DPC - 03.01 The Basics of Using DPC (User Scenarios, User Roles (DPC Foreman versus Project Manager)

Once a project is taken off and priced, it is almost ready for DPC Mode - there are a few crucial steps to perform to ensure a smooth transition into Digital Production Control. What follows below is a fairly simplified explanation of the DPC process and may need to be adapted for a specific environment, situation, or job.

User Scenarios

There are two ways to use Digital Production Control:

Single User Scenario:

In a Single User scenario, the Project Manager performs takeoff, builds the estimate, and also acts as the Foreman (reporting of percent completed and timecard information). The Project Manager needs a tko and a dpc-project manager license, as well as a Quick Bid license (est).

Dual User Scenario:

In a typical dual-user scenario, an Estimator performs the takeoff and builds the estimate then passes the Bid to a Project Manager. The Project Manager reviews and adjusts the estimate, then coordinates with the field through a Foreman (or foremen). Often, the estimator acts as the Project Manager.

• Project Managers are responsible for sending projects to the field, receiving/analyzing changes from the field, tracking the budget, reviewing and approving timesheets, and adding Change Orders. The Project Manager needs tko and dpc-project manager licenses as well as a Quick Bid license (est).
• Foremen are responsible for percenting the job, entering timecard data, and creating notes to explain production variations. The Foreman can view drawings and takeoff (except for Overlays) but cannot make any changes to the takeoffs. The Foreman needs a dpc-foreman license only.

Roles and Files

There are three key Roles to the DPC process and three types of files sent and received during the Digital Production Control process.

Getting the Estimated bid to the Project Manager and Foreman

The steps listed below are explained in detail in successive articles/sections in this User Guide. Print the steps below and check them off as they are completed. 

Managing A Job Using DPC - Overview

• Pricing the Bid.  First and foremost, the bid must be priced correctly using On-Screen Takeoff® and Quick Bid in Interactive Mode. For assistance using On-Screen Takeoff® or Quick Bid, see the User Guides for those products.
• Make sure all takeoff is properly allocated to Bid Areas - check the Takeoff Tab in OST to see if any takeoff remains "unassigned".
• You must not use Typical Areas - they are not compatible with DPC.
• If your company uses SQL databases or secures your OST/QB databases (requires logins), it is recommended that you copy the OST and QB projects into a set of local, Access-type databases on the Project Manager's computer. These databases should be set to not require logins - this will reduce the chances of the field not being able to sign into the Bid when they receive it and of someone not involved with managing the job inadvertently making changes to the job. See the OST/QB User Guides for instructions on creating databases, moving Bids, and reconnecting them.
• Sending initial Bid Packages. Once the bid is sold, the Estimator sends an OSP bid package (using Project Express or e-mail) and the Quick Bid bid package (via e-mail) to the Project Manager. If the Estimator and Project Manager are the same person, skip to "collating the drawings" below.
• The Project Manager receives the OSP file in their Project Express Inbox and the Quick Bid bid package via e-mail. The Project Manager then double-clicks the link to download and import the file into On-Screen Takeoff. Then, he or she double-clicks the Quick Bid package file to import it into Quick Bid. The Project Manager must have On-Screen Takeoff and Quick Bid installed and licensed.  The reason you will want to use Project Express for the OSP file (the project sent from On-Screen Takeoff) is that most e-mail systems block attachments larger than approximately 5MB and an OSP package, with image files can be much larger than that - Project Express has much higher file size limits.
• The Project Manager reconnects the OST and QB sides of the Bid, then sets the Bid back to Interactive mode (see the Quick Bid User Guide for instructions on doing this).
• Duplicate and Archive job.  The Project Manager creates one duplicate of the entire project (including current Accepted Alternates and Change Orders). He or she renames the original project (suffix "OLD"), locks that original, and then uses the new duplicate copy going forward.
• Collating the Drawings. The Project Manager collates the drawings and verifies that all pages, accepted Alternates, and Change Orders are uniquely named (names shorter than 25 characters, please) and that all takeoff is properly allocated to Bid Areas (if used).
• Activate DPC Mode. The Project Manager activates DPC mode from the On-Screen Takeoff Image Tab. Activating (or "Flipping to") DPC Mode performs a final update with Quick Bid, retrieves the Labor Cost Codes and production information, then activates the DPC interface. To activate DPC mode, open the Image Tab and click the DPC button at the bottom of the Conditions Window.
• Prepare Job for Foreman. Next, the Project Manager adds him or herself and the Foreman (or foremen) to the Cover Sheet under the DPC tab. The Project Manager and all Foremen must include e-mail addresses in their Employee Detail. It's easier to send change back and forth between the Project Manager and Foremen when you specify a Project Manager and Foreman on the Cover Sheet.
• Send Job to Foreman. The Project Manager then sends a DPC Package to the Foreman via Project Express. Project Express automatically populates the correct recipient provided the Project Manager and Foremen are correctly listed on the Cover Sheet.
• Receive Job (foreman). The Foreman receives the DPC Package in his or her Project Express Inbox, downloads, then imports the file. Typically, Foremen will not have Quick Bid installed or licensed and will not need the Quick Bid project. Their licensing limits what they can do to make DPC easier to use. (Foreman only require the "DPC Foreman" license - they do not require a "tko" license.)
• Percenting/Timekeeping (foreman). Once the import completes, the Foreman is ready to start "setting percents" and adding Timecard information. See the appropriate sections in this User Guide or the relevant Quick Start Guide for details percenting a job and entering timecard information.
• Send DPC Changes (back to Project Manager). Daily or weekly, whichever the Project Manager and Foremen decide is appropriate, the Foreman sends DPC Changes back to the Project Manager. This only sends changes that have not previously been sent. Once sent, the changes are marked in the database as sent so the DPC transaction file remains relatively small. Because DPC Change files are incremental (they only include what is changed since the last time a DPC Change file was created) the DPC Change files must be imported by the Project Manager in the order they are created/sent from the field. If the PM skips receiving a single DPC Change file, his Bid will no longer match the field's.
• Receive Changes (from foreman). The Project Manager receives the DPC Changes via Project Express. The file is automatically imported and updates the appropriate Bid in the Project Manager's database.
• Verification. The Project Manager and Foreman verify the Earned Hours/Days on the Budget Tab match on each side to ensure that all changes are successfully integrated into both databases.
• Job Progression. Project Manager continues to received DPC Change files from the Foreman until the job is complete.
• Handling Change Orders. If there is a change to the Budget (a Change Order or amendment to the original bid, as "sold", for example), the Project Manager advises the Foreman (or foremen) to send all DPC Changes in before making any budget changes. The foremen must stop percenting/entering time until they receive a new DPC Package from the Project Manager. Once the Project Manager has priced the changes, he re-activates DPC Mode and  sends a new DPC Project File out to the Foreman after adding Change Orders. When the foremen receive this new DPC Package, importing it overrides the current Bid in favor of the updated Bid from the PM. Any changes that the Foreman had not sent in or were not imported by the Project Manager will be lost.

This is a basic overview of how to use Digital Production Control to manage a project. The next few chapters explain how to setup a Bid to get the most out of Digital Production Control. 

DPC Mode Cover Sheet

Once you 'flip' a project to DPC Mode, the Cover Sheet displays two additional tabs: DPC and Work Crew. Only a user with a Project Manager (DPM) or Foreman (DPC) license has access to these tabs.

Project Manager - you must specify the Project Manager and Foreman (or foremen) for the bid. You must also set how many hours are in the normal work day and on what day of the week the work week starts (this affects Timecard entry). You will also set whether to "ignore Bid Areas when adding timecard entries". Ignoring Areas is not recommended - if you've assigned your takeoff to Bid Areas, it is important to assign the time/labor used to build your project to those same Bid Areas, if you do not, you will not be able to 'break' the Budget Tab by Areas to see projections.  

The DPC Tab also displays the DPC GUID which is a unique number generated when the bid is calculated for DPC mode. This unique code allows DPC to process DPC change files and DPC Bid Packages between the Project Manager and the Foreman.

The Project Manager and Foreman (or foremen) can specify "Work Crew" as the job progresses.

Payroll Classes

Project Manager - Prepare Bid for DPC