1.  THE CVM TRAINING MANUAL

1.1.     Purpose

The CVM (Construction Vegetation Management) Standardization refers to the changes made to align the CVM Processes and establish a standard. The focus of this alignment is to review and redefine processes that are specifically used in Procore during Stage 5-Construction, and Stage 6- Closeout. This user guide will help SDG&E employees with detailed instructions on utilizing Procore while implementing the end-to-end CVM Standardization Process for their projects. Each project type follows a specific process with designated project roles, in this guide, you will learn what the overall Procore process is for a project, with more detailed user guides available to review specific Project submittal processes (e.g., Fuse, Hotline/Clamps).

1.2.     Definitions and Acronyms

The CVM Standardisation process involves the following terms/acronyms as defined below:

List of Abbreviations and Technical Terminology

• SDG&E: San Diego Gas & Electric
• Instance: Group within Procore based on job and project type (e.g. Gas or FiRM)
• CMS: Construction Management Specialist
• MLP: Materials Logistics Planner
• FCA: Field Construction Advisor
• CSPM: Construction Services Project Manager
• CM:  Construction Manager
• SPL: Strategic Project Lead
• FUS: Field Utility Specialist
• NTP:  Notice to Proceed
• FEWA: Field Extra Work Authorization
• FACT: Field Audit Collection Tool
• CPD: Construction Planning and Design module in SAP
• WO:  Work Order
• DBL: Design By Location
• JTO: Joint Trench Offer
• (Step #): If located next to a Section/Sub-section heading, represents Step in the Submittal/Review Process.

1.3.      Roles And Responsibilities 

• CMS (Construction Management Specialist): Receive incoming IFCs and issue the NTP to the Contractor. Receive the Submittal containing the Construction Redlines and/or QAQC, create a submittal for QAQC (if applicable). Receive the Construction Redlines from FCA or CM and complete the closeout process in Procore. 
• CM (Construction Manager): Help with the Contractor assignment, add notes to CVM Data – Construction Readiness Correspondence in Procore (if applicable), Review the job package documents in Construction Bid Evaluation Correspondence in Procore.
• SPL (Strategic Project Lead): Verify job packages for construction readiness using the Documents tool.
• MLP (Materials Logistics Planner) Verify job package for construction readiness using the Documents tool.
• CSPM (Construction Services Project Manager): Data verification for internal stakeholders and contractors.
• Construction Contractor: Perform the construction activities, review and accept job packages using the Correspondence (NTP), issue Field Change Notices (FCNs) and respond to Field Change Orders (FCOs), issue and respond to Project Notice Forms, submit Construction Redlines using the Submittal and Punch list (if applicable) tools.
• FCA (Field Construction Advisor): Oversee construction in the fields, note conditions through the Daily log, facilitate changes coming from the field (FCO, EPIC), and review /approve Construction As-builts.

2.  BEFORE YOU BEGIN      

2.1.    Before beginning, all users must have an account in Procore. If you are a new user an invitation will arrive in email prompting you to set up the password.

2.2.     Please follow the link in the Welcome to Procore email. This will take you to Create a Password page. Please follow the requirements while entering the password and click Set Password.

Note: If Welcome to Procore email is not received, then please check the spam folder. If the email cannot be found, then please reach out to SDG&E Procore Support at ProcoreAdmin@sdge.com to request a new account.

2.3.     After setting up the password, you can access your Portfolio by going to www.procore.com  and clicking on Login located in the upper right corner of the landing page. Projects assigned to you can be found here – if you have not been added to a project, please reach out to the Procore System Administrator for your instance.
Note: It is Procore’s recommendation to use Chrome, however, you can use any Chromium/Modern browser.

2.4.     Enter your email address and Procore password. Check the box Remember Me then hit the Log In orange button. This will take you to the Home Page.
Note: if you are assigned to multiple Instances in Procore, then it asks you to select the Instance after logging in, otherwise it will take you to the Portfolio.

3. CONSTRUCTION MANAGEMENT SPECIALIST - CMS 

3.1.     Projects will originate and come to the CMS in either one of the following two methods:

3.1.1.   Method 1: Internally from Procore – The Upstream Department uses Procore during the early stages of the Design and Preconstruction and have already created the Project in Procore. In this case the project already exists, and they will simply create a Submittal to officially hand off the Job package to move the project to Construction stage. They will add the CMS and then the CMS will add MLP, SPL, and CM to the Project Directory and Project Home Page. The project arrives via an IFC to CVM Submittal as an email notification from Procore.

3.1.2.   Method 2: Outside of Procore – The Upstream Department does not use Procore, and they will hand off the job package to the CMS either as a softcopy package via email or through SAP.  In this case, as there is no existing project in Procore the CMS will go ahead and create a new project once the package is received.

4. CVM INTAKE PROCESS - CMS

4.1.     The Construction Management Specialist (CMS) position will create new projects in Procore and/or respond to IFC to CVM submittals to start the workflow.

4.2.     If the project is already within Procore, the CMS will Update the project Directory, create the CVM Data - Construction Readiness Correspondence tool, and attach the construction ready job package from the stage five folder.

4.3.    If the project is not within Procore, the CMS will create the Project, create the Project Directory, upload Construction Ready Job Package Documents to the stage five folder, and create the Construction Bid Evaluation Correspondence and CVM Data Correspondence Tool item.

Helpful Tip: Double-click the workflow below to see the complete Project Workflow.

4.4.     Before adding any new projects in Procore, run a quick search to see if the project is already in Procore.

4.5.     From the Home Screen (Portfolio page), in the top left corner, type in any keyword to search, in the search field , and apply any filters that might be required. If the project already exists, then please proceed to the Project Directory section below or else create a new Project by following the instructions in Section

5. CREATING A NEW PROJECT IN PROCORE – CMS

5.1.     To create a new project within Procore, login and navigate to the Procore Home Page for the desired instance (Refer Section 2 to know how to login and select the instance).
5.2.     Click the + Create Project orange button on the top right of the landing page to create a new project.

5.3.    A new window will open. Please complete the required fields for the project’s PROJECT INFORMATION  

• Name: Please use the Project name from SAP – following the Global Standard Naming Convention. 
• Total Value: Find in Face Sheet.
• Start Date: Should be the day the project was initiated.
• Stage: Select Stage Gate: 5 - Construction from the dropdown. 
• Type: Select the appropriate Project Type from the dropdown based on the Job.
• Project Number:  Input the Primary Project Identification Number based on your Business Unit (Example: SAP No. or WO).
• Description: Copy from the Job Package.
• Country: Keep the default as 'United States'.
• Time Zone: Keep thge default as (GMT-8:00) Pacific Time (US & Canada).
• Address: Enter the Project Address.
• City: Enter the Project's City (if you know the town, enter that after the City, for example, SD - Rancho Penasquitos).
• State: Select the State.
• Zip Code: Enter the Zip Code. 

5.4.     Please complete the required fields for the project's ADVANCED and PROJECT MANAGEMENT sections utilizing the information below:

• Department: Enter the Name of the Project Owner Department, Record Owner.
• Program: Select the correct name (e.g., Reliability, New Business, System Hardening).
• Region: Select the appropriate region for the project.
• Budget Code: Find in TM1.
• MCU#: Find in SAP
• SAP Job Notification#: Find in SAP.

5.5.     The PRE-CONSTRUCTION and CONSTRUCTION applies to Transmission and Substation and will be filled out as applicable. Once all 

5.6.   Then click the Continue Project Set Up on the bottom right corner.

Note: Once the SAP integration is active later this year, it is likely that all projects will already be created, and these steps can be skipped. If this is the case – proceed to the steps below.

6. CREATE/UPDATE PROJECT DIRECTORY - CMS 

Once the project is created, select Continue to Project Set Up and it should take you to the Project Directory. This is where you can add the project team members who will need to access the project. If the project already exists, then these steps can be taken to update any missing personnel.

Note: The Directory is where all the users’ contact information is stored for project team members and vendors. From the Directory, users are invited to individual projects as project collaborators. User access is based on permission level which controls which tools they can access. The following steps will review how to add any CVM users if they are not already in the existing project directory.

6.1.     Some roles that may be required: CMS, FCA, and Construction Contractors once they are awarded the job. 

6.2.     From the Project Tools menu on the top select Directory.

6.3.     Once at the Project Directory, click +Bulk Add from Co. Directory orange button.

6.4.     Click the Select dropdown, type in the Person’s name in the Search option. The name should auto populate, select it from the dropdown. If the name appears in gray instead of black, it means the user is already added to the project.

6.5.     All the users should have a default project template applied at the Company level. Please only choose the template that applies to their role. If assigned template cannot be found or it’s blank, please reach out to the Procore Administrator for instance.

6.6.     Select the relevant Project Role (e.g., CMS, MLP, CM, FCA, etc.). click on the Notify? Box to send an email notification that they have been added to the project. Selecting the role in this step will also add that user to the Project Home Page for that role.

6.7.     After selecting the Project Role, click Add to Project.

7. ADD USERS TO HOME SCREEN - CMS

If the users in question are already added to the Project Directory, it is then important to add these users to the Project Home screen by assigning them a role. This will increase the visibility of those who are working on the job and ensure timely and effective collaboration. This is automatically accomplished in the previous steps for new users when you assign them a Project Role.

7.1.     To edit the Project Team hover anywhere on the table and you should see the Edit option towards the right just above the Mobile column. Click Edit.

7.2.     A new window will open where all the roles in Project Directory Settings can be seen. Add applicable users – CMS and FCA are required; CM, MLP, and SPL are optional; by selecting from the drop downs and hit the back button.

8. UPLOADING DOCUMENTS IN THE DOCUMENTS TOOL - CMS

Once a project is created in Procore, you will now be able to upload all project-related documents into the Documents tool section of the project.

8.1.     Confirm that the Job Package does not contain any Financial Information (DBL and Face sheet) and is Construction Ready before it is uploaded/moved to the Stage 5 – Construction folder.

8.2.     Gather all relevant project documents and prepare to upload them into Procore in Construction Package subfolder under Stage 5 – Construction folder. Files can be transferred from an encrypted USB stick, scanned onto your computer, or save from a softcopy from email or SAP onto your desktop for uploading.

8.3.     From the top menu bar, click the Project Tools dropdown and select Documents tool.

Note: Please do not upload Zip files, use PDFs.

8.4.     If there are multiple Job Notifications or Job Levels (One-to-Many Project Structure) then go to the appropriate level and click Stage 5 – Construction folder, then click the appropriate subfolder. All folder/subfolder structures should carry down from the project template when the project is created. Please follow the structure for that designated program – some will be in a one to one structure and some will be in one to many.

8.5.    Upload to the Stage 5 – Construction folder. Add only Construction Ready Job Package to the Construction Package sub-folder. Click +New then select File Upload. Next, Attach file(s). Alternatively, you can also use drag and drop feature to upload the files.

Note: Ensure that all financial information was already removed/redacted from the DBL and Face sheet when the Job Package was provided to CVM.

9. MANAGING THE PERMISSIONS FOR FOLDERS, SUB-FOLDERS, AND FILES IN THE DOCUMENTS TOOL – CMS

Ensure that the Contractors and others have restricted access to only those folders and files that are allowed to be viewed.

Note: By default, all the folders in each job level except the Stage 5 – Construction folder will be locked. This Stage 5 folder remains accessible to the project team including the Contractors.

Note: The permission levels of the top-tier folder will override the permissions of individual subfolders and files within. For instance, if there is a locked folder with a locked subfolder, granting user access to this subfolder without granting access to the top-tier folder will result in user not being able to access the subfolder. In this case the subfolder is inheriting the permissions of the top-tier folder and as the user does not have permissions to the top-tier folder the subfolder will not be visible or accessible. 

9.1.     To lock any subfolder or give access to a subfolder, select the subfolder, and click the ‘i’ (info) icon next to the Email icon on the top right corner of the page (In the screenshot the Stage 5 Construction folder is expanded and then the Field Change subfolder is selected).

9.2.    You should see a new pane with the General Information section. Click Permissions and check the Make Private box to lock.

9.3.     This will lock the subfolder and the files within the subfolder as indicated with the lock icon in the screenshot below. You should also see the Make Private box checked with a blue check mark. Click Manage Permissions beneath the Make Private option.

Note: The locked/private folders are only visible to members who have access.

9.4.    You will be on the Manage Permissions pop up window. Select the members to who should gain access to the folder. Enter the name in the Search area and select the member from the auto populated results by checking the box before the name.

10. CREATING THE CONSTRUCTION BID EVALUATION CORRESPONDENCE - CMS

The construction bid Evaluation is a CVM specific Correspondence created to keep all information in one place and to limit its visibility to the internal CVM team during the bid event. This is generally created once the job is confirmed to be a Quick Bid.

This new Correspondence will streamline activities under the CMS. These activities include managing the Quick Bid process (separately) and coordinating with the CM for reviewing the RFP documents and getting feedback in the process of awarding the contract to the appropriate Contractor.  

10.1. Navigation to Construction Bid Evaluation - Navigate to Project Tools from the top menu and select Correspondence tool.

10.2.   Click +Create in the orange box on the top right corner and select (Global) – Construction Bid Evaluation.

10.3.     Please fill out the following fields in the General Information section using the below details and click Create & Issue.

•  Status: Keep the default status - ‘Open’.
•  Subject: Enter the Job Package title.
• Assignees: Add the Construction Manager.  
• Received From: Select your name or the requestor’s name if you are creating this form on someone else’s behalf.
• Distribution Member: Add those who may need to be notified of this correspondence.
• Trades: Choose the work based on your job (Civil or Electric or SCADA)
• Description: Enter any special notes related to job or the RFP documents.   
• Attachments: Attach the RFP documents when the Contractors respond to the bid. Click Attach Files, select the Documents tool from Project Tools, expand the Job Notification then select the RFP subfolder.
• SAP Job Notification#: Find in Job Package or SAP created by the upstream department.
• Assigned FCA(s): Find in CVM Construction Contractor Smartsheet
•  Construction Company: Select the winning contractor's company name from the dropdown after the decision is made.
• Work Order#: Find in Job Package or SAP
• Due Date: Give 5 business days for Distribution and 7 business days for Transmission.

Note: The overall Construction Bid Evaluation process is essentially aligned for both Distribution and Transmission. However, one of the differences is the lead time given to the Construction Manager to review and provide feedback. Distribution gives 5 business days and Transmission gives 7 business days.

Note: For DPM Franchise work, additionally, you should send email notification to upstream department on the awarded Contractor information. DPM will provide any additional information that will impact the NTP.

10.4.     Create the Bid in Bidding tool by following the Quick Bid process.

Note: Please refer the Quick Bid process in the Training Center in case you are not familiar.

Reference: SDGE Training Center > Electric > Bidding Tool

11. RESPONDING TO THE CONSTRUCTION BID EVALUATION - CM

This Construction Bid Evaluation is a CVM specific Correspondence created to keep all information in one place and to limit its visibility to the internal CVM team during the bid event.

This new Correspondence will streamline activities under the CMS who will create this Correspondence for the Quick Bid jobs. You (Construction Manager) will be assigned to this Correspondence for reviewing the RFP documents and providing feedback in the process of awarding the contract to the appropriate Contractor

11.1.     Once the CMS assigns the Correspondence to you, an email arrives prompting you to use a link, click View Online to open the Correspondence directly.

11.2.     Alternatively, you can Navigate to Projects Tool menu and select the Correspondence tool. 

11.3.     You will be on the Correspondence page. Find the Construction Bid Evaluation Correspondence using the Number (‘2’ in the screenshot) or Subject (‘Test’ in the screenshot) provided in email. Click either of these two to open. 

11.4.     Review the information in the Correspondence. When you have completed your review and are ready to share your feedback, please open this correspondence by following the above two steps. Go to the Response text area in the Activity section. Type in your response (you may also attach any documents using Attach Files option (if necessary) and hit Post Response orange button on the bottom right corner.  

Note: Alternatively, you can also communicate your feedback to CMS by replying to the email notification from Procore.

12. CLOSING THE CONSTRUCTION BID EVALUATION - CMS 

After the bidding event in Procore's Bidding tool finalizes proceed to close the internal Construction Bid Evaluation correspondence before issuing the Notice to Proceed to the winning Contractor via the Notice to Proceed correspondence.

12.1.     Open the Correspondence and scroll down to the Activity section. Enter the closing response in the Response section and click Post Response and Change Status at the bottom right corner of the page.

12.2.     Click the Status dropdown and select Closed.

12.3.     Click Save and Change Status to post the response and close the Construction Bid Evaluation Correspondence.     

13. REVIEW DOCUMENTS - CMS

By now the Project is in Procore, the documents are uploaded (if needed), and Construction Bid Evaluation is created to get feedback on the job package and 

13.3.     If there are missing items, look in the Stage 4 folder. However, if you still can’t find them then mark the IFC to CVM Submittal as ‘Revise and Resubmit’. This will require the Upstream Department to resubmit the Job Package with missing item / document.

14. CREATING THE CVM DATA - CONSTRUCTION READINESS TOOL - CMS

• Status: Keep the default as 'Open'.
• Subject: Enter the Job Package Title and Job Number.
• Distribution Member: This is optional. Add anyone who can contribute or for visibility. You may add the CM, the FCA, the MLP, the SPL and anyone from upstream department who need to see.
• Origin Correspondence: Select from the dropdown (if applicable).
• Origin RFI: Select from the dropdown (if applicable).
• Attachments:  Attach the Job Package from the Documents tool.

Note: The Permits, Materials, and Crew Information sections will be filled out later by other stakeholder in the project.  

• Construction Manager: Find in CVM Contstruction Contractor Smartsheet.
• FCA: Find in CVM Contstruction Contractor Smartsheet.
• PO#: Find in Job Package or SAP (created by the upstream department).
• Must Finish by Date: Date for completion.If the Must Finish by Date is no longer feasible, the Strategic Project Lead can review with the Job Owner/ Project Manager and update the Must Finish by Date in the Job Level section of the CMV Data - Construction Readiness Tool.
• Construction Contractor Company: Select the winning contractor's company name from the dropdown after the job is awarded (should be done later).​​​​​

15. RESPONDING TO THE IFC TO CVM SUBMITTAL - CMS

        Table: List of Job Package Documents

15.6.      You will be in the Respond window. Choose an appropriate response. Enter any special notes for the Contractor related to the documents in the Comments section (if any). Click Preview.

16. COMPLETE THE CVM DATA CONSTRUCTION READINESS - MLP, CMS

There are multiple stakeholders involved in completing the Construction Evaluation and the Construction Readiness Tool. Each stakeholder who is not a CMS will have to proceed through the following steps.

There are multiple stakeholders involved in completing the Construction Readiness tool. Each stakeholder will have to proceed through the following steps.

• Environmental Release: Select the status from the dropdown - Yes,No,NA, Quick Release.
• All Permits Included:  Select the type of Permits from the dropdown (you can select multiple).
• Permit Notes: List all details or information needed for any applicable permits.

16.3.     The MLP should fill out Materials section.

• Materials Status: Provide the status of materials needed.
• Material Notes:  Add any required notes. 

16.4.     The Crew Information section is filled in once the job is awarded. Click Save.

Note: Please refer to the documentation on the Bidding process available in the SDGE Procore Training Center.

• Engineering Estimates: Refers to the value in dollars estimated by the project team or Construction team prior awarding the job.
• Award Amount: Refers to the value in dollars the was established after the Bid Event or awarded cost to the vendor. 

17. ISSUE THE JOB TO CONTRACTOR THROUGH NOTICE TO PROCEED– CMS

18. MATERIALS MANAGEMENT- DELIVERY CONFIRMATION - MLP

Once a Job is awarded and issued the Construction Contractor will need to process any materials delivered to them via this form as per Schedule H in the Master Service Agreement (MSA). This includes physical receipt, sign-off of materials and a verified acknowledgement that nothing is missing or damaged. This form is due to be completed within three days of taking delivery as per the MSA.

Note : The Materials Delivery Form is not required for any project that has less than five locations.

Receive and Review the Correspondence for Materials Delivery.

18.1.     Option 1: Click on View online the email notification to open Procore - you will be in the Correspondence area for the project.

Note: Attachments can be viewed directly in the form, or by navigating to the Documents Tool, then to the correct job level (Job Notification – 1 or 2 or 3) to review the Job package in the “Stage Five – Construction” and “Materials Management” folder.

18.2.      Option 2: Navigate to the corresponding (Global) SDGE – Materials Delivery Form in the Correspondence tool under Project Tools.

18.3.      Click the Number or Subject to open the respective form (as given in the email).

18.4.     After reviewing the attached documentation, if you wish to add any response then click Post Response.

Note: Each time you require new material (either due to a field change or for other reasons) the Contractor should officially request using the Response section of this form to reach out to the MLP. This is the established way to communicate any needs to the MLP and procure the material. 

Note: Materials Delivery form is due by the Contractor within three business days of taking receipt of materials (Materials Release Date) as outlined in MSA. Please make sure all deliveries for the project are listed here and, in the materials workbook, if applicable.

18.5.      All communication regarding the resolution of damaged materials will occur in the Activity section of the form and assignee and sender will receive an email from Procore when updates are provided. The Material Logistic Planner will always be the one to change the status to Closed once the project is completed.

Note: This form will stay open throughout the construction phase of the project. Please update each time a new PO is added, or a new delivery takes place due to any field changes.

19. CREATING AND CLOSING THE FIELD CHANGE ORDER - CMS

This is a new form (Correspondence type) that represents officially agreed upon field changes from the engineers to the contractors. If there is still a question about a potential change that needs review then that can go through the RFI tool as usual, however, once the change itself has been agreed upon, either in the RFI or in the field, then this form will have to be created for official project record.

FCN will be created by Construction Contractors for Engineers

FCO will be initiated by Engineering Team/Project management/ Construction Management for Construction Contractors

Note: EPICS (used by Transmission) will also fall under the FCO form.

Note: Depending on when the EPIC/FCO occurs during the project lifecycle there will be following variations to the process:

• If an EPIC/FCO occurs during the construction or before giving the Final Construction Redlines (As-Builts) to the Engineering team for review – only an FCO form will be used.
• If an EPIC/FCO occurs post-construction or during the review of Final Construction Redlines (As-Builts) by engineering groups – a new work order needs to be issued, which will in turn result in issuing an NTP and will be considered as a new project scope.
• If an EPIC/FCO occurs during the job walk or RFP process – It is a rev up (from REV0 to REV1) to the IFC package, and not to be issued as an EPIC/FCO.
• It is possible that if an upstream department also uses Procore that they may issue a new NTP directly to the contractor.

19.1.      Click Project Tools from the Project Home page and select Correspondence from the drop-down menu.

19.2.      From the Correspondence page, click the orange +Create button and select (Global) – Field Change Order Form.

19.3.      Complete all the required fields (marked with an asterisk) using the below information and then click Create & Issue at the bottom right.

• Status: Keep the default - “Open”.
• Subject: Give the Job Package Number and add a title to describe the change in very few words.
• Assignees: Select the Contractor, Project Manager, CMS, FCA, and RFI Manager (if applicable).
• Received From: Should always be you - the sender (SDG&E).
• Distribution Member: Select anyone else who may want to be notified of this form.
• Origin RFI: If this conversation originated in an RFI, please reference that here.
• Description: Describe the change to be made in as much detail as possible, specify where in the job package, mention if it affects specifications, or materials.
• Attachments: Add photos and/or documentation representing the agreed change, including any markups/redlines. These should all be uploaded in the Documents tool in the Stage Five – Field Changes subfolder and linked over here.

• SAP Job Notification #: The number is located in the job package and SAP.
• Project Manager: Choose from the drop-down
• Drawings Effected: if the change has an impact on drawings or sheets from the Job package (add drawing code/number/title)
• Reason For Change: Choose from the drop-down
• Proposed Solution: Please be descriptive in the decision that was made about proposed solution for the change.

19.4.     The creator, assignees, and those on the distribution list will receive email notifications that a new form has been created.

20. RESPONDING TO AND CLOSING THE FIELD CHANGE NOTICE- CMS

This is a new form (Correspondence type) that represents officially agreed upon field changes from the Construction Contractor to the project team. If there is still a question about a potential change that needs review then that can go through the RFI tool as usual, however, once the change itself has been agreed upon, either in the RFI or in the field, then this form will have to be created for official project record. If the change is large enough to have effected design, then the FCN will follow with “IFC to CVM” submittal and “NTP”.1.

FCN (Field Change Notice) will be created by Construction Contractors for Engineers.

FCO (Field Change Order) will be initiated by the Engineering team/ Construction Management for Construction Contractors.

20.1.      Option 1: When a new FCN Correspondence is created and issued, an email will arrive prompting you to use a link and open the FCN. Click View Online to open Procore - you will be in the Correspondence area for the project.

20.2.      Option 2: Navigate to the Project Tools menu, and the Correspondence tool, choose the corresponding Global Field Change Notice (You can find the correspondence item by its number).   

20.3.      Add response in Procore in Activity section, you can add your response and attach documents (if needed) using the Attach Files option.

20.4.      Responses will be cataloged in a numbered order in same FCN if the status of the form is open. The below screenshot is captured after entering the first response (indicated with an arrow).

Note: All FEWAs will take place in Smartsheet and are not outlined in this manual.

20.5.     If the FCN requires engineering change to be made, there will be a new IFC to CVM Submittal issued. Follow the steps outline in Section 15

21.  FIELD CONSTRUCTION ADVISOR - FCA

The Field Construction Advisor (FCA) works on the job in the field and approves the

The FCA responsibilities in Procore are:

• Review Job Package from the Documents tool
• Conduct Inspections (Daily Log tool on a mobile device)
• Review Field Change Notice/Order Correspondence
• Review Construction Redlines  and Approve Submittal (on laptop)

22. BEFORE YOU BEGIN - PROCORE MOBILE APP - FCA

23. CREATE DAILY LOG - FCA

23.1.     When you log in, you will see the Home screen with the Recent Projects that you are associated with. You can perform a variety of actions from your home screen:

23.2.     Click the Select Project dropdown on the top or See All menu below the Filter to go to the Select Project page which has all the projects that you have access to.

23.3.     Select the project you’re working on or type a keyword into the search bar to find. When you select a project, you will see the icons on your screen. You will only have the icons you need. You can also filter your search based on Company and sort the search results using Sort option. 

23.4.     Click the Filter icon to go to a specific instance. Check the box near the instance name and click Apply.

23.5.     To change to a different project, click the arrow (drop-down) at the top of the screen. Select the project you need.

Note: Mobile version can be submitted without being connected to the internet using Offline Mode.

23.6.     Open the Procore App and the correct project from the Home screen. Select the Daily Log from the Tools section.

23.7.     You will be on the Daily Log page. Select the Module Name that you wish to fill in (Notes module is selected in the captured screen), and then select the Orange + sign on the top right and fill in the necessary fields. Follow the same for each Module.

Note: Each Module can be created more than once for that day if applicable.

23.8.     Create a new Daily Log entry for the desired day as follows:

23.9.     NOTES: This is a section for general notes or comments on the project that wouldn’t apply to another area on the log.

23.9.1. Select the Notes module from the Daily Log Page (Section 23.1. to 23.7.).

23.9.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.

• Camera: Use this to take live photo(s) from your phone that gets attached directly.
• Attachments: Add any reference documents as needed.
• Comments: This is where any general comments about the site for that day can be entered.

Note: Once the Module is complete – it will take you back to the main menu for the day. If you have multiple notes, you can create as many as you want.

23.10.     MANPOWER: This is a section to capture the primary crew information, their subcontractor if applicable, and any activities being performed.

23.10.1. Select the Manpower module from the Daily Log Page (Section 23.1. to 23.7.).

23.10.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.

• Camera: Use this to take live photo(s) from your phone that gets attached directly.
• Attachments: Add any reference documents as needed.
• Company: Enter the company name of the Prime Construction Contractor for the designated crew. This is pulled from the Procore Directory, so there will be companies listed that may not be applicable.
• Workers: Select the number of workers in the crew for that day.
• Hours: Select hours worked by the crew. This defaults to 8 hours but can be changed, if necessary, by clicking on it.
• Comments: This is for general comments that do not apply to other fields.
• Sub Labor Source: If applicable, this the name of the Subcontractor Company that is performing the work on behalf of the Prime Contractor listed in the Company field. If not applicable, leave it blank.
• Foreman/Supervisor: Enter the crew Foreman’s first and last name.
• List of Monitors: This is a type-in field, you can use this for the Monitor type (Cultural, Biological, QAQC) and/or their name.
• Crew Activity Remarks: This is to enter the information about the activities being performed by the crew for the day.

Note: For companies that are not listed in the Company Field – choose SDG&E in the Company field and use the Sub Labor Source field for the company performing the work. This is only if they are not hired directly by the Prime Construction Contractor.

23.11.     Equipment: This section is about any onsite equipment, and its use.

23.11.1. Select the Equipment module from the Daily Log Page (Section 23.1. to 23.7.).

23.11.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.    

• Camera: Use this to take live photo(s) from your phone that gets attached directly.
• Attachments: Add any reference documents as needed.
• # Hours Operating: Enter how long the equipment was in operation.
• Inspected: Please skip this field and do not enable.
• Time: If there was an inspection, select the time when the inspection happened.
• Comments: Add any comments specifically about equipment being broken, idle, removed, or other issues.
• Equipment List - Civil: Select as applicable (Multiple Select) – however you cannot select an item more than once, so the quantity will be one if you choose this method.
• Equipment List - Electric: Select as applicable (Multiple Select) – however you cannot select an item more than once, so the quantity will be one if you choose this method.

Note: If you would like to showcase multiple pieces of the same equipment, you can make one entry per piece, and/or put in the comments how many of that equipment was there. Though this is not required.

23.12.     PHOTOS:  This is a section to upload the Photos either by capturing live using the capability or uploading the picture captured in your phone’s library or Photos already saved in Procore. The top three options are for the Camera, Photos from your Device or Photos from Procore.

23.12.1. Select the Photos module from the Daily Log Page (Section 23.1. to 23.7.).

23.12.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click the Photos.

23.12.3.    Option 1: Take a Photo (live from the camera roll)

23.12.3.1. Select an Album if desired in the Top Ribbon Drop-down.

23.12.3.2. Take a photo with the Photo button.

23.12.3.3. The photo will appear with an Orange notification bubble in the bottom left.

23.12.3.4. Click on the Photo and you have an option to add a description.

23.12.3.5. Exit the Camera and the photo will appear as a part of the log. Click Done.

23.12.4.    Option 2: Choose from Procore (already in Procore)

If you have not already uploaded the photo to the Photos tool, then complete these steps:

23.12.4.1. Select Library to pull Photo From.

23.12.4.2. Choose desired Photo and Click Done.

23.12.4.3. Navigate to Photo tool and select Photo.

23.12.4.4. Click the Info button and fill in the Description. Click Save.

23.12.4.5. Return to Daily Log Tool and choose Photo from Procore. Click Done.

23.12.5.    Option 3: Choose from Library (already in device).

23.12.5.1. Select Library that photo is in.

23.12.5.2. Select Photo.

23.12.5.3. Click on Photo and fill in Photo Description. Click Save.

23.12.5.4. Click the back button once and click Upload Photo. Click Done.

Note: To delete a photo, select that photo in the Photos Module main screen, then select the trash can icon at the bottom of the screen.

23.13.     VISITORS: This is for any on site visitors that are not performing work, they are of two types: project team, and miscellaneous visitors.

23.13.1. Select the Visitors module from the Daily Log Page (Section 23.1. to 23.7.).

23.13.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.     

• Visitor: Visitors who are in the project team that are not on site regularly (Project Manager, Program Director) these names pull from the Project Directory for Procore.
• Start/Stop Time: Select the time they were on site.
• Comments: Enter the notes related to the visit.
• Misc. Visitors: There might be visitors that do not have Procore access – this is where you would input them.
• Deliveries: Input any deliveries that need to be noted - Materials, Equipment, etc.

23.14.     SAFETY VIOLATIONS: This section outlines any safety issues that occur onsite.

23.14.1. Select the Safety Violations module from the Daily Log Page (Section 23.1. to 23.7.).

23.14.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.

• Camera: Use this to take live photo(s) from your phone that gets attached directly.
• Attachments: Add any reference documents as needed.
• Safety Notice: Tap the Safety Notice field. Enter the name/number of the safety notice issued.
• Time: Select the time when the violation happened.
• Subject: Briefly describe the violation in a few words.
• Issued To: Select the appropriate company.
• Compliance Due: Input any important date that needs to be met for the issue and other compliance standards.
• Comments: Input the details regarding the violation, please be as detailed as possible. If a subcontractor was involved, note that here.

23.15.     DELAY:  This section outlines any Project Delays that are not Safety related.

23.15.1. Select the Delay module from the Daily Log Page (Section 23.1. to 23.7.).

23.15.2. Select the Orange + sign on the top right and fill in the necessary fields using the information below. Click Save to complete the Module.

• Camera: Use this to take live photo(s) from your phone that gets attached directly.
• Attachments: Add any reference documents as needed.
• Delay Type: Select the type of delay from the drop-down.
• Start and End Time: Select how long was the work delayed for the day.
• Location: Select the location of the delay (if applicable). This field pulls from the Project Location field.
• Comments: Describe any details of the delay, what happened, what it delayed, etc.

24. COMPLETE AND DISTRIBUTE DAILY LOG REPORT - FCA

24.1.     Navigate to your project's Daily Log tool on an iOS/Android mobile device (Section 23.1. to 23.7).

24.2.     Navigate to the date of the daily log you want to mark as 'Complete.'

24.3.     Once all relevant logs for the selected day have been completed, tap Complete Day. You will see two options Complete & Distribute (to complete and send email notifications) and Complete Only (to complete but avoid sending email notifications), select the appropriate one.

Note: You should at least have one log entry to see the options to complete the Daily Log Report.

Note: When a daily log is marked as complete, entries cannot be added or modified. To make changes after this fact, the day must be re-opened.

Note: For Transmission, click Complete and Distribute since there is a default distribution list to be sent email notifications.

25. NAVIGATING TO PAST DAILY LOG ENTRIES - FCA

25.1.     After selecting the Daily Log tool (Section 2.1. to 2.7), click the Calendar View option under the Daily Log date at the top of the menu. The calendar view lets the user navigate to different dates. Dates with Daily Log entries have dots on the calendar date.

25.2.     To review past Daily Log entries, navigate to the desired date, make sure there is a dot signifying the log entries are available to view, then hit View Day.

Note: Dates in green have already been completed/closed.

25.3.     The Daily Log menu for that day will appear, allowing the user to touch and open each entry section and review the entered information.

25.4.     The general navigation in the top left corner allows the user to go back to the previous screen, the top right corner may have a + if the day is not yet closed, allowing for adding more entries.

25.5.    To navigate back to the current date, select the Calendar View option again, navigate back to the current date, and hit View Day.

26. CREATE DAILY LOG FROM PREVIOUS ENTRY - FCA

This should be used only when the crew and work is the same as the previous day.

Note: Photos do not carry over.

26.1.     Open the Procore App and select Daily Log from the tools (Section 2.1. to 2.7).

26.2.     Select Copy icon at the top right corner of the screen to copy the Daily Log.

26.3.     Choose the Copy from Date using the dropdown.

26.4.     Choose Copy to Date using the dropdown (you cannot choose a future date at this time).

26.5.     Select the modules you want to copy from the day using the Daily Log Modules option.

Note: if you repeat this, it will copy the same information into the new Daily Log over and over.

26.6.    Hit Copy Logs then a new Daily Log populates and opens.

27.  MATERIALS MANAGEMENT - RECONCILIATION - MLP

There are two primary use cases where you are required to submit the Material Returns Form:

27.1.     When there are damaged materials and a replacement needs to be requested this form will be filled out for that specific PO, once the replacement has been received, there will also need to be confirmation that the damaged item has been returned.

27.2.     Once construction is completed and as a part of the Construction Redlines process, Contractor will need to reconcile any leftover/Unused materials as per Schedule H in the Master Service Agreement (MSA). For this use case, this form is due to be completed within three business days of the completion of work, and the packaging of any unused materials for return is due within seven days of work completion.

Receive And Review the Correspondence for Material Returns.

27.3.     Option 1: Click View online the email notification to open Procore - you will be in the Correspondence area for the project.

Note: Attachments can be viewed directly in the form, or by navigating to the Documents Tool, then to the correct job level (Job Notification – 1 or 2 or 3) to review the Job package in the “Stage Five – Construction” and “Materials Management” folder.

27.4.     Option 2: Navigate to the corresponding (Global) SDGE – Material Returns Form in the Correspondence tool under Project Tools.

27.4.1.   Click the Number or Subject to open the respective form (as given in the email).

27.5.     Scroll down to the Activity section and add comments for the MLP under Response and click Post Response.

27.6.     All communication regarding the resolution of damaged materials will occur in the Activity section of the form and assignee and sender will receive an email from Procore when updates are provided.

Note: The Contractor is required to complete the “Material Returns Form” with updated “Material Workbook” within three days of the Actual Construction Completion date and the completion of packaging of all materials for relocation or return must be done within seven business days per their MSA.

27.7.     All communication regarding the resolution of returned materials will occur in the Activity section of the form and assignee and sender will receive an email from Procore when updates are provided. The Material Logistic Planner will always be the one to change the status to Closed.

28.  CLOSING OUT A PROJECT - CMS, FCA, MLP

CONSTRUCTION REDLINES REVIEW PROCESS

28.3.     From Project Tools in the top menu bar, select Submittals. 

28.4.     Click +Create orange box on the top right corner and select Submittal.

28.5.     Complete the required fields in the General Information section using the information below. 

• Title: Enter the Job Notification Number and add “Construction Redlines Review” after the Job Notification.
• Submittal Type: Select the appropriate Submittal type from the drop-down based on the type of work.
• Responsible Contractor: Select the primary contact of the Construction Contractor.
• Received From: This is always you or the person on behalf of whom you are creating the Submittal.
• Submittal Manager: This should be you. The Submittal Manager will be responsible for closing the Submittal.
• Status: Keep the default as ‘Open’.
• Distribution List: Select members who should be notified of the Submittal (Optional).
• Description: Add any notes for the Contractor. You can also mention if there is any specific information or additional documents that you are expecting as a part of the Construction Redlines package.
• SAP Job Notification#: Find this number in the job package or in SAP.
• Trade:  Please select from Civil, Electric or Scada based on the job.

28.6.     Refer the tables in Section 3 and create a multi-step workflow under the Submittal Workflow section based on the Submittal type. In Step 1 select the primary contact of the Contractor company. Change the default Role from ‘Approver’ to Submitter.

28.7.     Add more steps as per the guideline of workflow (Appendix) based on the Submittal type. Keep the default Role as ‘Approver’ in all the steps. Click the Create and Send Emails orange button.

Note: Some Procore instances use Submittal Templates – you do not have to fully create the workflow if this is the case. Choose the correct Submittal template and add the users needed to proceed.

28.8.     Responding to the Submittal - As an Approver

Responding to the Submittal as an approver will move the workflow towards completion. There must be one Submittal for each Job Level and each work type. The packages will not be combined. Each Submittal will arrive via email notification with a link to the project and the Submittal.

28.8.1.     An email will arrive prompting you to use a link. Click View Online to open the Submittal directly.

28.8.2.     Alternatively, instead of using the email link, Navigate to the Project Tools menu and select the Submittals tool. 

28.8.3.     Choose the corresponding Submittal (You can find the Submittal item by its Number provided in email) and click View  to open the Submittal. 

28.8.4.     The yellow banner indicates that the Ball is in your court. Review the Construction Redlines submitted by the Contractor and click Respond orange button on the right side of the page to provide appropriate response (you should see Edit Response or Respond option to respond).

28.8.5.     A popup window will appear. Click Attach Files (if applicable) or skip this step and the next step (28.8.5 to 28.8.6) and click Next.

28.8.6.     Select Documents in the left pane. Navigate to the Correct Job Level, Stage 5 Folder, and Construction Redlines subfolder in the Documents tool and select the Construction Redlines documents you uploaded in the previous steps. Click Attach and then click Next.

Note: You must follow the SDG&E document naming convention while naming your Construction Redlines Package file. 

28.8.7.     You will be in the Respond window. Choose an appropriate response. Enter any special notes for the Contractor related to the documents in the Comments section (if any). Click Preview.

28.8.8.     Once you click Preview, the next window will display the next steps in the Submittal process. Click Respond to finalize Submittal response and move the Submittal to the next step. 

28.8.9.     If the Construction Redlines need to be revised:

28.8.9.1.   If the Construction Redlines have errors, and cannot be approved, the Submittal should be marked as “Revise and Resubmit” (Refer to step 28.8.7.) by stating the reasons in the comments section to resolve any issues.

28.8.9.2.   A Submittal revision will then be created by the CMS, and you will then resubmit the Construction Redlines in the revised Submittal indicated by Revision Number 1 (if it is the first revision). Open the Submittal that was not approved, click the Ellipsis menu (three dots icon on the right corner of the page) next to Edit and select Create Revision from the dropdown. 

28.9.     Closing the Construction Redlines Submittal Tool 

28.9.1.     Open the corresponding Construction Redlines Submittal via the link in email (refer section 28.8.1.) or by navigating to the Submittals page (refer section 28.8.2.). Click Close & Distribute on the Submittal. You should be on the Close & Distribute Submittal popup. 

28.9.2.     Select members who should be notified of the closing of the Submittal in To and CC fields. Check the Create revision upon close and distribution box if you wish to create a revision else leave it unchecked. Enter any closing message. Select the official response from the FCA/CM in Workflow Responses and click Distribute orange button.

Note: If you check the Create revision upon close and distribution box then you must select the official response in Workflow Responses from the FCA/CM. In this case the Distribute orange button will change to Distribute and Create Revision button.

28.9.3.     All the members in To and CC will get notified of the distribution via email with Distribution Response and other high-level details related to the closing of the Submittal.

29.  CONSTRUCTION CLOSE-OUT-  CMS

Construction Redlines  Submittal notification

29.1.     After the FCA approves the Construction Redlines, the CMS will receive a Submittal notification. Go into the Submittal and Print out the Submittal Coversheet.

29.2.     Copy the Approved Final Construction Redlines to the Stage 6 - As-builts Folder.

29.3.     Upload the Printed Cover Sheet with the Construction Redlines into SAP (workstream to SAP).

29.4.     Close-out project in SAP/CPD (reference CPD procedure).

29.5.     Go back into the CVM Data - Construction Readiness Tool and update the  Status to Closed. Click Save.

29.6.     If the project was created by CVM, please update the Project Information Details for Stage Gate to Stage 6 – Closeout. Update Admin screen to close out project.

29.7. Only complete this step if all work orders have been closed out in CVM Data - Construction Readiness Tool. Also, make sure to double check that all Submittals are closed. Go to the Admin tool in Procore to Update the Job Stage to Completed.

Note: If the Project was not created by CVM then skip the above steps.