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Last modified on 8/14/2015 12:24 PM by User.

Understanding Project Structure

One of the advantages of OASIS is the ability to manage projects, especially when there are multiple phases, jobs, etc that are related. This help document was designed to show you how to create / manage multiple jobs (Phases) under one project name.

A project is a way to group related quotes together. Think of it this way: the project name is the name on the front of the file cabinet drawer. In the drawer are jobs/phases (manila file folders) related to this project name. There could be one job/phase or could be many.

Some examples might be:

  • Job that is built in separate phases. You may bid a phase of the job now, and then six months later bid another phase of the job.
  • A college/university/school where you bid on a new “Student Center” this year then next year bid a renovation job to a dormitory.
  • A mall where you bid the shoe store, restaurant, clothing store at nearly the same time but they are separate bids and have their own architects and engineers.
  • Chain stores where the project is called “ABC Parts Store” and you bid on multiple stores being built in your territory over the course of several years
  • A larger project that has information that needs to be tracked closely and all information in one place.

We encourage users to enter the project when the job is known (Dodge Report, etc). This allows users to begin tracking and adding information immediately. Notes, emails, phone calls, and more can be added to a job when very little is known. This becomes a powerful tool for project management. The project name can be later changed or alias names can be added to prevent dual entry and allow broader search criteria when looking for a job.

Creating a Project 

The project name is the overall name used for the project (it can be changed later if needed). In this example the project name is “Cabot Mall”.

  • Click on “Initial Phase” (this is the first job under the Project name)
  • The first job we are bidding is a department store area, so “Department Store” has been entered as the Phase Name. 

 

  • For each job there are four tabs under the Phase tab (General, Follow ups, Attachments, Initial Bid)
  • Click on each of these to enter information and quote the job.

Terms to Remember

  • Phase = Job. These are interchangeable.
  • Quote = Bid. These are interchangeable.
  • BOM = Bill of Materials 

Adding Other Jobs/Phases/Bids

To add another job related to the Project Name "Cabot Mall”, you have multiple options:

  • New Phase – create another job (separate tab) under the project name (Cabot Mall) with a blank bill of materials. This will keep the job under the project name making it easy to find.
  • New Phase Like – this is used when you want to copy a bill of materials over to a new phase/job. Once copied then the user can manipulate the BOM as needed for the new job. To use, simply go to the bid you want to copy over to a new job and go to File, then New, then “New Phase Like…”. This will copy the BOM over to the new phase/job.
  • New Bid - when in a BOM (bid tab), the user can create a new blank bid (creates a new quote number) and adds another tab to the Phase
  • New Bid Like – when in a BOM (bid tab), the user can copy the BOM over to a new bid (creates a new quote number) and adds another tab to the Phase
  • Revisions – this allows a user to simply change a previous bid, then requite. OASIS automatically adds a revision number on the end of the quote number

New Phase

In this example, there is another job we will bid called “Hardware Store”. Since it is also a part of the Cabot Mall, it can be easily added to the project name/folder

  • In the Project, click File, then New, then New Phase.
  • Enter “Hardware Store” in the Phase Name area. Notice it creates a new tab for the job/phase
  • Hardware Store is its own job/phase and has its own quote(s), specifiers, etc, a completely separate job however it is still related to the Cabot Mall.

 

Other examples

 - Separate numbered phases

 

New Phase Like 

 - Schools/Colleges example

New Bid, New Bid Like, and Revisions 

These options are used to create new blank bids or copy BOM’s to a new bid. Revisions will allow you to adjust and existing bid using the same quote number.

NOTE – “New Bid” and “New Bid Like…” options will create a new quote number in OASIS.

  • New Bid - when in a BOM (bid tab), the user can create a new blank bid (creates a new quote number) and adds another tab to the Phase
  • New Bid Like… – when in a BOM (bid tab), the user can copy the BOM over to a new bid (creates a new quote number) and adds another tab to the Phase
  • Revisions – this allows a user to simply change a previous bid, and then re-quote. OASIS automatically adds a revision number on the end of the quote number

New Bid 

To create a new blank quote/bid within a job/phase

  • In the job/phase, go to File, then New, then New Bid
  • In the example below (Cabot Schools > Cabot Elementary) we wanted to create a new blank bid and start all over, but we do not want to delete our original bid (below). In this case, we called the bid “Budget Bid” and quoted it.
  • To create a new blank bid and start all over go to File, then New, then “New Bid”.
  • This will create a new bid with a blank bill of materials (below)
 

New Bid Like…

-Schools/Colleges type example.

  • In this example Cabot Elementary is the first job we did. Cabot Middle School and Cabot Community College are other jobs we are bidding.
  • The bill of materials for a rebid of Cabot Elementary will be very similar to the original bid. To save time by copying the BOM, we can use New Bid Like.
  • Click on the Budget Bid, then go to File, then New, then “New Bid Like…”
  • OASIS will copy the bill of materials to a new bid, allow you to make any changes and quote this bid/quote.
 

You can rename the bid. Type a new name in the Bid Name area. In the example below the second bid is called “VE-1”

Revising Bids

In many cases, users just need to revise a bid and re-quote it. (This will use the same quote number but will add a revision number on the end of the quote number)

  • Bids can be revised as many times as needed.
  • The quote number is located in the header area (shown below)
When revising bids, open the quote, change the items as needed, then reprint (re-quote) the job. 
  • When printing the revised bid/quote the quote number will have a “- 1”, “- 2”, etc. Copies of each of the revised bids will be available in the Attachments of the job
  • Example below: The quote number is 49 and this is revision 2 of this quote.

 

Users can also create Checkpoints for use with revised bids. These checkpoints allow users to revert back to a previous bid revision a re-quote/bid the job from that point. Example might be the user quote a job and creates “checkpoints” for each revision as he/she bids. The customer at some point wants to revert back to Revision 2 and wants to add an item to Revision 2 and get a quote. This is easily accomplished with Checkpoints. Click on the link below for more help.

Checkpoints in Quotes