fields.

PIW – Contract Details Tab

Field	Description
Contract Value	The original project value.
Original Contract Programme	The original planned duration of the work, in weeks.
Gross Profit in Tender	The original anticipated gross profit for the work.
Original Completion Date	The original anticipated completion date for the work.
GP %	The gross profit percentage amount.
Client / Employer Name	An alternative name if you want to show something different form the name on the certificate series.
Form of Contract	The standard form of contract under which you have undertaken to do the work. The text box below the field allows you to enter any additional comments about the contract.
Retention % (Subcontract Works)	The retention percentage for the subcontract.
Retention % (Subcontract Material on Site)	Material on site percentage on the project
Retention % (Subcontract Material off Site)	Material off site percentage on the project
Pre-commencement (Order) Date	The pre-commencement order date.
Retention % (Measured Work)	The retention percentage of the measured work.
Estimated Start Date	The start date of the contract.
Retention % (Mats on Site)	The retention percentage for materials on site.
Estimated End Date	The end date of the contract.
Retention % (Fixed Price)	The retention percentage for the contract.
Estimated Final Account Date	The date when the final amount payable under the contract is agreed by the client or client's representative.
Retention Limit %	The percentage of the retention limit.
Retention Limit	The amount of the retention limit.
Lead Number	The lead number of the project.
Original Tender Number	The tender number of the project.
Sectional Completion Supplement included	Whether a sectional completion supplement is included with the contract.
Contractor's Design Supplement included	Whether a contractor's design supplement is included with the contract.
Form of Execution	Whether the contract is executed "under hand" or "as a deed". A deed is a more formal type of document than a contract "under hand".
Defects Liability Period	The period between the date of Practical Completion and the date on the Certificate of Making Good Defects.
Liquidated & Ascertained Damages	Fixed damages stated in the building contract which the contractor must pay the employer (or which the employer may deduct from payments to the contractor) if completion is delayed beyond the contractual date for completion, as adjusted by any extensions of time.
Insurance Cover Required	The amount of insurance cover required.
Adjudicator	The name of the adjudicator.
Disputes to be decided by	The name of the person appointed to decide disputes.
Arbitrator	The name of the arbitrator.
Other Matters	Any additional notes about the contract.

Enter all the details in relevant field and select the Order Forms tab.

PIW – Order Forms Tab

Order Forms allows you to specify alternative configurable documents to use when printing orders for this project. If you leave any of these fields blank, the corresponding default document will be used.

PIW – Order Forms Tab

Select the forms required using the Lookup ( Lookup Icon ) button. This also enables you to have different forms for any head office orders and site orders.

Once all the relevant information has been entered, amended or changed click Save ( Save Icon ).

The Project record will be added to the Project workbench and the Project Summary screen is displayed.