Set Up Your Projects

Learn how to set up a GC project, connect to subcontractor projects, set and lock rates, and share an approved material/equipment list with subcontractors.

Table of Contents

 


Add a New Project

A GC project is connected to multiple subcontractor projects depending on how many trades are involved in the work on the project. This provides a complete picture of the costs for the project's overall subcontractors.

You can connect subcontractors to your project as they start work on the project so the first subcontractors on your job site can be submitting extra work before other subcontractors join. 

As soon as you have connected to a subcontractor project, you will have visibility of all work in progress for this project.

  • Navigate to Projects from the menu.

  • Click on New Project 

  • Enter the basic project details and click Save

  • This will create the new project and now you can edit it and fine-tune all the settings.

Edit your project details

  • Click on the project number on the list to drill down to the project details

  • There are multiple tabs on the Project Details which will be explained here

Information Tab

The project information tab contains the basic information related to the project.

  • Click on Information and "..." and select Edit to make changes.

  • The fields are defined as follows:
    • Project Number  - Your project number and will be shared with the subcontractors and be included on the communications between Sub and GC.
    • Project Name
    • Project Address 1
    • Project Address 2
    • Project City
    • Project State
    • Project Zip
    • Project Status - Active or Inactive. An Inactive project will result in all the work for the project no longer display on the dashboard.
    • Team Lead - You may have an executive or group manager that oversees a group of Project Managers, this is to allow you to mark who is the team lead on this project.
    • Project Contact - This is typically the project manager.
    • Owner Information - The Owner's contact information for this project. Name, Contact, Contact Email and Contact Phone.

  • Click on Save when your changes are complete for this tab.

Team Tab

Add your project team to the project and set permissions

  • Click on the Team tab and then "..." and select Add Team Member

  • Select, from your users, who will be part of this project team and click Save.

  • Once the project team has been added, you can assign permissions. Click on the Actions "..." and select Team Lead and/or Contact Person to designate who those roles will be assigned to.

If you select another user to be the Team Lead or Contact Person, the role will be removed from the previously assigned user.

  • The team lead and contact will show in the Project Role column once assigned.

Subcontractor Tab

The subcontractor tab lists all the subcontractors, their trade, and the project team members.

  • Click on the Subcontractor Tab to view the list

  • Click on "..." and select Add Subcontractor to invite one of your subcontractors to this project.

  • Select one or more subcontractors and click Request Connection.

This will send an invite to your subcontractor so they can accept and connect their project to yours and as soon as this is done, you will see all the extra work that is in process.

  • The status of your subcontractor project connection requests is shown in the list and you can resend the invite at any time by going to the Notifications (go to Notifications for more details).

Trade Rates Tab

The real control and oversight for the GC Portal are when you define and share the project rates with your subcontractors. This will lock in the rates for your subs and make it much easier to control the costs and accuracy of pricing coming from your subcontractors.

This tab is optional and can be returned to at any time should you decide to use this feature.

  • Click on the Trade Rates tab. This will show all the trades and rates defined on the project. 

There may be multiple trade rate groups defined and this is so you can share rates with one subcontractor and then share a different subset of rates with a different subcontractor and trade.

  • Click on the "..." and select Edit to make changes to existing rates.

  • Click on Add Class or Add Trade to add more lines of rates to the group. All the fields are editable and can be changed as needed.

  • Click on Save Trade Rates to save your changes.

  • To share and lock in rates to your subcontractors click on Notify Subcontractor.

  • Select the subcontractors who should receive these rates, enter a note if needed and click Save.

The subcontractors will receive an email notification that there have been new rates shared and they can review and accept these rates to lock them into their project.

Materials\Equip\Rentals

Another feature of the GC Portal is that you can share approved materials with your subcontractors and lock in the pricing for those as well. This gives an even greater level of control to ensure that the subcontractors only use your approved materials.

This tab is optional and can be returned to at any time should you decide to use this feature.

  • Click on the Materials\Equip\Rentals tab and click on the "..." and select Add Item

  • Click on Download Template to get the template format to import.

  • A CSV file will be downloaded that you can open in MS Excel that shows the required fields along with an example of a material line.
  • To edit the file, delete all the lines except line one with the headers.

  • The fields are as follows: (R = Required, O is optional)
    • Project Num (R) - This MUST be the same project number as the project you are editing.
    • Group 1 (R) - A high-level grouping of materials such as Drywall.
    • Group 2 (R) - A secondary level grouping of material such as Track.
    • Group 3 (R) - A third-level grouping of materials such as Slotted Track (if you do not have a third level, use the Item Description in this column as well as Item Description.)
    • Item Code (R) - A unique code for your item - this can simply be a number if you do not have reference numbers for your items, but be sure to make it unique and do not re-use it for a different item.
    • Pricing Unit (R)  - Valid values are (M/C/E/P). This indicates the pricing unit m = per 1000, c = per 100, e = each and p = . This is used when the pricing is calculated in our system.
    • Quantity Unit (R) - This is informational only (EA, SF, SF, SY).
    • Unit Type (R) - This is informational and shows on the material sections in the reports and tickets.
    • Factor (R) - This is used in the calculations and is typically used for when an item is priced each (like screws in a box, the price may be per item but comes in a box so the factor would be 100 if you were pricing per screw and factor =1 if pricing by the box).
    • Manufacturer (O) - Informational only.
    • Price (R) - If you do not have a price, enter 0.
    • Cost Code (O) - If you want to track your materials by cost code, enter this field.

If at any time you need help, we are happy to take your own list that you may have exported from your ERP and create a PeerAssist compatible material list for you to upload. Please contact support@peerassist.com and attach your list and we will take it from there.

  • Save the material list as a CSV.
  • Click on Choose File and browse to your saved material list, select the subcontractors to share it with, and click Save.

  • The subcontractors will receive an email notification that there have been approved materials shared with them.

Attachments

The attachments tab allows for attachments such as the Contract documentation, special procedures and other project-related documents to be attached and kept in one place.

  • Click on the Attachments tab and go to the "..." and select Add Attachment to add a new attachment.

  • Click on Choose File to select a file, add a description of the document and click Save.

  • Click on the attachment to open it to view it on another page.
  • An attachment can be deleted at any time by hovering on the attachment and clicking the garbage can.

Requirements

There are several GC requirement settings that can be selected to mandate certain requirements on the subcontractor.

These are optional but could prove helpful if you need an extra level of control over the work being submitted.

  • Click on the Requirements tab, go to the "..." and click Edit.

  • The requirements that are defined here can be checked and unchecked as needed.

  • The requirements are described as follows:
    • Use Designated Reference Numbers - This allows you to lock down what GC reference numbers the subcontractor selects when they are doing their extra work.  When you select this option, the Reference Numbers tab appears to allow you to add/import and manage your reference numbers.

This is especially helpful when grouping work under PCO number(s) for example and you wish to organize this.

Using a designated reference number allows you to set a close date on these to make sure that work is submitted by a certain deadline as well. Go to Reference Numbers to learn how to set them up and manage them.

    • Required images - If you require backup images of the work, you can set a requirement on how many images you require.
    • Authorization Required  - If you require all work is submitted for prior approval before beginning the work, switch on this setting to mandate the Authorization process. For more information on how these works go to Introduction to Authorizations for the GC.
    • PlanGrid Issue Link Required - If you use PlanGrid and require that ALL extra work be attached to a PlanGrid issue, then switch on this setting. For more information on the PlanGrid integration go to PlanGrid and PeerAssist for the GC.
    • Alerts and Reminders - These are emails that can be sent to remind the subcontractor within x number of days that they should take a certain action. The options are:
      • Ticket Created - Send a reminder in 3 days after the Ticket was created that it should be submitted within 7 days of creation.
      • Ticket Rework - Send a reminder in 2 days after a request for change order was sent back for rework that it should be submitted within 6 days of being sent back.

These requirements were added based on requests from other GC companies and so this is an area that we are changing and adjusting based on feedback. If you have any special requirements, submit a request to support@peerassist.com and we would be happy to review and add it to our development considerations.

Reference Numbers

Reference numbers are a way to manage all your PCO/Change Event numbers and maintain control on what the subcontractors submit by mandating they submit work that is associated with your reference numbers.

This tab is optional and can be returned to at any time should you decide to use this feature.

  • Click on the Reference Numbers tab to review your list.

  • The columns are described as follows:

    • Reference Number - The PCO/Change Event numbers you are tracking can be imported and then assigned to the subcontractor(s) so that they use them when performing extra work. 

    • Reference Description - A description of the work

    • Status - The default status is Open but you can optionally set a Close Date to make sure that all the work submitted by the subcontractor is submitted by a set date. When the Close date passes, the Status will be set to close.

    • Close Date - If there is a Close Date set it will send a notification to the subcontractor when it is set letting them know the date for submitting work under this reference number.

    • Subcontractors -  The reference numbers can be assigned to one or more subcontractors. Which means you can select who is involved in this particular piece of work.

Add a new reference number

  • To add a new reference number, click on the right "..." and select Add Reference 

  • Enter the Reference Number, Reference Description, select the Subcontractor(s) and click Save

Import a list of Reference Numbers (PCOs/Change Events)

  • If you are maintaining a list in another system, you can import them in one step. Click on click on the right "..." and select Download Template to get the template for the import.

    • A CSV file will be downloaded that you can open in MS Excel.
    • Add your reference numbers to this file.

  • The fields are as follows: (R = Required, O is optional)
    • Reference Number (R) - This should be unique.
    • Reference Description (R)
    • Status (R)   - If your PCO/Change Events are still in progress, then set this to Open. If your change events are going to close shortly, you can set a Close Date and the status should be set to Pending Close for this case. If you wish to import closed numbers because they may re-open and need to be tracked, set these to Closed.
    • Close Date (O)  - The Close Date is not required for Open numbers, but for Pending Close and Closed, please set a close date.

If at any time you need help, we are happy to take your own list that you may have exported from your ERP and create a PeerAssist compatible owner list for you to upload. Please contact support@peerassist.com and attach your list and we will take it from there.

  • Save the Reference Number import file as a CSV.
  • Click on the "..." and select Import Reference.

  • Click on Choose File to select the import file and click Upload CSV.

  • There will be a green message that pops up if your reference number list passes validation and it will be uploaded into the system.

If you receive a red validation issue, it is typically because there is a missing mandatory field in the file. If you need help please reach out to support@peerassist.com and send a copy of your spreadsheet. We will be happy to review and let you know what to do. 

Edit a reference Number

  • Click on the "..." for the reference number line you wish to edit and select Edit

  • Make a change to the number or description, add/remove subcontractors from the list.

  • When happy with your changes, click Save.

Closing a Reference Number

  • When a reference number is open, you have the option of setting a close date for this by clicking on Close.

  • Enter the Close Date, select Notify Subcontractor if you wish to email them that this reference number is closing soon, and click Save.

Re-open a reference number

  • Click on a reference number that has a status of Closed or Pending Close and select Re-Open.

  • A confirmation prompt will show. Select Yes and the status of the reference number will move back to Open and the Close Date will be cleared.

    If you need help or wish to schedule a review session for this functionality, please contact support@peerassist.com or sign up for one of our refresher training at PeerAssist Training.

      Email Settings

      There are a few emails that get sent from the subcontractor account for Authorizations and Tickets and you have the ability to control which emails you switch on for your project.

      It is perfectly fine to skip this tab and then adjust as you start to use the product and switch of the emails that are not required on a per-project basis.

      • Click on the Email Settings tab and the "..." and select Edit.

      • Make your selections and click Save

      Filter the Project List

      • Click on the Filter button to expand the filter options.

      • Select the filter choices to narrow your search. The filter options are: 
        • Project Number - A checkbox list to select one or more projects.
        • Project Name - A text field that part of a project name is entered and results will show
        • Project City - A text field that part of a project city is entered and results will show
        • Project State - A text field that a project state is entered and results will show
        • Subcontractor  - A checkbox list to select one or more subcontractors ( for example you could export a list of one specific subcontractor's projects )
        • Project Status - The default is set to Active but you can include and view inactive projects.
        • Team Lead - A checkbox list to select one or more of your team members to see the projects they are the team lead on.
        • Project Contact - A checkbox list to select one or more of your team members to see the projects they are the main contacts on.
        • PlanGrid - View PlanGrid connected projects or non-PlanGrid connected projects.

      • After making your selections, the list will automatically show the results. 

      You can expand and contract the filter choices to fine-tune your searches as needed.

      Import your projects

      To import a larger list of projects, the upload feature can be used. 

      • Click on the "..."  on the right-hand side and select Download Template.

      • A CSV file will be downloaded that you can open in MS Excel that shows the required fields along with an example of a project line.
      • To edit the file, delete all the lines except line one with the headers.

      • The fields are as follows: (R = Required, O is optional)
        • Number (R) - The project number (if you don't have one, consider using the first four letters or some abbreviation of their name up to 10 characters) This should be unique.
        • Name (R) - The project name.
        • Address 1 (O)  - The address line 1 for the project.
        • Address 2 (O)  - The address line 2 for the project.
        • City (O)
        • State (O)
        • Zip (O)
        • Project Contact Email Address (R) - This project contact email address should be a user in the system and also MUST be part of the project team list. If they are not a user in the system, then the field will left blank and once the user is added, it will show up for the project.
        • Project Team List (R) - This is a semi-colon list of all the project team email addresses. If they are not a user in the system, then they will not show up as part of the team until they have been added as a user.
        • Team Lead Email Address (O) - This is an optional field and is used only for analytic reporting purposes.
        • Trade template (O) - If you have a trade template defined with project rates that you wish to reference, enter the NAME of the template in this column. If it is left blank, the project will pull the default pricing configuration from the Company Setup. Go to Defining Templates for more information on setting up different rates and billing templates.
        • Customer (R) - This MUST be a valid customer number in the system.
        • Ticket Number - This defines the format of your ticket numbering and it can be overridden at the project level if needed. For example, 000001 will set the format of your ticket numbers to be 6 digits. PCO-0001 will set the format to be PCO-0001, PCO-0002, etc. for your tickets as they are created. If left blank, it will default to sequential numbers from 1 onward.

      If at any time you need help, we are happy to take your own list that you may have exported from your ERP and create a PeerAssist compatible project list for you to upload. Please contact support@peerassist.com and attach your list and we will take it from there.

      • Save the project import file as a CSV.
      • Click on Import

      • Browse to the project CSV file you just saved, select it, and click Upload CSV

      • There will be a green message that pops up if your project list passes validation and it will be uploaded into the system.

      If you receive a red validation issue, it is typically because there is a missing mandatory field in the file. If you need help please reach out to support@peerassist.com and send a copy of your spreadsheet. We will be happy to review and let you know what to do. 

      Export your projects

      You can filter your project list and Export the list that is being viewed.

      • Click on the "..." on the right of the form and select Export

      • Optionally filter your list to reduce the list that is exported.
      • The file will be downloaded as an MS Excel file.

      Your projects are set up! 

      Now you can start tracking all your Field Work Orders and tracking all of your extra work across all subcontractors.

      Get your project management team started, by sending them to Module 2.
      Start with Introduction to your GC Portal and go from there!