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RMS3CMTrainingSlides Feb 2019
RMS3CMTrainingSlides Feb 2019
0 Contractor
Mode (RMS 3.0 CM)
RMS 3.0 CM
Table of Contents
▪ Chapter 1: RMS 3.0 CM Overview ▪ Chapter 7: QC Tab
▪ Advantages of Using RMS 3.0 CM ▪ Transition Plans for Migrating Contracts to RMS 3.0
Overview
What’s New - Contract Reports
▪ Gov can sign generated reports inside RMS 3.0 (i.e., RFI, QA Daily Report, ENG 93, BCD,
AHA and ENG 4025). Contractors can sign PDF, or Word Documents, on CM side. Contractors
can sign RFI’s, QC Daily Reports and AHA’s inside CM Documents Package folder.
▪ Document Signature Position can be added to other generated documents in District Library.
Overview
Transition - What’s New?
▪ QCS naming convention will no longer be used.
▪ The new names for RMS 3.0 will be RMS 3.0 GM for Government mode and RMS 3.0 CM for Contractor
mode.
▪ No longer need to install QCS for multiple districts. One RMS 3.0 installation will handle all contracts from all
districts.
▪ Administrator will enter all QC staff and user roles outside the contract, and assign both inside contract.
▪ After entering data click the Back Button to save data to the RMS 3.0 database.
▪ Can QCS 2.38 and RMS 3.0 CM be used at the same time?
▪ No recommended; QCS and RMS 3.0 CM cannot be used simultaneously for a single contract. Document Packages
folders (3.0 attachments) are only in 3.0. So, attachments in RMS 3.0 are not viewable in RMS 2.38.
▪ QCS 2.38 needs to import/export, it can corrupt data as well as cause lost data.
▪ Payments cannot be made correctly in RMS 3.0 until Government turns off QCS in RMS 3.0 GM.
▪ Once the switch is made to RMS 3.0 CM, it’s recommended not to go back to QCS 2.38.
Overview
Transition of Contracts to RMS 3.0 CM
▪ Transition from QCS 2.38 to RMS 3.0 CM occurred in FY 2018. For all
new contracts awarded in FY2019 Contractors must use RMS 3.0
CM.
▪ There are still some contracts being closed out in QCS 2.38. The
QCS 2.38 program is no longer being supported by the programmers.
Overview
Advantages for Contractors using RMS 3.0 CM
Overview
Advantages for Gov and Contractor using RMS 3.0
▪ The database will be in the cloud; i.e., the database is used by Government
and Contractor.
▪ This means RMS 3.0 GM and CM share the same server. There is NO more
importing/exporting data to a FTP site, to exchange data with the Contractor.
The exchange of data will happen in real time after a key strokes are clicked.
▪ If data is updated, or added and marked Complete and Submit for Review on
the Contractor side, the Government will see the change, or update, in just a
few minutes.
▪ There is now a notification system on Gov and Contractor side, which must be
setup by each User in order to receive notifications from inside RMS, texts or
emails, whenever a task has been completed inside RMS 3.0. It is
recommended to select the inside RMS option.
▪ Two importing exceptions for Contractors: 1) Importing NAS (SDEF) and 2)
Import Submittals using Excel Template (covered under import/export training).
▪ Government can download the RMS 3.0 on an Android phone. Programmers
working on Contractor being able to do this.
Overview
RMS 3.0 Overview
• This software package is one program with both RMS and QCS as
separate modes that can be toggled at the home screen.
Overview
RMS 3.0 Overview
▪ RMS 3.0 will need to be installed on every computer using the latest
version of RMS3 Launcher (version 25) located at
https://rms.usace.army.mil/datafiles/rmsdocwebsite/default.html
and http:rms.usace.army.mil/Click for Site
Map/Contractor/Software Updates.
Overview
CHAPTER 2:
1. After running the installer, you should see a screen similar to the one below. Click the Next button to continue.
2. If RMS has already been installed on your computer, you will see a screen like the one below. Click Yes to
continue.
Basic Navigation
First Screen - Prime Contractor Selection
▪ Double click the Prime Contractor name, and list of contracts will
appear.
Basic Navigation
Contract Selection View
This screen shows the contracts assigned to the Prime Contractor. Double click contract, or
highlight contract and click Edit, or enter Key Word of Contract Description, or Partial Contract No., in
Search to select and open contract.
Basic Navigation
Adding Favorites to Contract Selection View
Basic Navigation
Contract Selection
▪ Click on Favorite or Recent contract and the contract will open.
Add your contracts you mostly work on as Favorite.
▪ Select Contract Stage filter icon and select contracts that are
Active, Construction Complete, Final Payment Made, etc..
▪ Data below Export key is the data grid, and data grid may be
exported to an Excel, or PDF, report.
Basic Navigation
Contract Menu - Action Items
▪ Government Enables the Actions Items for Contractor side in each contract. Contact Government PE to provide staff who will be
performing items.
▪ The Action Items boxes shown above have three Key Performance Indicators (KPI) with High, Medium and Low Priority action items.
▪ The Contractor Mode shows Contractor Action Items and My Action Items, which includes actions, and priority, needed to be taken by
the Contractor and individual. Government Mode shows the Government Action items.
▪ High Action items – If high action items have not been completed the box turns Red.
▪ Medium Action items – If medium action items have not been completed the box turns Orange.
▪ Low Action items – If low action items have not been completed the box turns Yellow.
▪ The Action Items are only visible when the contract is being viewed / edited.
Exporting the Data Grid
Basic Navigation
Using the Column Filters on the Data Grid
▪ To clear the filter, click on the filtering tool and then “Clear Filter’
Basic Navigation
Using the Search Box on the Data Grid
Basic Navigation
Attachments – Document Packages folder
▪ Has two functions: 1) Enables transfer of signed documents generated by RMS 3.0 CM, and other documents, to Government, and
2) Allows Gov to send back data to Contractor (QC Daily Reports, Pay Request, Transmittals). Government may ask the
Contractor to re-submit incorrect, or missing, data.
▪ In the different submodules documents are generated. These documents, and other documents from your C:\ drive may be uploaded into the
Document Packages folders in each submodule. Currently, Contractors may sign QC Daily Reports, ENG 4025’s, Prompt Payment, Preparatory
Worksheet and Initial Worksheet and AHA’s, and inside Document Packages folders. Other documents will have to be signed outside of RMS 3.0
CM and uploaded into the Document packages folder.
▪ Manually signed by Contractor button was added when documents are signed outside of RMS 3.0 CM and imported into the Document Packages
folder. When this button is checked, Contractor Signature Status becomes Attested Signature Attached.
▪ Once Contractor documents are added to Document Packages folder, signed, and Submit for Review and Completed are clicked, the Contractor
signed documents are then available to the Government.
▪ When Gov opens a Contractor’s Document Package folder to review the signed document, document status should be In Review. When status is
Not Completed, Contractor did not click Submit for Review. Gov will return documents, if deficient, or they are not signed. The existing Document
Package folder can then be opened by the Contractor to add corrected documents.
What’s New
Manually Add Attachments in RMS 3.0 CM
▪ For those submodules where you have to manually add Document Packages folders (i.e.,
Correspondence, Three Phase Inspections, AHA), click Add to manually add a Document Packages
folder and upload signed document(s) into folder.
▪ If Gov requests corrected data determine from field office if revised data should be sent back to Gov in
same Document Packages folder, or in a new Document Packages folder.
Basic Navigation
Manually Add Attachments in Documents Package folder
▪ Once inside Documents Package folder, either click
▪ Add button
• Or, click Drag and Drop feature to import files from your C:\ drive to add
attachments to the Document Packages folder.
▪ The Date of the Document field is the date when the document is
created inside the Document Packages folder, and not the date of
the document. Change the Document Date to reflect official
document date.
▪ The Document Title, and Description can also be changed after file is
Attachments: added to Document Packages folder. It is recommended NOT to
Date of Document, Document Title and Description can be revised revise the Document Title because the program knows where to file
after adding the file to the Document Packages folder. It is
recommended not to change the Document Title.
the document on Gov side into the correct Contract File folder.
Contractor can only change the file ending.
Basic Navigation
Drag & Drop Attachments to Document Packages Folder
▪ For Drag and Drop feature open Windows Explorer and locate the file(s) to attach. You can attach multiple files at one time,
if they are located in the same folder in Windows Explorer. Drag and drop the files from your C:\ drive into the Drag and
Drop box, or click Add to attach documents and select files from your C:\ drive folder.
Basic Navigation
Sign Attachments Inside Document Packages Folder
▪ To sign inside RMS folder click Sign Selected Documents, and click on document to be
signed, and click Next. Make sure the correct form name appears in Digital Signature
Position, then click OK, then Finish. Click View Document to ensure signature appears.
When signed the Contractor Signature status becomes Electronically Signed.
▪ If document is not showing in Digital Signature Position list, then user may click the look up
to the right and select one of the options (bottom right last page, etc.).
▪ To sign outside RMS 3.0 Contractor electronically signs the pdf document in their C:\
drive folder and imports document into the Document Packages folder either using either
the Drag and Drop feature, or click Add. After importing a signed document into the
Document Packages folder click the box Manually signed by Contractor to change the
Signature Status to Attested Signature Attached.
▪ Word Documents can be signed inside Document Packages folder. Open document and
click Insert and place cursor at the correct signature block location; click Signature Line.
Enter Suggested Signer and Title and OK. Click Signature box and right click, select Sign.
Type name and click Sign. A signed Word Document counts as a PDF file in RMS 3.0.
Basic Navigation
Send Document Packages Folder to Government
Notice the Counts – PDF Documents 3, and Word ▪ In some instances you will be able to Add a new Document
Documents 0. Packages folder after clicking Submit to Government (i.e.,
when receiving a QC Test report and adding to QC Daily
Report that has been completed.).
Basic Navigation
CHAPTER 4:
Getting Started
▪ The Administrator, once added to the contract by the Gov, will add staff
members under Contractor Staff, and set up User Roles under User Roles,
which are outside the contract.
▪ There can be more than one Administrator account per Prime Contractor.
▪ USACE Rep will be added to Contractor staff by Contractor with Read Access
only. Their Email address will be their 10-digit CAC card # followed by @mil.
Getting Started
Administrator Adds QC Staff to the Prime Contractor
▪ Type in the individual’s first and last name and click OK.
Note: The User’s email added must match the staff member’s email used on their
computer. If the email is added incorrectly, the account never links. The Administrator is
able to delete the incorrect entry and add the correct email inside Contractor Staff.
Getting Started
Administrator Adds User Roles
▪ Once Staff has been added you should assign User Role.
▪ Contractor Administrator(s) adds User Roles for staff, and for USACE
rep(s). Corps field office will ask Contractor to add User Roles for
possibly the QA, PE and/or RE.
Getting Started
Administrator Adds User Roles
▪ Click Add.
▪ For the Submittals User Role in this example to the left we have given
the user read and write access to the Submittal Register and
Transmittal Log only.
▪ After the permissions have been set, click the Back button – this will
commit or save the permissions for this user role.
Getting Started
Adding a QC Rep User Role
▪ In this example, the QC Rep User Role has only been given
Read/Write and Read Only access to the Quality Assurance/Control
Permissions Module.
▪ After the permissions have been set, click the Back button – this will
commit or save the permissions for this user role.
▪ If the permissions need to be changed, double click the Role Title and
update the permissions.
Getting Started
Assigning Staff a User Role Inside Contract
▪ Click Add and select the staff member, followed by assigning the User
Role.
▪ Contractor shall create Gov rep(s) (i.e., QA/PE/RE) with a User Role
named USACE Rep and provide Read Access to all modules. USACE
Rep(s) will assist the Contractor when RMS 3.0 CM problems arise.
▪ Administration Submodule is where Government sets up the new contract (i.e., Contract Description, Contract
Number, Prime Contractor, Weather Days, draft Submittal Register, if design-bid-build enter Manual, or NAS,
schedule, etc.). This data is Read Only for Contractor.
▪ Contract Access Control is where Contractor Administrators adds staff and links to a User Role.
▪ Correspondence submodule is where all Contractor official correspondence are entered. Under Contract Reports
Module the report Correspondence Listing tracks the status of all correspondence. A Document Packages folder in
each Submodule allows all signed correspondence to be attached.
▪ RFI submodule is where all Contractor RFI’s are originated, tracked and Government responses are received.
Attach RFI attachments in Document Packages folder.
▪ If a manual schedule, Prime Contractor and Subcontractors are entered manually. If a NAS schedule, a NAS
(SDEF) import will automatically bring in Prime Contractor and subcontractors, Features of Work and Pay
Requests.
▪ Insurance and SF1413s expiration dates and copies of policiies can be attached in the Insurance Submodule
Document Packages folder. Each district will determine whether Contractors utilize Payrolls Submodules. Payrolls
should not be entered in RMS 3.0 CM when Contractor utilizes a separate payroll software that generates and
tracks payrolls because this would be duplication of work. Other software available to generate and track payrolls
includes e-MARS, LCP Tracker, etc..
▪ Contract Notification Control Submodule is the Notification System for Contractor and Government Users when
new data has been inputted into the program. Each User will enter whether they want to receive notification by
telephone text, email or notified inside RMS 3.0.
Contract Description
▪ All of the Contract Description Submodule data fields are entered by the
USACE Rep in the field office; and is Read-Only to Contractor. Inform
USACE Rep if info is incorrect.
▪ Used by the Contractor’s Administrator(s) to add Contractor staff and USACE Rep to the contract, and assign
User Roles for a particular contract.
Correspondence
▪ The Correspondence submodule allows the Contractor to enter and receive signed correspondence letters, and track
correspondence.
▪ The Documents Packages folder allows any sort of attachments (i.e., signed letters in PDF, or Word format, Excel Files,
Powerpoint Files, JPEG/JPG Images, Text Files, CSV Files and Emails) to the correspondence letter.
▪ Once Sent Status is changed to Draft Letter Complete: Sent to Government letter appears on Gov side.
Generate Correspondence
• To Generate a Letter on Contractor side (CM):
• Change Sent Status to Draft Letter Complete: Sent to Government; and Contractor
letter will become available to Government.
Request for Information (RFI)
▪ During the course of a contract, it is often necessary to obtain clarification, guidance, or interpretation of certain aspects of
the contract. This can include the written documents (specifications), plans (contract drawings), or interpretation and
application of the contract as a whole.
▪ Contractor can submit RFI’s to the Government electronically with ease when plans and specifications have conflicting, or
missing, information.
▪ Contractor can create a RFI form, sign inside the Document Packages folder and send to Government. Government can add
a response and sign the same document. This will create an official document with the Contractor and Government
signature. Or, you can create a RFI without creating a RFI form in Document Packages folder. It is up to the District, which
option must be used.
▪ Contractor completes RFI data, click RFI form icon; then, save to C:\ and sign outside of RMS 3.0 CM. Upload signed
document to Document Packages folder. This will create a RFI form, which the Government can add their response, sign and
return to the Contractor.
▪ Other documents may be added to the Contractor’s Document Packages folder before sending to the Government. The size
of Document Packages folder is limited to 50Mb.
▪ In Summary Reports, there is an option to run a listing of ALL, or OUTSTANDING, RFI’s.
RFI
▪ Like other submodules RFIs can be tracked by being sorted into blue
tiles:
▪ All RFIs
▪ Contractor RFIs – Preparing
▪ Contractor RFIs - Waiting for Response
▪ Contractor RFIs – Completed
▪ On Contractor tab enter Requester’s Name and Required Date when response
is needed; Link to Subcontractor, and click Potential Cost Impact, or Potential
Schedule Impact, if applicable.
▪ If you want to create a RFI, click RFI form icon and RFI form will be generated
with Contractor information added. Save to a C:\ drive folder and upload into
Document Packages folder. If you don’t want to create a RFI, click Completed –
Ready for Government. RFI is then submitted to Government.
▪ If you want to send the completed and signed RFI form and additional
information, click Add and create a Document Packages folder.
▪ The Government will add the Administrator to Contract Staff tab. The
Administrator will add remaining staff in the Contractor Staff tab.
▪ The Contractor will add Home Office Address, Site Office Address, and
Staff. Check whether you want the mail to be sent to the Home Office, or
Field Office.
• Contractor can enter their NAICS (North American Industry Classification System) Code, if the code entered
by the Government is incorrect.
• The NAICS code for construction can be found on the following link: https://www.naics.com/
Subcontractors
▪ The subcontractor info and amounts should be adjusted after modifications are issued.
The Prime Contractor Administrator will manually add subcontractors, if a manual schedule is required. If a NAS
schedule is required by contract the subcontractors will be added when the SDEF schedule is imported into RMS 3.0
CM. The SDEF import also brings in Features of Work and Pay Requests.
Manually Add a New Subcontractor
▪ For manual schedules click Add and enter the Contractor Code (Responsibility Code) for all the subcontractors. If
the subcontractor is performing more than one type of work, enter the code for his most significant work.
▪ Note: This is a unique code per contract.
▪ Click OK.
Add a New Subcontractor Info
▪ POC: The Point of Contact will be used for transmittals and reporting
Warranty issues at the conclusion of the contract.
▪ Once the form is complete, click on the Back button to commit (save) the
Check the
Insurance
record.
Required
check-box to
be able to
add
insurance
data for the
subcontractor
Contractor Insurance
▪ The Contractor Insurance submodule is designed to enter the insurance for the Prime contractor and Subcontractors.
▪ Enter Contractor and subcontractors General Insurance, Auto Insurance and Workman Comp expiration dates.
Prior to commencement of work the Prime Contractor is responsible to provide to the Government current insurance
information and subcontractors SF1413s. Each district has different requirements; so Field Offices will inform the
Contractor whether the Insurance and SF 1413s should be added to RMS 3.0 CM Document Packages folder.
▪ The insurance coverage must amount to at least the limits referred to in the contract. Where the Financial Responsibility
Compulsory Insurance Law of the State in which the contract is located requires higher limits, policies should provide
coverage of at least those limits.
▪ In Subcontractors submodule enter whether subcontractors will be required to provide insurance info.
Contractor Insurance
▪ The Contractor Insurance data grid is populated using the Prime Contractor and Subcontractors
insurance expiration dates.
▪ To add/edit the insurance information, click on the Contractor, or subcontractor, and then Edit button, or
double click the prime, or sub.
Add/Edit Insurance Information
Document Packages:
1. Clicking Add, or Drag and Drop feature, to upload the insurance
documents and signed SF 1413s for the Prime and subcontractors
into the Document Packages folder.
2. You can change the Document Date, add Description for the
uploaded documents. The file name format created by RMS 3.0 CM
should not be modified, unless you add an ending.
▪ If the Contractor utilizes a software to generate and track payrolls, then inform the Government so they can uncheck
Track Contractor’s Payrolls in RMS on Gov side.
The Contractor
Payrolls screen
displays all the
payroll dates for
each Contractor
and subcontractors
assigned to the
contract for the
time period they
will be on-site.
▪ The sub’s payrolls can be added when the Prime checks Insurance
Required button under Subcontractor Submodule, and when the
subcontractor is working on-site (as identified in the Daily QC
Report/Contractors on Site.
Adding Contractor Payrolls
▪ Enter the editable fields (#1- #4) and enter any Contractor comments, if
applicable.
▪ Once the entries have been made and the data is correct, click on Payroll
Ready for Review (Data field #5). Once this checkbox is checked, the
data becomes Read-Only, and Gov can view.
More capability will be added to set up the Notification system in the future.
Table of Contents
RMS 3.0 CM Contract Menu Screen
Finances Tab
▪ Finances in Contractor Mode is very simple; there are only two submodules: Pay Activities and Progress Payment.
▪ Pay Activities will either be imported through the Standard Data Exchange Format (SDEF) import, or manually entered by
Contractor if a Gantt Chart is required by contract. Contractor after award should request Government to setup the schedule as
a NAS Schedule, or Manual Schedule, whatever is required by contract.
▪ If NAS Schedule is selected on Gov side the Contractor imports the pay request through a SDEF import under NAS (SDEF)
Submodule.
▪ If a Manual Schedule, Contractor must manually enter all Pay Activities to each CLIN, and ensure all CLINS and Activities are
balanced. Then, go to Schedules Module/Activity Schedule Submodule to manually enter scheduled start and finish dates for all
activities.
▪ The contract funding is broken down into priced CLINs (Contract Line Item Numbers).
▪ CLINs are either value based ($$), or quantity based. If the CLIN item is Unit Price based, it will be quantity based.
▪ The Government loads the award CLINs right after construction award. Make sure you know who your Gov POC is, and
soon after award contact them about gaining access to the contract in Contractor Mode.
▪ The Contractor enters Pay Activities and links to CLINs either manually, or via SDEF import. The Contractor ensures Pay
Activities Amount balance to each CLIN amount.
One CLIN may have multiple pay activity IDs attached to it . A payment cannot be
processed unless the activities balance with the CLIN.
Pay Activities
▪ Pay Activities are the focal point of the contract. Many items are linked to Pay Activities:
▪ Submittals, User Schools, Transfer Property, Installed Property, QC Tests, QA/QC Deficiencies.
▪ By utilizing the Contractor Pay Request Worksheet Report (Contract Reports Module), and Contractor Action
Items Report:
▪ The Contractor knows if all the QC requirements for Definable Features of Work are completed, or outstanding, before
requesting payment.
▪ The Government receives these same reports and knows if all the QC requirements are completed before allowing
payment.
Pay Activities must balance with Contract Line Item Numbers (CLINS) and Contract Amount; or else there will be a
variance and progress payment cannot be generated.
Activities Tab
▪ This is the Pay Activities tab view for a manual, or NAS, schedule.
Contractor after construction award will not see any activities, only the
CLINS. Contractor will see a variance between the current contract
amount and the sum of all activities.
▪ For a manual schedule you must adjust activities to regain the balance
between the Pay Activities amount and CLIN amount.
CLINs Tab
▪ This is the CLINs tab view for either a manual, or NAS, schedule where
All CLINs, Balanced CLINs and Unbalanced CLINs can be viewed.
▪ CLINs are added on Government side after construction award and after
a mod is added.
▪ CLIN 0001 is balanced with the sum of Pay Activities, so there will not be
any problem when entering progress payment.
▪ CLIN 0002 and CLIN 0003 are not balanced with the sum of Pay
Activities, and Contractor will need to make an adjustment in Pay
Activities.
▪ Any change to contract value (mods) will require a change in an existing CLIN, or require a new CLIN.
▪ Government will create the new CLIN for the mod after negotiations are completed, and will create a new
CLIN, or increase an existing CLIN. Government may assign a temporary Pay Activity equal to the mod
amount. Contractor can accept the Pay Activity, edit it, or create multiple pay activities as long as the sum of
the pay activities do not exceed the new CLIN amount.
▪ For credit mods, Government may reduce an existing CLIN, whether it be a quantity, or lump sum, CLIN. The
Contractor must adjust the quantity of the Pay Activity associated with the CLIN, or create a new Pay Activity
to account for the reduction in the CLIN lump sum amount.
Manually Add an Activity ID (Manual Schedule)
4. Click OK.
Manually Add an Activity ID (Manual Schedule)
4. Be extremely careful!!
• The Contractor Pay Request Report with requested earnings is generated by the
Contractor in RMS 3.0 CM (see report on the left).
• A meeting is held with the Gov/Contractor to agree on Pay Request earnings for each
activity.
Progress Payment - SDEF
▪ After the meeting to discuss Contractor earnings Contractor enters the agreed-to Requested Earnings in their Schedule software and
generates a Standard Data Exchange Format text file (i.e., from Primavera, etc.). The Contractor goes to Import/Export/NAS (SDEF)
Submodule and imports the SDEF file in RMS 3.0 CM. The Contractor must ensure there are no variances in the SDEF file. If there is a
variance, or other errors, Government will reject the SDEF and ask the Contractor to fix the problem(s) in the scheduling software and
re-upload the SDEF.
▪ The Contractor clicks the Request Acceptance to import this Schedule requests the Government to review loaded SDEF, and
Government reviews/approves in NAS (SDEF) Submodule on Government side.
▪ The Contractor is automatically notified via Notification Control System that SDEF is approved and to proceed with importing Progress
Payment into RMS 3.0 CM. The Contractor clicks “Preview Import Earnings into Payment” and “Import into Invoice 1” and earnings will
upload into Progress Payment Submodule.
▪ The Notification System tells the Contractor when a SDEF file is accepted for import into contract. Also, Contractor is notified when a
Payment is completed by Government, or is returned to Contractor for corrections.
▪ After processing the Pay Request in Progress Payment Submodule the Contractor signs the Prompt Payment Certification and
Supporting Data for Contractor Payment Invoice in the Document Packages folder; and sends the pay request to the Government.
▪ In accordance with the Contract Clause, Prompt Payment for Construction Contracts, the Prompt Payment Act (PPA), payments are
required to be processed within 14 calendar days from receipt of proper invoice; for final payments process within 30 calendar days.
The Government ensures the pay request is correct and, if not, returns to the Contractor within 7 calendar days.
Progress Payment – SDEF
▪ The Progress Payments view shows all the ongoing and completed Progress
Payments.
▪ Double click the Pay Request that was imported into NAS (SDEF)
Submodule.
Each Pay Request number is system generated. Contractor can add a new Pay Request once the Current Pay Request
is marked Completed.
Processing a Payment – SDEF
▪ Notice the blue tiles (All Activities, Activities not Fully Paid and Activities
with Earnings this Period).
• Copy Previous Activity Earnings button is located on CM and GM side.
• This allows Contractor, or Gov, to generate a pay request by copying activity
percentages from a previous Progress Payment. Then make changes to %, $$, or
quantities that have changed since last Progress Payment.
• Enter a Pay Period Thru and Payment Invoice Date (on the bottom),
• Requested Activity Earnings tab. Requested earnings for each Pay Activity
will be populated when the SDEF is imported. Ensure that earnings agree
with what was agreed with Government, or else pay request will be
rejected.
• Screen at bottom shows Total Activity Amount and the associated CLIN (left
side) and total Requested Earnings for this Period (right side).
Only the current pay estimate can be edited; past invoices can only be
viewed.
Processing a Payment – SDEF
• Subcontractor Earnings tab. Enter Subcontractor Earnings Deducted by
Contactor.
• Enter Subcontractor Amount Included in this Payment Estimate (excluding
Deductions) and Subcontractor Earnings deducted by Contractor (total to
date).
• Additional Earnings tab. Click Requested Earnings Complete; and go to
Payment POC’s tab to complete Notice of Assignment, Notice of Defective
Invoice and Certification By.
• A Document Packages folder will automatically be created when Requested
Earnings Complete is checked, and a Prompt Payment Certification and
Supporting Data for Contractor Payment Invoice is added to the folder.
• Contractor signs the Invoice by clicking Total Allowed Earnings for this Pay
Period Entered button. Import any other supporting documents (Scheduling
Reports, DD 1354 Custom Report, etc.) inside the Document Packages folder.
▪ Write Contractor Notes to Government and click Submit for Review. Government will then be able to view the Contractor’s
Pay Request.
▪ The Document Packages folder then becomes Read Only. If changes need to be made, the Government will need to send
back to Contractor for corrections.
CHAPTER 7:
Table of Contents
RMS 3.0 CM Contract Menu Screen
QC Summary
▪ This Submodule gives a quick overview of QC data provided by
the Government.
▪ For Example:
▪ To view all the Activities Not Started, click on the Not Started box and
the data will show on the bottom screen.
QC Daily Reports
▪ Note the blue tiles. Click to view All Daily QC Reports, Completed QC Reports and
Not Completed QC Reports.
▪ Each row in the QC Daily Reports data grid represents a single day in the life of the
contract starting with the Notice to Proceed (NTP) date, and ending with the
construction completion date. If contract is a Design-Build, should also generate a QC
Daily during the design phase.
▪ Above the Data Grid is a Local Toolbar where you can Add, Edit, and Delete daily
reports.
▪ The QC Manager submits a QC Daily Report to the Government every day during the
construction. If you complete the QC Daily Report inside RMS 3.0 CM and transfer the
signed electronic report, check with your field office representative to see if that
satisfies the requirement to submit a daily QC report.
▪ As the Contractor enters data in each blue tile and clicks the BACK arrow
the changes will be added to the QC Daily Report to the right of the blue
tiles.
▪ After entering all data in blue tiles click Report Completed. A Document
Package folder will automatically be created and an unsigned QC Daily
Report is added. Do not change the file name format created in Document
Packages folder; can only change the ending. NOTE: you will not be able
to make changes to QC Daily after checking completed.
▪ Double click the file name inside Document Packages folder to open folder
to add attachments and sign the QC Daily Report.
QC Daily Reports - Attachments
▪ Click Sign Selected Documents button to sign QC Daily Report. Click document
to be signed; click Next; ensure Digital Signature Position is QC Report – QC
Rep; click Finish (NOTE: Can enter a title with the signature.)
▪ Enter Contractor Notes to Government and click Submit for Review and QC
Daily Report and attachments will be sent to the Government. Contractors
should always ensure the QC Daily is signed prior to sending to the
Government, or Government will return.
▪ It’s not advisable to enter DFOW manually before you import your NAS
schedule because, if you enter the DFOWs correctly, the DFOWs will
double up.
▪ Contractor must manually add dates and times for each DFOW
Preparatory and Initial meetings under Schedules/Feature Schedule.
Keep meeting dates and times current so QA won’t be asking when the
Prep meeting will be held.
Three Phase Inspections
When creating Prep and Initial Inspection Worksheets recommend using Select
Checks Using Work Types in Library option. This option will pull all inspection
checks and repetitive deficiencies from the Gov Library pertaining to the DFOW.
Then use other options to finish Worksheet Report.
▪ Or, you can click Export to generate a report in Excel, or PDF, for
Preparatory, or Initial, Inspection meetings of the DFOW. You can sort this
data and attach to an Agenda to be used for Preparatory, or Initial,
Meetings.
▪ As a reminder, the Preparatory meeting will be held after all submittals are
approved and Gov QA will have reviewed the Contractor’s DFOW
Worksheet and AHA, and materials delivered on-site are checked against
the approved submittals.
Three Phase Inspections
Completing Preparatory and Initial Worksheets must be accomplished 1-2 weeks prior to
Inspection meetings, so QA can review and add his/her comments. When you create the
inspection checks the QA will be able to view in Gov Mode. But, QC Manager should sort all
Preparatory, and Initial, comments and generate a PDF Report using Export, attach to an
Agenda, and email to the QA for comments.
AHA Submodule does have a Document Packages folder, so you could attach the
Preparatory, or Initial, Inspection Meeting Agenda along with the Draft AHA’s so QA can
review both documents prior to the Preparatory meeting, or Initial, Inspection meetings.
After Preparatory meetings are held the Preparatory Worksheet and AHA may be edited and
signed and saved to your C:\ drive and then attached to the QC Daily Report Document
Packages folder on the date the meeting was held .
Activity Hazard Analysis (AHA)
Per “Safety and Health Requirements Manual” (EM 385-1-1), requirement for
developing an AHA:
01.1.13. Before beginning each work activity involving a type of work (DFOW)
presenting hazards not experienced in previous project operations, or where a
new work crew, or sub-contractor, is to perform the work, the Contractor(s)
performing that work activity shall prepare an Activity Hazard Analysis.
In AHA Submodule click Add and enter Description and tie to Feature of Work.
Contractor completes the AHA outside of RMS 3.0 CM, using the Safety Office
approved AHA form, and import into the AHA Document Packages folder.
Contractor could attach the Preparatory, or Initial, Inspection Worksheet with the
AHA in the AHA Document Packages folder, and send to the Government 1-2
weeks prior to the Preparatory, or Initial, meeting. QA should provide comments
back to the Contractor prior to the Preparatory, or Initial, meeting.
After the Preparatory, or Initial, meeting, if the AHA is changed, make the
necessary changes and add signed AHA and Preparatory, or Initial, Inspection
Worksheet Reports to the QC Daily Report as an attachment.
Activity Hazard Analysis (AHA) Attachment
Attach the Safety Office approved AHA form to the Document Packages form
using the Drag and Drop feature.
The AHA for the DFOW is always discussed at the Preparatory and Initial
Meetings, and adhered to during the follow-up inspections.
Work cannot begin until the AHA for the DFOW has been accepted by USACE
at the Preparatory meeting.
QC Requirements
▪ Contractors adds planned QC Requirements data here outside of the QC Daily
Report (i.e., User Schools, Installed Property and Transfer Property), except for
QC Tests.
▪ QC requirements are tied to DFOW, which are tied to Activities. So, when the
QA runs the Contractor Pay Request Worksheet Report or Contractor Action
Report it shows what QC Requirements are not completed for a DFOW.
▪ QC Tests: RMS 3.0 CM does not allow entering planned QC tests; so, it’s
suggested that Contractors enter planned QC tests in their QC Plan; and actual
QC tests added inside the QC Daily report under QC Tests when they occur.
▪ Tie QC test to schedule activity with a lag/lead time by selecting Activity from a lookup (after
Contractor Schedule is loaded).
▪ Enter Lag/Lead, if QC test must be accomplish before the start, after the start of the Activity.
▪ Enter detailed first line under Description, so Contractor will be able to find raw test data after
several hundred QC tests have been taken.
▪ Enter all raw test data under Description, such as number of concrete cylinders taken,
concrete temp, ambient temp, slump, air entrainment, etc. It makes it easier to find test
results, if added here and not the narratives.
▪ Since there is no Document Packages in QC Requirements add the QC Test report to
QC Daily Reports Document Packages folder when you receive the Testing Lab’s
report. Add to QC Daily Report when QC test was taken.
▪ Note the two QC Test Reports in Contract Reports: QC Test Listing and QC Test Status
Listing.
QC Requirements – User Schools
▪ Add Planned User Schools to QC Requirements outside of QC Daily Report. Click Add, then Add User
School. The User School number is system generated. A User School is any training required by
specifications the Contractor will provide for the customer, such as HVAC training.
▪ After Construction Award enter planned User Schools identified in
Specifications.
▪ Add scheduled dates for User Training. The Government will notify the
customer when the training dates are scheduled.
▪ On the actual date of training Contractor will complete the User School
data inside the QC Daily Report.
▪ On the day the installed property is installed the Contractor selects the material, or
equipment, inside the QC Daily Report from the Installed Property list inside. Complete
remaining information of installed property and check Completed. The QC Daily Report
will indicate property was installed on this date.
▪ The Gov QA will Concur, or Re-issue, when installed property comes over on the Gov
side.
▪ Government reviews each month the Installed Property Report for each monthly pay
request; funds may be withheld if Installed Property is not being added in Installed
Property Submodule.
2
▪ The equipment entered will be added to the lookup to track equipment hours in the QC Daily
Report Module.
3 4
Exposure Hours
▪ At the beginning of the month the previous month will appear in this
screen and you can generate the Exposure Report for the previous
month.
• Add hours from the QC Daily labor by clicking Copy and Yes to the
question, Do you want to copy the labor hours from the daily QC
Reports for the month of ___.
▪ After exposure hours are entered enter Submitter name and click
Completed – Ready to send to the Government. Click Yes to the
question, Are you sure you would like to mark these exposure hours
complete?
▪ Click Back.
Overview
Online/Offline Mode
Overview
While Offline
▪ Changes will be saved only to the computer you are using. This means that any changes made
offline will not be seen by other users until a transition back to Online Mode is completed.
▪ After completing the Offline transition, RMS will remember that you are in an offline session, even
if you close the application and login again.
▪ It is recommended to minimize offline session time to ensure all changes can be synchronized
with the online database.
Offline Mode
Transition Back to Online Mode
▪ After clicking the [Switch to Offline Mode] button, the button will change into a [Switch
to Online Mode] button.
▪ Further instructions will be provided to transfer any changes that were saved to your
computer during offline session to the Online Database.
▪ This process will be largely automated, but may require occasional user entry.
Offline Mode
CHAPTER 8:
Table of Contents
RMS 3.0 CM Contract Menu Screen
Specification Sections
Masterformat 1995 format, 2004 format and 2014 format spec sections are utilized to add
Submittal items for the Submittal Register. Select whichever spec section library is
needed to build your submittal register.
2. Select Section (01100) to add new submittal item; then click Next.
3. Enter/Edit the Item Number and Item Number Extension on the form
and click Finish.
5. Add the new Submittal Item info and click BACK to save (commit) the
new submittal. Note you can add a Start Date.
6. Build your submittal register based on GA, or FIO, items noted in the
specs, and submit to the Government, via ENG 4025, for approval.
Transmittal Log
▪ Contractor can track the transmittal approval in the blue tiles from Draft
Transmittals to Completed Transmittals.
▪ Select the Spec Sec and name you want to develop a transmittal, and click
Next.
▪ A list of outstanding submittal items associated with the Spec section comes
up. Select which items will be included in the Transmittal ENG 4025, and
click Next.
4. Click Attachments icon next to each Submittal Item and a Contractor Document
Packages folder and Government Document Packages folder will appear. Click Add
to create a Contractor Document Packages folder. Add backup data for the
transmittal line item using the Drag and Drop feature. You can sign the backup data
by clicking Sign Selected Documents and choose one of options (first page bottom
left, etc.) to sign backup data. Add Contractor Notes to Government and click
Submit for Review. This task should be repeated for each transmittal item.
After all submittal data is entered click Contractor Data Entry Completed
– Create 4025. A Document Packages folder will be created and an ENG
4025 will be created and added to Contractor Document Package folder.
Add a Transmittal
▪1 Go into Document Packages folder.
3▪ Export Selected Documents feature allows you to send the transmittal backup
data to your C: drive to attach to an email. This feature will be used by the
Government when they receive your data, and they email data to the
Customer, or DOR, to review.
5▪ Click Submit for Review and Document Package folder will become Read only
after this.
▪ Activity Schedule
▪ Feature Schedule
Table of Contents
RMS 3.0 CM Contract Menu Screen
Schedules
▪ Review of Contractor’s P6 schedule will continue to be outside of RMS 3.0 CM using the Contractor’s P6 Schedule software (also Microsoft
Project, or any software than can generate a SDEF text file). Loading the schedule into RMS 3.0 CM is mostly used for importing the
Contractor’s Pay Request, and linking contract requirements to activities.
▪ The only Schedule submodules are 1) Activity Schedule, and 2) Feature Schedule.
▪ Activity Schedule: Activities can be entered by either 1) Network Analysis Schedule (NAS) converted to the Standard Data Exchange format
(SDEF), or 2) Manual Schedule (Gantt).
▪ The toggle button to select Manual schedule or NAS schedule is on the Gov side. Early after award Contractor should ensure that RMS 3.0 CM
can receive a NAS schedule, if it’s a contract requirement. If not, contact field office POC to convert to NAS schedule.
▪ For a NAS schedule the Contractor will load his SDEF file under Import/Export/NAS (SDEF) Submodule.
▪ For Manual Schedules (Gantt) the Contractor will manually add Pay Activities under Finances/Pay Activities and enter Scheduled
Start/Scheduled Finish dates under Schedules/Activity Schedule submodule. Actual start and finish dates will be entered in QC Daily Reports.
▪ If there is a variance showing under Pay Activities submodule/Activities tab, go to CLIN’s tab to see what CLIN(s) are unbalanced. For a NAS
schedule make the changes to remove the variance in the scheduling software (i.e., P6), re-convert to SDEF file and upload into the NAS
(SDEF) Submodule. For a manual schedule you can manually create a new Activity, or adjust an existing activity.
▪ By clicking the blue Activities tiles you can view All Activities or Activities with no CLIN/Invalid CLIN. For the blue CLINs you can view All CLINs,
Balanced CLINS and Unbalanced CLINs.
NAS Schedule
If contract requires a NAS schedule, the Government will enable the NAS
Schedule SDEF upload on Gov side.
Prior to the monthly schedule meeting the Contractor loads requested
earnings in Progress Payment Submodule and creates the Contractor Pay
Request Worksheet Report and submits to the Government for review. A
meeting is held with the Government to review/agree on requested earnings
for each Activity.
After the meeting the Contractor loads the agreed-to earnings in their
scheduling software (i.e., P6) and converts the .XER schedule file to a SDEF
file using the XER to P3/SDEF Project Conversion software. The SDEF file is
uploaded into RMS 3.0 CM under Import/Export/NAS (SDEF) Submodule.
After Contractor uploads the SDEF click the Request Acceptance to Import
this Schedule button so Government can review/accept the SDEF file inside
of RMS 3.0 GM under NAS (SDEF) Submodule. The Government is notified
by RMS 3.0 Notification system that SDEF Schedule submitted for import
acceptance.
Once accepted by the Government the Contractor will be notified, via the
Notification System, and schedule will become visible to the Contractor, and
the Approval Status in SDEF Import File will change to Accepted for Import.
NAS Schedule
If there are any errors, or variances between the CLINs and Pay
Activities in the SDEF file, the Government will disapprove the
SDEF file. Contractor will make revisions in P6 schedule, re-
converts to a SDEF file and uploads into NAS (SDEF)
Submodule for Government approval.
If contract requires a manual schedule, the Government will enable the manual Schedule on Gov side.
Contractor must first add all Pay Activities under Finances/Pay Activities Submodule, and enter
Subcontractor, Feature of Work, Duration, Work Category, Activity Amount, CLIN and Quantity, if bid
item is a unit cost.
Ensure there are no variances between CLIN amount and Sum of Activities and Current Contract and
Sum of All Activities.
If there is a variance, go to CLINs tab under Pay Activities submodule to see which CLIN has the
variance. To correct add a new Activity, or adjust an existing Activity.
When all Activities have been added and there are no variances, proceed to Schedule Module/Activity
Schedule Submodule. For each Activity enter a Scheduled Start and Scheduled Finish date.
The Actual Start and Actual Finish dates are Read Only because the actual dates come over from the
QC Daily Submodule.
On the Activity Schedule screen notice you can sort Activities by clicking one of blue tiles (All Activities,
Not Started, In Progress, Not Finished and Finished).
Feature Schedules
▪ Entered by the Contractor to plan Preparatory, Initial and Follow-Up inspections for each Definable Features of Work
(DFOW).
▪ RMS 3.0 CM generates a Feature Schedule by finding the first activity scheduled to start under a feature and the last
activity scheduled to be finished under a feature.
▪ This rolled-up Feature Schedule makes an excellent schedule for easily monitoring the progress on a contract. The
customers find this schedule very easy to understand.
▪ Gov QA can look in Feature Schedule on Gov side to see when Preparatory and Initial inspections will be held. That
is, if the dates are entered by the Contractor.
▪ After Features of Work are entered into RMS 3.0 CM, either by importing NAS
schedule, or manually entering, Contractor must enter scheduled and actual
dates of Preparatory and Initial Inspection meetings here.
▪ This will be the QA’s info source for when a Preparatory, or Initial, Inspection
Meeting will be held.
▪ Double click the Feature of Work and enter scheduled, or actual, date and time
for the Preparatory and Initial Inspection meetings.
▪ The Start Date and Finish Date will be automatically populated by the program.
It’s calculated by taking the earliest start date of all Activities linked to the
Feature of Work, and the latest finish date of all activities associated with the
Feature of Work.
▪ At the bottom of the screen is the Activities that define the Start and Finish
dates of the Feature of Work.
CHAPTER 10:
▪ Warranty Tracking
Table of Contents
RMS 3.0 CM Contract Menu Screen
Warranty Tracking
▪ Warranty items are those Contractor actions to correct deficiencies from turnover to 12 months after turnover.
▪ Warranty items can be entered by Government, or Contractor, as they are reported by the facility occupant. The warranty items are
entered for the four-month and nine-month Post-Completion Inspections.
▪ When a warranty item is given to the Contractor they will investigate the warranty item and correct as soon as possible. The
Government will track and confirm completion and clears out warranties in QA Daily Reports.
▪ Normally contract requires a four-month and nine-month warranty Inspection. In some contracts the warranty items are entered
during the whole 12 month warranty period.
▪ Under MILCON contracts the Contractor will be evaluated in how well Contractor assists the Government in contract closeout.
Warranty Tracking
▪ To start click Add and enter Warranty Title.
▪ If 4-month and 9-month inspections are held enter dates click Four
month inspection complete, or Nine Month Inspection Complete.
Closeout
▪ Future Release:
▪ Closeout specification requires Contractor to generate a monthly custom report named Earnings for Real
Property Category Codes in Scheduling software (P6, Microsoft Project). This monthly report is submitted to
the Government for review to track earnings for each Real Property Category Codes. To accomplish this the
Contractor will utilize category codes in the Draft ENG 1354, assign activities to each Category Code and
report the Category codes, earnings and updated quantities in each monthly report. The Government will
review each monthly custom report.
▪ Two weeks prior to Red Zone meeting Contractor will submit to Government an Interim DD Form 1354
(downloaded from internet). During the meeting the Interim DD 1354 will be discussed during the Red Zone
meeting. Two weeks after the Red Zone meeting the Contractor will submit an Interim DD 1354 to the
Government, via ENG 4025.
CHAPTER 11:
Table of Contents
RMS 3.0 CM Contract Menu Screen
Import Submittals
▪ Contractor can download the Excel Template under
Import/Export/Import Submittals to generate a Submittal register on an
Excel document.
▪ From then on importing from the Excel Template Contractor will utilize
the feature Merge with Existing Submittals.
Import QC Deficiencies
▪ Contractor can download the Excel Template under
Import/Export/Import QC Deficiencies to generate a Deficiency items
list on an Excel document.
The Contractor will click Request Acceptance to Import this Schedule button to request
the Government to review/approve the SDEF file. The Government will be notified by
RMS 3.0 Notification system that SDEF Schedule submitted for import acceptance. The
Government will review/approve the SDEF file in the NAS (SDEF) Submodule.
After Government approval the Contractor will receive the notification SDEF Schedule
Contractor accepted for import. And the Approval Status of the SDEF Import File on the Contractor
screen shot side will change to Accepted for Import.
Contractor will click Preview Data Import into Contract button, and click the Import SDEF
data into Contract button to bring the schedule inside the contract under Activity
Schedule Submodule.
During the Government review if CLINs are not balanced, or other problems occur, the
Government will send the SDEF back to the Contractor for corrections.
Contractor should set up the Notification System for each staff member on the RMS 3.0
Government CM side to receive notification messages. Recommend setting up notifications inside
Screen Shot RMS 3.0 CM.
Document Package Export
▪ Contractor can download all signed documents stored in the QC and
QA Document Packages folders in all submodules to your computer.
▪ Contract Reports
Table of Contents
RMS 3.0 CM Contract Menu Screen
Contract Reports
▪ All contract reports are visible, for all menu items, when the user clicks on Contract Reports Module
▪ Click on one of the blue tiles (i.e., Admin, Finance, QAQC, Schedule, Submittal), and the report selection will appear below.
▪ The Government Library has five lists which are controlled by the
Districts, or by USACE. These lists of values are used on different
forms in RMS 3.0 CM and RMS 3.0 GM.
Government Library
Work Categories
▪ Work Category Codes are used for reporting and sorting purposes.
Questions??
RMS 3.0 CM
Questions?