THE INTEGRATION OF CONTRACT MANAGEMENT SOFTWARE INTO BUILDING SCIENCE COURSES

INTRODUCTION

The tasks performed by construction project managers include scheduling, cost control, contract management, document processing, and record keeping. Until recently, application software was available only for scheduling and cost control. Though these activities are vital for successful project management, the greater percentage of a project manager's time is spent in document processing and record keeping. In the past few years a new genre of software has become available to perform these tasks. These new programs have the ability to maintain a data base of all entities involved in the project; track submittals, changes, materials' deliveries, correspondence, and payment requests; keep records of punch lists, daily reports, and project meetings; and generate correspondence, subcontracts, and purchase orders. These functions are incorporated into integrated software packages for microcomputers. This paper will detail the capabilities of three examples of the new genre, report the integration of the software into Building Science classes at Auburn, and discuss ideas for other educational applications.

Software Features

Following is a brief description of the basic capabilities, hardware requirements, installation procedures, documentation, project procedures, ease of use, and source information for the three document processing software programs. The program procedures section will describe project setup procedures to give an indication of the ease of use, list the reports available, and any unusual or outstanding feature. The review of Expedition was performed with the full program and documentation. The reviews of Communiqués and Contraction were performed with demonstration versions containing a portion of the programs and documentation.

Expedition: Expedition is a full featured software program for developing and tracking the paperwork associated with a typical construc­tion project. Expedition provides the user with logs for recording correspondence, submittals, approvals, changes, requests for informa­tion, material deliveries, meeting minutes, notes, and daily construction activity. The user can record financial data and bids, track procurement items, issue purchase orders and subcontracts, and prepare payment requests. And, standard or custom transmittals, dunning letters, punch lists, change order documents, requests, and reports can be produced automatically.

Hardware Requirements: Expedition requires a MS-DOS computer with a minimum of 512K RAM, a 360K floppy drive, a 10 megabyte hard disk, MS-DOS 2.0 or later, and a dot matrix, letter quality, or laser printer.

Installation: The software comes on 10 disks:

7 program disks, a system disk, a demonstration project disk, and an installation disk. The program is installed by inserting the installa­tion disk in drive A and giving the command "Install." The install program then configures the program for computer system, monitor, and printer through user supplied information, modifies the config.sys file, creates a sub directory on the hard disk, and loads the appro­priate files. The software contains an effective copy protection scheme in that the system diskette will allow the software to be installed only twice. There is, however, no provision for removing the software to allow for changing or upgrading computers. Installation takes approximately 15 minutes.

Documentation: Documentation is contained in two volumes, the User Guide, and the Reference Manual. The manuals are well written and well indexed. The "Guided Tour" found in the User

Guide is the most useful part of the documentation. This tutorial demonstrates the use of Expedition's features by way of a demonstration project.

Operating Procedures: The program is started by logging onto the Expedition subdirectory and typing "EXP". Through the opening menu the user may enter modules that add, delete, modify, or review project data. The "Add A New Project" module provides standard forms for entering basic project information and developing a project directory. The project information screen provides spaces to receive a project code number/name; the name, code number, and role of the user's company; the name of the company/division contracting to provide the construction services; the names, address, representatives, and telephone numbers of the owner, architect, and general contractor; the name of the project manager; the project title; the contract title; the architect's project number; the contractor's job number; the contract date; the notice to proceed date; the contract finish date; and the original contract sum. The user is then automatically transferred to the Vendor Directory module to enter the names, addresses, company codes, and functions of all entities involved in the project. The user then returns to the opening menu to perform other tasks as desired.

Each module is capable of producing single or multiple copies of reports, letters, subcon­tracts, purchase orders, pay requests, or other documents associated with module function. Included in the program are standard forms for subcontracts, purchase orders, and a wide variety of standard correspondence, as well as the standard AIA pay request forms. A separate REPORTS section provides 48 standard report formats including: Changes and Requests, Request for Information Log, Outstanding Proposals, Submittals/Transmittals, Purchase Orders, Deliver­ies, Subcontracts and Changes, Approved Change Orders, Pending Changes and Requests, Bids vs. Subcontracts, Vendor Directory, etc. In addition, custom report, transmittal, and corres­pondence forms can be designed for use with any program module. Print enhancements such as print size, type, and quality can be added in the SETUP module.

The ISSUE module is perhaps the most outstanding feature of Expedition. An "ISSUE" is a problem area that requires a number of activities to take place before it can be corrected. Through the "ISSUE" feature each activity associated with a problem can be identified, linked, and reported to provide the user with a list of and the ability to track the activities required for problem solution. The issues window may be entered from any module.

Ease of Use: The on screen menu system with the logical grouping and naming of module functions makes Expedition relatively easy to learn and use. In addition, consistent use of the Function keys across the modules also contributes to ease of use. F3 is used to display company code numbers, F8 inserts the current date, and F9 displays phone numbers. Most useful of all, Fl opens a context sensitive help window which, when left open, changes explanations as the user moves from one activity to another. The program is best learned by using the Guided Tour tutorial in the User Guide. The tour can be completed comfortably in about 8 hours.

Source: Expedition may be obtained from Primavera Systems, Inc., Two Bala Plaza, Bala Cynwyd, PA 19004, (215) 667-8600, for the cost of $1300 each.

Communique:  Communique is also a full featured software program for developing and tracking the paperwork associated with a typical construc­tion project. Communique provides the user with logs for recording correspondence, submittals; approvals, changes, requests for information, materials deliveries, and notes. The user can record financial data and bids, track pro­curement items, issue purchase orders and sub­contracts, and prepare payment requests. And standard or custom transmittals, dunning letters, punch lists, change order documents, requests, and reports can be produced automatically. In addition, Communique has a "tickler" feature that automatically notifies the user when critical orders or submittals are due.

Hardware Requirements: Communique requires a MS-DOS computer with a minimum of 512K RAM, a 360K floppy drive, a 10 megabyte hard disk, MS-DOS 2.0 or later, and a wide carriage printer.

Installation: The demonstration version of Communique comes on two disks. It is installed by inserting the program disk in drive A and giving the command "Install". The "Install" program automatically modifies the config.sys file, creates a subdirectory, and loads the appropriate files. The procedure takes less than 5 minutes. The full version consists of 3 disks and is installed in the same manner.

Documentation: The manual comes in one volume and is in essence a reference guide. Detailed information is given on program installation and setup. The remainder of the text gives descriptions of and brief operating instructions for the use of each program function. The manual is written in a concise, almost terse manner, requiring some previous knowledge of project management for comprehension. The manual also contains a very complete table of contents, an index, and a glossary of terms.

Operating Procedures: Communique is loaded by typing in the command "ML" at the subdirectory prompt. The main menu displays the choices Project, Directory, Logs, Setup, Utilities, and Quit across the top of the screen. As the cursor is moved to any of the choices a drop down menu is displayed giving the functions available in that module.

The procedure for setting up a project is to create the project data files, choose the new project to be loaded into the program, enter basic project information in the Project Log, enter subcontractor/supplier information in the Project Directory, and enter information about the user's company in Setup. The procedure sounds more difficult than it actually is. The pull down menus and descriptive module and function titles make the process quick and easy.

The project data files are "created" in the Project module. First, the data file drive and path are specified; then the file code name and full project name are entered. Next, the user uses the "Choose" function in the Project module to load the project.

The user then enters general project information in the Project Log in the Log module. Manually entered in the Project Log are the owner's name, contract number, contract amount, date of notice to proceed, completion date, bond requirements, date bond sent, project area, and insurance requirements. The Project Log also contains the total amount of approved change orders, approved time extensions, the adjusted contract amount, new completion date, total adjusted contract time, percent complete, time remaining, and cost per square foot. These items are automatically calculated from information obtained from other program modules.

Next, contact, address, insurance, and distribu­tion information on subcontractors, suppliers, consultants, the Architect, and the owner is entered in the Project Directory and also in the Log module. Finally, the data for the user's company is entered in the setup module.

Each module has the capability of generating its own reports. These reports include listings of memos, backcharges, change estimates, change orders, correspondence, decision tracking, document distribution, drawings, equipment, claims, punch list, requests for information, subcontracts, purchase orders, sub/suppliers change estimates, sub/suppliers changes, submit­tals, and time extensions. These reports can be printed using a standard format or customized to meet the user's needs. And, the Setup module allows the use of printing enhancements for type size and style.

Ease of Use: The very attractive screens, the use of pull down menus, and the logical organization of modules and attribute names makes Communique very easy to learn and use.

The program has limited on-line help capabilities and no tutorial. The lack of these two items, however, is only a minor handicap.

Source: Communique may be obtained through Diversified Information Services, Inc., 4370 Tujunga Ave. #130, Studio City, CA 91604 (805) 495-5523, for the cost of $979 each.

Contraction: Contraction is also a program for developing and tracking the paperwork asso­ciated with construction projects, but its features are more basic and utilitarian. Contraction  provides the user with logs for recording correspondence, submittals, approvals, materials, contract documents, changes, and requests for information. The user can record financial data, and track procurement items. And, standard letters of transmittal, dunning letters, change order documents, requests, and reports can be produced automatically. Like Communique, Contraction also has a "tickler" function to remind the user of items due to be ordered or submitted. It is the only program, however, that is capable of sending correspondence and reports by facsimile machine. Different versions are offered for Architects, General Contractors, and Subcontractors. The demonstration edition of the General Contractor version was used for this review.

Hardware Requirements: ContrACTION requires a MS-DOS computer with a minimum 512 K of RAM, a 360K floppy drive, a 10 megabyte hard disk, MS-DOS 2.0 or later, and a wide carriage printer.

Installation: The demonstration version comes on two diskettes, a program diskette and a data diskette containing the files of a demonstra­tion project. This version is very easily installed by inserting the program into drive A and giving the command "Install". The program automatically modifies the "config.sys" file, creates a subdirectory, and loads the appropriate files. The process takes less than 5 minutes. The full program comes on 3 disks. According to the documentation, the installation of the full program is identical to that of the demon­stration version.

Documentation: The manual supplied with the demonstration version of ContrACTION contains the chapters on general use, installation, and program utilities, as well as the glossary from the complete manual. Also included is an appendix containing samples of standard reports. Neither a table of contents nor an index is included, so the contents of the complete manual cannot be reported. The material in the demonstration version is generally clearly written and gives straight forward descriptions of methods and procedures. Though a brief explanation of the project management process is included, some prior knowledge is required to fully understand the use of the program.

Program Procedures: ContrACTION is composed of two separate programs, "Setterup" containing the setup and utilities operations and "Action" containing the document tracking operations. The programs can be entered directly or through a series of batch files. To start a project, the start-up utility is used to enter project name, address, number, and code initials along with the name of the project manager, a list of people receiving copies of all transmittals, the name of the reviewing office, and the length of time allowed for submission review. The program then creates the data files required by the "Action" program. The other utility operations performed in "Setterup" are data file backup, and maintenance activities including displaying, editing, printing, and deleting records; setting printer codes; selecting a maintenance activity password; setting monitor requirements; and exporting the project mailing list for use by other programs. When the project setup is complete, the user exits "Setterup" and enters "Action" to begin entering data.

Access to the "Action" program and project data files is controlled by requiring that the correct project number be entered in the opening menu. After the project choice has been confirmed, the main menu is displayed.

The menu options are: Shop Drawing Log, Contract Drawings, Procurement Schedule, Change Orders, Distribution Lists, Reports And Alerts, Mail List, Facsimile Cover Sheet, Memos, General Transmittals, Requests For Information, and Work With Another Project. To continue setting up a new project a mailing list and distribution lists for each type of document are created. Then the user may enter data in each module as necessary. The information required for tracking each type of document is entered by filling in the blanks in a standard form. There appears to be no way to modify the forms for specific needs. Each module contains the capability to add, edit, update, and delete records, to display records on screen for review, and to generate reports. The memo module has a very much abbreviated subset of the WordStar Control command structure which is displayed on screen. All memos, transmittals, and correspondence obtain addresses automatically from the mailing list.

The program generates a variety of reports including: Mail List Summary, Contract Status Reports, Contract Status Alerts, Project Contact List, Shop Drawing Logs, Shop Drawing and Samples Report including items for resubmittal, Letters of Transmittal, Shop Drawing Alert, Contract Drawing Summary Report, Contract Drawing Index, Procurement Schedule Summary, Critical Procure­ments, Procurement Schedule 30 Day Alert, Pro­posed Changed Order Estimates. Each report automatically includes the date and appropriate tile. No choice for print enhancements is offered.

Ease of Use: The program is completely menu driven. However, some keyboard entry errors cause the program to freeze. Otherwise, the program is intuitive and easy to use. Contr­ACTION's ease of use would make it a worthwhile addition to a project management course. It could not be used as a tutorial on project management procedures, but it could be used to practice the procedures after they had been explained in class.

Source: Upshot, Inc., Thirty-Three Mark Circle, Holden, MA 01520-1409, (617) 829-9045. Demon­stration Version costs $50, the first program costs $1,000, the next 9 cost $800; further copies cost $700. Upgrades released within a year of the original purchase cost $50, otherwise $350.

Class Implementation

Because of their variety of standard functions, these programs have the potential to be useful in a number of classes. Currently, this genre of software is being used in one course at Auburn and is planned for use in another.

In the Advanced Computers in Construction course, Expedition is used to give Building Science students an introduction to project management and to document tracking software. The students are first guided through the installation of the program and print the four initial help screens to serve as summaries of program features. Next, they take the "Guided Tour" described above. Then, the students perform a series of exercises which simulate actual project management tasks. Most students familiar with the operation of a microcomputer are able to complete the exercises in three one hour classes.

Prior construction experience causes students to respond to the software in two very different ways. Those having field experience are enthu­siastic about its capabilities. Those students lacking that experience are unfamiliar with the terminology, don't understand the significance of program features, and are bored by the week long project.

We had hoped to be able to report on the use of software in a new course on project management. The unexpected loss of a faculty member delayed the introduction of the course. We had planned to introduce Expedition following the same procedures as used in the advanced computer course: guide the students through installation, have them print the help screens, and take the "Guided Tour". Then, the students would perform a quarter long project of developing

and tracking the documents for a sample construc­tion project, both manually and on computer. Students would play the part of the general contractor checking and expediting documents from the A/E, subcontractors, suppliers, the owner, etc. The instructor would present a running narrative of the developing project, outlining specific problems and how they are handled.

Other opportunities for application exist. Individual program modules could be used for exercises to supplement lecture and text material in other courses. For example, in a course on construction law, the students could be assigned to use the software to prepare subcon­tracts, purchase orders, or dunning letters as supplements to the lectures covering these activities. Or, in the case of Auburn where the preparation of pay estimates is covered in a Construction Business course, assignments in this activity could be made as a supplement to lectures and manual exercises.

Summary

A new genre of software is available to help in the process of managing the flow of informa­tion for construction projects. The three programs currently available are Expedition, Communique, and ContrACTION. Program features range from the basic logging, reporting, and transmitting activities of ContrACTION to the generation of custom reports, contracts, and purchase orders by Expedition and Communique. All three are relatively easy to learn and use once the project management process is understood. The implementation of Expedition in a computers in construction class and plans for use in a new project management class were described. Ideas for using individual functions of the programs in other classes were presented.