Row Types:
Material - 'What' is being procured (e.g. rebar, air handling units). Can be delivered in one Order or multiple.
Material Group - Typically used to categorized a bundle of associated Materials, especially when approval of each material is shared (e.g. A Lighting submittal that contains 13 different light fixture types).
Order - The individual order of a Material that will be fabricated and delivered at once (e.g. 'West Column Footings (rebar)' or 'AHUs 4, 5, & 6' (air handling units)).
Submit and Approve deadlines on the Material or Material Group level
Order and Delivery/Receive on the Order level
Scheduling Workflow:
Either by creating a new Material, importing it from spreadsheet or Submittal, you will need an order created for the Material to populate schedule values. The steps to using the tool are as follows:
Add Required on Site (R.O.S.) Date - The date the Order is needed on site for shakeout or installation. Users can pick a date from a calendar, or connect to an activity in an uploaded CPM Schedule.
Add Lead Time - The duration used to calculate how long a material will take to arrive once ordered (e.g. after placing an order, the time it takes to start fabrication, fabricate, and deliver/ship to site). In the case the Material is in stock, this is still the time between order and delivery, but might simply be delivery or call-ahead duration.
Place Order >> Lead Time >> Delivery
Deadlines vs Actuals:
Deadlines - Working backwards from the R.O.S. date, the following deadlines are calculated by three different durations:
Show backwards as calculated:
Order By (date) = R.O.S. (date) - Lead Time (duration)
Approve By (date) = Order By (date) - Order Delay (duration)
Submit By (date) = Approve By (date) - Review Duration (duration)
Logging Actuals - As the team achieves the milestones, dates are added to log deadline completions:
Show forwards as each step is achieved:
Date Submitted = The date a Submittal was submitted for review (can sync with PM software).
Date Approved = The date a Submittal was Approved (can sync with PM software).
Date Ordered = The date an Order was placed
Post-Order Workflow:
Anticipated on Site - After an order is placed, the A.O.S. is calculated as the Date Ordered plus Lead Time.
Date Ordered (logged date) + Lead Time (duration) = Anticipated on Site (date)
Check-In Frequency - After an order is placed, PLOT will automatically ask for a Check-In to confirm the Anticipated on Site (date) in the weekly Procurement Action Item email. Users will be able to override the calculated A.O.S. date which in turn overrides the Lead Time (duration) value.
Changing between Group and Filter views
In the top right, click Group By or Filter to change the view. Filter will remove all Materials, Material Groups, and/or orders that to match that criteria.
Grouping will keep the current Materials, Material Groups, and Orders in view, but change the grouping based on the criteria. Default is MasterFormat grouping.
'Next Order' and 'Next R.O.S.' on Material and Material Group Rows
When a Material has one or many scheduled orders, or a Material Group has a Material that has one or many scheduled orders, the top level will show the next upcoming order and R.O.S. respectively.
Procurement Timeline View
You can view the timeline chart of the procurement schedule by clicking the toggle in the top right of the Procurement Tab. A new button will appear called 'Range' that allows you to adjust how far out the right side of the chart shows. Hovering over each node will show the date.
