Select Field Orders / RFP's from the (Project Menu) to access the Field Order Log. All of the items are automatically logged and categorized by Draft, Issued, Acknowledged, Pending Comments (In Discussion), Pending Complete, Completed, Archived and Deleted.
How do I create a new Field Order?
1. Select the icon at the upper right of the window.
2. The Add Field Order page will be displayed with several fields for you to fill out.
3. Click the button at the bottom of the page once you have filled out the fields.
4. The Field Order will be displayed with a red DRAFT VERSION header and the information from the fields you completed. It is ready to for proofing and adding attachments; however, it is not formally issued until the button is clicked.
5. Optional: Select the + icon to the right of the Attachments header. An Add Attachment window will be displayed.
- Select the "Click to select files" button to display a dialogue window from which you can navigate from your local desktop to the desired files.
- Select the desired files and then select the Open button.
- The Add Attachment window will display a file upload status bar followed by a list of files successfully attached to the draft.
- Select the Close Window icon (X) in the upper right.
6. The Field Order is still in DRAFT mode, and now lists any attachments added.
7. Optional: Select the + icon to the right of the Email Recipients header. An Add Email Recipients window will be displayed.
- Select the Add Group or Add Contact check boxes next to the Group and/or team members that need to see the Field Order, followed by Save Information.
8. The Field Order is still in DRAFT mode, and now lists any new team members added to the e-mail recipients list.
9. Perform a final review of the Field Order and if anything needs revising you can click the button and make any necessary changes.
10. Once you are ready to distribute, click the button and MasterLibrary will automatically send an e-mail to everyone in the E-mail Recipients list and attach a PDF of the Field Order (and any attachments) to that e-mail.
How do I submit a Field Order / RFP to the Owner for Authorization before Issuing?
1. When creating a new Field Order you have the option to select a User in the "Owner Authorization" dropdown.
2. Doing this will give you a new button on Draft Field Order to which will send an e-mail to the Owner alerting them.
3. The Owner will then be able to or
which will insert a Comment with the date/time and their name as a signature.
4. At any point if the Owner is non-responsive or the item can't wait you can bypass the authorization and the Field Order as normal.
How do I generate a Change Order Request (COR) Authorization Form?
1. When creating a new Field Order you have the option to select "Change Order Request" from the dropdown for Label.
2. Doing this will automatically include Value and the Signatures section needed for the COR when the Field Order gets Issues and Completed.
3. If you don't want the Value visible to everyone in the PDF however the other option is to NOT select Change Order Request and instead once the Field Order is Completed any Contract Admin will be able to click the button which will generate a new PDF with the Value and Signatures.
How do I acknowledge a Field Order?
1. Click the desired item that has been issued to you from the Field Order Log page or the e-mail you received when it was Issued.
2. Review the information on the screen, including any attachments, and click the button.
How do I initiate discussion on a Field Order?
1. Once it has been Acknowledged the Recipient will have the option to allowing other people to weigh in with their comments.
2. You can then where you can select up to 3 additional project team members to enter comments of their own.
3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the item.
How do I add a comment to a Field Order?
1. Once it has entered a "Pending Comments" status, anyone who was selected as one of the comment users will now see which will allow them to enter their comment.
2. Clicking that button will then show a textbox for the user to enter their Comments.
3. All comments are immediately e-mailed out to the other comment users as well as the From and To on the item.
How do I close the discussion on a Field Order?
1. The Recipient will have the option to at any point during this comment phase which will block users from posting new comments.
2. The Recipient will also then have an option to which will open it back up for discussion again.
How do I Complete a Field Order?
1. Once a Field Order has been Acknowledged or is Pending Complete the Issued To (Action By) will have the option to
2. Once they have entered Completion Notes, they will see a new button that will send an e-mail out to the Issued By (Entered By) of the Field Order alerting them it is ready for completion.
3. Any User who is a Contract Admin will then be able to which will send an e-mail out to the E-mail Recipients alerting them.
Who can perform what actions at each status?
Note: The descriptive language on the Field Order page will change depending on selections for the following fields: RFP,Time and Material, Not to Exceed (NTE), Estimated Value.
Request for Proposal (RFP)
If you require a proposal from the contractor prior to them completing the work described in the Field Order, you will want to set the RFP to "Yes". If you select "Yes" for RFP the following language will be generated automatically when creating a Draft Field Order/RFP. The language will state " Submit an itemized quotation for changes in the Contract Sum and/or time required to implement the proposed modifications to the Contract Documents. This is not authorization to proceed with the work."
Time and Material (T&M)
If you would like the contractor to complete the work on a Time and Material basis, you can indicate that here. Either RFP or T&M can be set to "Yes", but not both. If you select "Yes" for "T&M" the following language will be generated automatically when creating a Draft Field Order/RFP. The language will state "Proceed with the described changes to the Contract Documents immediately on Time and Material basis. Submit Final costs and/or change in Contract Time for inclusion in a subsequent Change Order."
Not to Exceed (NTE)
If you would like a contractor to proceed on a Not To Exceed basis. A common use is to set Time and Material to "Yes" and Not To Exceed to "Yes".
The following language will be generated automatically when creating a Draft Field Order/RFP. In addition, the label will also include (NTE). The estimated value below will also be shown on the form to the contractor. The language will state "Proceed with the described changes to the Contract Documents immediately on Time and Material basis not to exceed (value). Submit final costs and/or changes in Contract Time for inclusion in a subsequent Change Order."
NOTE: Estimated Value is a consultant estimate in the project financial reports as a potential encumbrance of funds prior to a proposal being submitted.
Draft
- Issued By (Entered By) can
or
- Any Contract Admin in Same Client as Issued By (Entered By) can
or
Issued
- Issued By (Entered By) can
- Issued To (Action By) can
- Any Contract Admin can
or
- Any Project Admin can
Acknowledged
- Issued To (Action By) can
- Any Contract Admin can
or
- Any Company Admin in Same Company as Action By can
or
Pending Comments
- Comment Users can
- Issued By (Entered By) can
- Issued To (Action By) can
or
- Any Contract Admin can
or
Pending Complete
- Issued By (Entered By) can
- Issued To (Action By) can
or
- Any Contract Admin can
- Any Company Admin in Same Company as Action By can
or
Completed
- Issued To (Action By) can
- Any Contract Admin can
or
Archived
- Any Contract Admin can
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