Configuring Systems and Phases

eSUB users have the ability to customize their projects into Systems and Phases in order to better categorize costs and labor hours. Systems and Phases allow companies to add another level of organization and tracking to projects which provides more detailed data to better understand where projects are going over or under budget. This information is beneficial to managers and executives to improve planning for future projects. 

Project Hierarchies 

The project-level hierarchy can be explained in the following flow chart:

It is important to note that each Systems and Phases are customized on a project-level basis. Each Phase can only be tied to a single System, whereas multiple Phases can be tied to a single system. 

Basic Hierarchy Requirements

The following points must be kept in mind when creating a System/Phase hierarchy on your project:

• An unlimited number of Systems and Phases can be created for a project
• 1 System is required per project*
• 1 Phase is required per project*
• Cost codes will replicate for each Phase unless the cost code has been “hidden” for the project
  • It is not possible to hide cost codes from individual Phases
• Systems and Phases cannot be deleted after creation, so it is important to map-out your project structure using the planning template for download at the bottom of this article.

In order to utilize Systems and Phases they will need to be configured prior to adding job cost estimates and contract amounts when you are configuring your project. If this is not completed at the start of the project, estimated costs, actual costs, labor hours, etc. will have to be edited to map to the correct System/Phase later on.

*When creating a new project, eSUB will create a "DEFAULT - System" and "DEFAULT - Phase". This is a requirement and will not affect your use of eSUB in any way.

Configuring Systems and Phases

A user must be a "Project Manager" level user or above and be granted 'full access' to the Project Set Up permissions to manage Systems and Phases.

If you only require one level of hierarchy, skip step 3. Systems are not needed if only one additional level of tracking is necessary.

1. Select a project
2. Select Project > Configure Project > Advanced Setup
3. Select Add System 
   
   1. Select  to rename "SYS001 – DEFAULT System" before creating additional Systems
      
   2. Create additional Systems as needed and select Save after each input
      
4. Return to Advanced Setup
5. Select Add Phase and repeat Step 3
   
   1. Rename “PHS001 – DEFAULT Phase” and add additional Phases as needed
   2. Link each Phase to their appropriate Parent Project/System
      
   3. If CORs have already been added to your project, ensure that you have indicated the “Last COR No.” for each Phase to correctly allocate your existing CORs to the applicable Phase
6. After completion, proceed to enter your job cost estimates and contract amounts
   
   

   Use numerical characters as your "System/Phase No" to facilitate easy sorting. It is recommended to use the appropriate number of characters to accommodate the number of systems to be created i.e. "01" in lieu of "1" if the number of systems will surpass 9 systems.

Tips and Tricks

• On the web, you will be required to select the applicable System and Phase via dropdown selection in various eSUB modules such as Daily Reports, Purchase Orders, Subcontracts/Subcontract Change Orders, and Change Order Requests.
  • Selections will populate showing BOTH assigned numbers and descriptions in the following format: “SYSTEM NO./PHASE NO. – SYSTEM DESCRIPTION/PHASE DESCRIPTION”
  • To maximize user-experience; keep System or Phase numbers limited to 3 characters and descriptions to 10 characters.
• On the mobile app (Field Works), you will be required to select the applicable System and Phase via dropdown selection when entering crew time on a Daily Report.
  • Selections will populate showing ONLY descriptions in the following format: “SYSTEM DESCRIPTION/PHASE DESCRIPTION”
• On the mobile app (eSUB Time/Kiosk), you will be required to select the applicable System and Phase in addition to cost code after selecting the project if there are multiple System/Phases set up.
• Use Phases to distinguish between items such as Base Contract Work, Alternatives, and Extra Work.
• Use Phases to budget and track work to specific areas and/or work packages of the project such as Floor 1, Floor 2, etc.
• Use Systems and Phases to replicate your SOV items submitted to your GC or Owner in order to track actual labor hours and costs per SOV item. This will provide additional confirmation and analysis when submitting your Pay Application.