COMPLETING IPO WORKBOOK

SYSTEMS APPROVE SOVAND BUDGET

Use Google Chrome as your preferred browser when navigating the System Approve SOV and Budget applications.

  1. Login to Oracle via OKTA and access “Internal Purchase Orders” from the “Fire Alarm” Responsibility.

  1. Verify that you are on the RFP Log tab and filter by project as necessary. Locate the RFP you are looking for and click the description.

  1. In the Project Description Screen, click “Download”
  1. The file will download at the bottom of your screen. Click the file when it has finished downloading.
  1. When the file opens, click “Enable Content”
  1. The system will require you to save the file. Choose a file name and location, then click “Save.”

  1. The Intercompany Excel Workbook will open. Select the facility type from the “Systems Tools” tab from the top. This will load the equipment into the Takeoff sheet.

  1. Once the equipment list loads, enter the counts in the approved WBS columns. You can also adjust the labor model using the Dropdown in BOM Actions section (default is Parts/Smarts).

  1. You can add additional items to the cBOM by clicking the “Add Items Button” in the BOM Actions section.
  2. To search for an existing item in the database and add, choose the “Search Existing Items” tab and expand the section by clicking the icon next to the Vendor Name. Then click Add Checked Items at the bottom.
  1. To add a brand new item, click the “Add New Items” tab and enter the information in the form. You can also select an item from the dropdown and hit jumpstart to populate most fields in the form. Then adjust the fields as necessary and click “Add Item.”

  1. To hide (or show) unused items in the Takeoff Tab, click the “Show/Hide Unused” button in the ribbon. This will condense the sheet and make it easier to read.
  1. When the take-off is complete, click on the “Adjustments” tab at the bottom.
  1. On the adjustments tab, enter the following and then click the “Budget” Tab.
  2. General conditions values, applicable (red) rates, and applicable notes.
  1. For the applicable systems, write in Qty and Notes in Labor, Equipment and Materials, and General Conditions sections.
  1. From the “Budget” Tab, click the “Build Budget” button.

You will get a message when the Budget Build is finished, and the budget will open.

  1. Once the budget opens adjust contingency percent or fixed value as needed.
  2. Verify the following sections in the Budget Tab are correct:
  3. Contract value
  4. General conditions comes from adjustments sheet
  5. PM and Design Labor (budget = cost + burden) comes from adjustment sheet
  6. Equipment values come from take-off
  7. All tech labor comes from adjustments sheet and goes on line .M for system type

When all is verified, click the “SOV” Tab.

  1. From the “SOV” Tab, verify all line item values. When verification is complete, click the “Generate Oracle Data” Button.
  1. You will get a message when the data is generated.
  1. Return to the IPO system and click “Upload.”

An Oracle data upload window will appear. Right click in the box and paste the data from the EXCEL workbook. Then click next.

  1. Once the data loads, click the “Budget” Tab. Verify budget line item values are correct.
  1. Click the “SOV” Tab and verify the SOV line item values are correct. Once the Budget and SOV are verified, click “Submit Changes.” This will submit the SOV to the OPS Team.

Once the SOV is submitted, there is box to auto-approve the SOV. This will move the SOV into Approved Status automatically (the OPS Team does not need approve it). There will be email notification sent to you confirming the SOV is approved.

REV. 07/21/16Completing the IPO Workbook

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