Construction Management Processes
| # | Prefix | Process Name | Description | Process Initiator | 1 | AES | A/E Selection | Selects Professional Services for the project; even for re-sites. | Construction - Coordinator 4 Construction - Project Manager | 2 | AAF | Allowance Authorization Form | In e-Builder, an Allowance Authorization Form is a specific tool or process used within the platform to manage and approve the use of allowances in a construction project. While e-Builder doesn’t publicly detail every form in its system (since it’s a proprietary, customizable tool), based on its functionality and common construction management practices, here’s what it generally entails:
What It Is An Allowance Authorization Form is typically a digital document or workflow in e-Builder that allows project stakeholders (e.g., owners, project managers, or contractors) to request, track, and authorize the use of pre-allocated budget allowances. In construction, an "allowance" is a set amount of money reserved in the project budget for anticipated but not fully defined costs—like materials with fluctuating prices or unforeseen expenses that aren’t covered by the base contract. Purpose in e-Builder Budget Control: It ensures that spending from an allowance stays within the approved limit and is properly documented. Approval Workflow: The form routes the request through e-Builder’s automated workflow to the appropriate parties (e.g., owner or financial manager) for review and approval. Transparency: It provides a clear record of how allowance funds are being used, linking them to specific project needs or changes. How It Works in e-Builder Initiation: A user (e.g., a contractor or project manager) identifies a need to use allowance funds—say, $5,000 for unexpected plumbing upgrades. Form Creation: They access the Allowance Authorization Form in e-Builder’s "Processes" or "Cost Management" module, filling in details like: Description of the expense (e.g., "Additional piping due to site conditions"). Amount requested from the allowance. Supporting docs (e.g., quotes, photos). Submission: The form is submitted into e-Builder’s workflow, which routes it to designated approvers. Review and Approval: Approvers (e.g., the owner or PM) evaluate the request. If approved, the allowance funds are authorized for use. Integration: Once approved, e-Builder updates the project budget, reducing the allowance balance and reflecting the cost in the financial tracking (e.g., increasing encumbrance or actual costs). Audit Trail: The system logs all actions—who requested it, who approved it, and when—ensuring accountability. Why It’s Useful Prevents overspending by requiring formal approval before tapping into allowance funds. Keeps the project team aligned on budget adjustments. Ties allowance usage to specific project changes, making it easier to justify costs later (e.g., during audits or owner reviews). | General Contractor | 3 | PYAPP | Application for Payment | In e-Builder, an Application for Payment is a process or form used within the platform to manage and process payment requests from contractors, vendors, or other parties involved in a construction project. As an owner-centric project management tool, e-Builder streamlines this by integrating payment applications into its cost management workflows, ensuring payments align with contract terms, work completed, and budget constraints. Here’s what it entails based on its typical functionality:
What It Is An Application for Payment is essentially a formal request for payment submitted by a contractor (or subcontractor) for work performed or materials supplied during a specific billing period. In e-Builder, this is digitized and tied to the project’s financial tracking, often mirroring industry-standard formats like the AIA G702/G703 (Application and Certificate for Payment and Continuation Sheet). Purpose in e-Builder Payment Processing: Allows contractors to request funds for completed work, materials, or milestones. Verification: Enables owners or project managers to review, approve, or adjust the request based on progress and contract terms. Budget Integration: Links payments to the project budget, updating committed and actual costs in real time. Audit Trail: Provides a documented history of payment requests and approvals for transparency and compliance. | General Contractor | 4 | BUDG | Budget Initiation/Adjustment | In e-Builder, Budget Initiation/Adjustment refers to the process of setting up or modifying a project’s budget within the platform. As an owner-focused construction management tool, e-Builder allows users to establish an initial budget (initiation) and make changes (adjustments) as the project evolves—whether due to scope changes, contingency use, or other financial updates. Here’s a detailed explanation based on its typical functionality:
What It Is Budget Initiation: This is the creation of the project’s original budget in e-Builder. It involves defining the total funds allocated, breaking them down into categories (e.g., labor, materials, contingency), and linking them to contracts or cost items. Budget Adjustment: This is the process of modifying that budget after it’s been set—adding or reallocating funds, accounting for approved changes (like Change Orders), or correcting errors. Purpose in e-Builder Financial Foundation: Budget Initiation establishes the baseline for tracking all project costs. Flexibility: Budget Adjustments ensure the budget reflects real-time changes, keeping financial oversight accurate. Integration: Both processes tie into e-Builder’s cost management tools, syncing with commitments, actual costs, and forecasts. How It Works in e-Builder Budget Initiation Start a New Project Budget: Log into e-Builder and select the project. Navigate to the "Cost Management" or "Budget" module. Choose "Create Budget" or "Initiate Budget" (exact phrasing depends on your setup). Enter Budget Details: Total Amount: Input the overall project budget (e.g., $1,000,000). Breakdown: Divide it into line items or categories—e.g., $400,000 for construction, $100,000 for contingency, $50,000 for design fees. This might align with a Work Breakdown Structure (WBS) or Chart of Accounts. Funding Sources: Specify where the money comes from (e.g., owner funds, grants), if applicable. Baseline: Set this as the “Original Budget,” which e-Builder uses as a reference point. Submit and Approve: Submit the budget into the workflow for approval (e.g., by a finance team or project director). Once approved, it’s locked as the starting point, visible in the Cost Dashboard. Budget Adjustment Identify the Need: Adjustments might stem from a Change Order, contingency use, allowance allocation, or an error in the initial budget. Access the Budget: Go back to the "Cost Management" or "Budget" module. Open the existing budget and look for an option like "Adjust Budget," "Modify Budget," or "Create Budget Change." Make the Adjustment: Add Funds: Increase a line item (e.g., add $20,000 to construction due to a Change Order). Reallocate: Move money between categories (e.g., shift $10,000 from contingency to materials). Details: Provide a reason (e.g., "Approved CO #3 – Additional roofing”) and link to related processes (like a Change Order or Contingency Authorization). Attachments: Upload supporting docs if required. Route for Approval: Submit the adjustment into e-Builder’s workflow. It goes to approvers (e.g., project manager, owner) based on your project’s rules. Approvers review and sign off digitally. Update the System: Once approved, e-Builder updates the “Current Budget” (Original Budget + Adjustments), reflecting the new totals in financial reports and dashboards. Key Features Original vs. Current Budget: e-Builder tracks the initial budget separately from the adjusted one, so you can see how it’s evolved. Audit Trail: Every adjustment is logged—who made it, why, and when—for accountability. Real-Time Sync: Adjustments automatically affect related areas (e.g., commitments, forecasts), keeping everything aligned. Example Initiation: You set a $500,000 budget—$300,000 construction, $50,000 contingency, $150,000 design. Adjustment: A Change Order adds $25,000 for extra concrete. You adjust the budget by pulling $25,000 from contingency, reducing it to $25,000 and increasing construction to $325,000. Current Budget becomes $500,000 (unchanged total, just reallocated). | Finance - Coordinator II Project Dev Finance - Coordinator IV Finance - Coordinator IV Data Management Finance - Coordinator IV Project Dev Finance - SF Accountant | 5 | C.A.F | Capital Authorization Form | Developed for the purpose of approving authorized funding in eB. | Construction - Project Manager Finance - Coordinator II Project Dev Finance - Coordinator IV | 6 | COSC | Certificate of Substantial Completion | Architect/Engineer Initiate a Certificate of Substantial Completion process. 2 documents need to be uploaded, the COSC document and Punch List Items document. Certificate of Substantial Completion (COSC) document will be DocuSign by: Architect/Engine. | Architect / Engineer Construction - Project Manager | 7 | CSR | Change in Service Request | Any and all services that are in addition to or over and above an engineer's/consultants Basic Services must be approved via a Change in Services Request (CSR). | Architect / Engineer Professional Service Provider Professional Service Provider - Commissioning Services Professional Service Provider - Constructability Review Professional Service Provider - GeoTech Services Professional Service Provider - Schedule Review Services Professional Service Provider - Test & Balance | 8 | CO | Change Order | A Change Order (CO) is a formal agreement between the District and the Contractor that sets forth a description of the change, the amount of adjustment to the contract price, if any, and/or the extent of adjustment to the contact time, if any. | Architect / Engineer Construction - Project Manager | 9 | COR | Change Order Request | The Contractor submits a Change Order Request (COR) to the A/E (or PM) requesting contract amount and/or time adjustments based on conditions encountered. A Change Order Authorization (COA) is an interim document used by the A/E and/or PM to evaluate | General Contractor | 10 | CAP | Commitment Approval | Approval of a Contract that is initiated after bidding for Construction contracts and initiated by Procurement Manager in the RFP process for Design contracts. | Procurement - Construction Compliance Procurement - Documents Clerk Procurement - Documents Manager | 11 | CAF | Contingency Authorization Form | In e-Builder, a Contingency Authorization Form is a digital tool or process used to request, approve, and track the use of contingency funds within a construction project. Given e-Builder’s role as an owner-focused project management platform, this form is designed to manage the allocation of a project’s contingency budget—money set aside to cover unexpected costs or risks that aren’t covered by the base contract or allowances. Here’s a breakdown based on its typical functionality and construction management norms:
What It Is A Contingency Authorization Form is a structured request within e-Builder that allows project stakeholders (e.g., project managers, owners, or contractors) to tap into the contingency budget when unforeseen issues arise. Unlike allowances (which are budgeted for specific, semi-predictable items), contingency funds are a general reserve for surprises—like design errors, site conditions, or emergency repairs. Purpose in e-Builder Control Spending: Ensures contingency funds are used only with proper justification and approval, preventing misuse or depletion. Workflow Management: Routes the request through e-Builder’s automated approval process to key decision-makers. Financial Tracking: Updates the project budget and maintains an audit trail of contingency usage. How It Works in e-Builder Access the Form: Log into e-Builder and navigate to the specific project. Go to the "Cost Management," "Change Management," or "Processes" module (exact location depends on your setup). Look for "Contingency Authorization Form," "Contingency Request," or a similar option to initiate. Fill Out the Details: Description: Specify why contingency funds are needed (e.g., "Unforeseen foundation repair due to soil instability"). Amount: Enter the requested sum (e.g., $10,000). Justification: Explain the issue and why it falls under contingency rather than scope or allowance. Attachments: Upload evidence like photos, reports, or contractor quotes. Impact: Note any schedule or scope changes tied to this request. Submit for Approval: Submit the form into e-Builder’s workflow. It’s routed to approvers (e.g., project manager, owner, or finance team) based on your project’s predefined rules. Notifications alert the relevant parties to review it. Review and Approval: Approvers assess the request—checking if it’s valid, reasonable, and within the remaining contingency balance. They approve, reject, or request more info directly in e-Builder. Budget Update: If approved, e-Builder adjusts the contingency line item in the budget, reducing the available reserve and reallocating the funds (e.g., increasing encumbrance or actual costs). The change is reflected in real-time financial reports. Documentation: The system logs the entire process—who submitted, who approved, when, and how much—ensuring transparency for audits or reviews. Key Differences from Other Forms Vs. Allowance Authorization: Allowances are for planned-but-undefined costs (e.g., tile upgrades); contingency is for true surprises (e.g., hitting bedrock during excavation). Vs. Change Order: A Change Order often changes the contract scope or terms, while a Contingency Authorization typically uses existing reserve funds without altering the contract. Practical Example Scenario: During construction, you discover faulty wiring not covered in the original plan. It’ll cost $8,000 to fix. Action: You file a Contingency Authorization Form in e-Builder, detailing the issue and attaching an electrician’s quote. Result: After approval, $8,000 is drawn from the $50,000 contingency budget, leaving $42,000 remaining. | General Contractor | 12 | CSCPC | Contract Signature CPC | Contract Signature via DocuSign. Once completed, distribute the document to the A/E, Consultants, PM and Clerk. | 13 | EAP | Easement Approval Process | This process is initiated by the CM in order to have RPM approve all easement documents required by other jurisdictions. | Construction - Project Manager | 14 | FMC | Facility Modification Request | PROJECT APPLICATION FORM FACILITY MODIFICATION THROUGH EXTERNAL PARTNERS. Selected Projects Only | Construction Site - C4 Construction Site - Clerk Construction Site - PM | 15 | INCA | Increase Encumbrance/Contract Amendments | Increase Encumbrance refers to adjusting the amount of funds reserved or committed for a specific purpose in a financial or project management system, like e-Builder, to account for additional costs or obligations. In the context of construction management software such as e-Builder, it typically relates to updating the budget or contract to reflect a change—like a Change Order—that increases the financial commitment (encumbrance) on a project.
Breaking It Down Encumbrance: This is money set aside or earmarked for a specific expense, ensuring it’s not spent elsewhere. Think of it as a placeholder in the budget for anticipated costs (e.g., a contractor’s invoice or a purchase order). Increase Encumbrance: This means raising that reserved amount because the cost of something has gone up. For example, if a Change Order Request (COR) is approved, adding $10,000 to a contract’s scope, you’d "increase encumbrance" by $10,000 to lock in those funds. Example Original contract: $100,000 (encumbered in the budget). Change Order adds: $15,000. New encumbrance: $115,000. The "increase encumbrance" step updates the system to show this new total. | Bldg Dpt - Permit Tech Building Department Construction - Clerk /Admin Support Construction - Coordinator 4 Construction - Director Construction - Project Manager Construction Site - C4 Construction Site - Clerk Construction Site - Clerk /Admin Support Construction Site - Coordinator IV Construction Site - PM Finance - Coordinator IV Finance - Coordinator IV Project Dev Maintenance - Admin Secretary Procurement - Documents Manager RPM - Clerk | 16 | INSPM | Inspection Assignment - Maintenance | Permit Tech will initiate process and select inspector to perform inspection on maintenance project. Process can only be used on the annual project. Annual projects must be added to the configurations. Request coming from Maintenance. | Bldg Dpt - Permit Tech | 17 | INSP | Inspection Request | Inspection Request - GC to request inspection by CCSD Building Department and/or Third party inspection. | Bldg Dpt - Inspector Bldg Dpt - Permit Tech General Contractor | 18 | INV | Invoice Approval - Architect / Engineer | Vendor invoices submitted then routed for approval and processing. | Architect / Engineer | 19 | INV-C | Invoice Approval - Commissioning Services | Invoice Approval - Commissioning Services | Professional Service Provider Professional Service Provider - Commissioning Services | 20 | INV-R | Invoice Approval - Constructability Review professional | Invoice Approval - Constructability Review professional | Architect / Engineer General Contractor Professional Service Provider Professional Service Provider - Constructability Review | 21 | INVAG | Invoice Approval - General | Invoice Approval - General | Building Department Construction - Clerk /Admin Support Construction - Project Manager Finance - PO Accountant Maintenance RPM - Clerk | 22 | INV-G | Invoice Approval - GeoTech Services | Invoice Approval - GeoTech Services | Professional Service Provider Professional Service Provider - GeoTech Services | 23 | INV-S | Invoice Approval - Schedule Review Services | Professional Service Provider Professional Service Provider - Schedule Review Services | 24 | INV-T | Invoice Approval - Test & Balance (TAB) | Invoice Approval - Test & Balance (TAB) | Professional Service Provider | 25 | INVTS | Invoice Approval - Topo & Survey | Professional Service Provider | 26 | INV-U | Invoice Approval - Unit Cost Contract | Unit Cost Contractor | 27 | LVINS | Low Voltage Inspection Request (LVINS) | General Contractor | 28 | NSI | Networking Services Inspection | CCSD Networking Services Inspection | General Contractor Networking Services | 29 | NOC | Notice of Clarification | Notice of Clarification - Initiated by AE & PM to provide additional information to the contractor for clarification | Architect / Engineer Construction - Project Manager | 30 | EVAO | Owner Evaluation / Review by Contractor | This is an evaluation of CCSD by Contractor. | General Contractor | 31 | PSRFP | Professional Services RFP | Requests for Proposal (RFPs) are requests from the PM to the Vendor to provide an estimate of cost and/or time impacts for work needing to be added, deleted or modified. This process may be spawned from the AE Selection process or started initiated | Chief Facilities Officer Construction - Coordinator 4 Construction - Director Construction - Project Manager | 32 | PSS | Professional Services Submittal | Design professional to submit drawings, reports, etc. via this process to gain approval and have the information uploaded into BlueBeam.
In e-Builder, a Professional Services Submittal refers to a process or document submission related to services provided by professionals—such as architects, engineers, consultants, or other non-construction service providers—within the context of a project. While e-Builder is primarily known for managing construction workflows, it also handles professional services tied to design, planning, or oversight. Here’s what it means and how it typically works, based on e-Builder’s functionality and standard project management practices: What It Is A Professional Services Submittal is a deliverable or request submitted through e-Builder by a professional service provider (e.g., architect, engineer) or on their behalf. It could include: Design Documents: Plans, drawings, or specifications for review. Reports: Engineering analyses, feasibility studies, or environmental assessments. Payment Requests: Invoices or Applications for Payment tied to professional services contracts. Other Deliverables: Anything contractually required from a professional, like progress updates or certifications. Unlike construction submittals (e.g., shop drawings or material samples), these focus on intellectual or technical services rather than physical materials or labor. Purpose in e-Builder Review and Approval: Allows project managers or owners to evaluate and approve professional work before it impacts construction or budget. Contract Compliance: Ensures deliverables meet the terms of the professional services agreement. Documentation: Tracks submissions and integrates them into the project’s cost, schedule, or design management workflows. Payment Link: Often ties to billing for services rendered, ensuring payment aligns with delivered work. How It Works in e-Builder Initiation: The professional (e.g., an architect) or a project team member logs into e-Builder. They navigate to the "Submittals" module, "Processes" section, or a custom "Professional Services" area (exact location depends on your setup). Select "Create Submittal" or a specific "Professional Services Submittal" option. Enter Details: Description: Specify what’s being submitted (e.g., “Structural Design Plans – Phase 1” or “Geotechnical Report”). Submitter: Identify the professional or firm (e.g., “ABC Engineering”). Contract Link: Tie it to the relevant professional services contract or purchase order. Attachments: Upload files—PDFs of drawings, reports, or invoices. Due Date: Note any deadlines for review or approval. Submit to Workflow: The submittal is sent into e-Builder’s automated workflow, routed to reviewers (e.g., owner, project manager, or another consultant). Notifications alert the assigned parties. Review and Approval: Reviewers assess the submission: For design docs: Check compliance with specs or codes. For reports: Verify accuracy and relevance. For payment: Confirm work matches the invoice. They approve, reject, or request revisions (e.g., “Revise beam sizing”) directly in e-Builder. Resolution: If approved, the submittal is logged as complete, and any linked actions (e.g., payment processing) proceed. If tied to payment, it updates the cost module—moving funds from committed to actual costs. Rejected or revised submittals return to the submitter for correction and resubmission. Tracking: The submittal’s status (e.g., “Pending,” “Approved,” “Rejected”) is tracked in a Submittal Log or dashboard, with full history archived. Key Features Customization: Your e-Builder instance might label it differently (e.g., “Design Submittal” or “Consultant Deliverable”) or have unique fields based on how professional services are managed. Integration: Links to contracts, budgets, or schedules—e.g., approving a design submittal might trigger a construction milestone. Collaboration: Multiple parties (e.g., architect, owner, contractor) can comment or annotate submissions within the platform. Example Scenario: An architect submits preliminary building plans for a new office. Process: They upload the plans as a Professional Services Submittal in e-Builder, tagging it to their $50,000 design contract. The owner reviews, approves, and later, the architect submits an invoice as another submittal tied to the same contract. Outcome: e-Builder logs the plans as approved and processes a $10,000 payment, updating the budget. | Architect / Engineer Construction - Project Manager Professional Service Provider | 33 | PCO | Project Close-Out | Construction - Project Manager | 34 | RFI | Request for Information | During the course of construction, the Contractor may encounter items within the contract documents that require clarification. Requests for Information (RFIs) provide an orderly method for tracking and resolving these questions when they arise. | General Contractor | 35 | RFI-C | Request for Information (RFI) - Construction | General Contractor | 36 | RFP | Request for Proposal | Request for Proposal - Initiated by AE & PM to request for proposal from the contractor | Architect / Engineer Construction - Project Manager | 37 | SOV | Schedule of Values Breakout (Net $0) | Used by General Contractor (GC) to break out the lump sum commitment item into the Schedule of Values (SOV). | General Contractor | 38 | SRA | Schedule Review Approval | Schedule Review Submittal for Construction from Baseline Schedule approval to monthly schedule updates. | General Contractor | 39 | SFRP | SF Routing Process | This process has been set-up to digitally track and ensure the accuracy of SFs before being sent to finance. | Construction - Clerk /Admin Support | 40 | SFCA | SF Routing Process / Commitment Approval / Non-PO | This process has been set up to digitally track and ensure the accuracy of SFs before being sent to finance. When this process is completed, it will automatically generate the approval of a commitment that is initiated after bidding for Construction | Building Department CCSD Admin Secretary Construction - Clerk /Admin Support Finance - Coordinator IV Procurement - Construction Compliance RPM - Clerk | 41 | SFPCO | Site Funded Program Close-Out | Construction - Clerk /Admin Support Construction - Coordinator 4 Construction - Project Manager | 42 | SPLS | Spare Parts List Submittal | Thirty days before the scheduled substantial completion inspection, submit a Spare Parts Listing including products requiring spare parts, manufacturer's product description, quantity description, and quantity of spare parts by individual product | General Contractor | 43 | 25kCA | Under 25K/Unit Price Commitment Approval | Project Under 25K Commitment Approval | Construction - Project Manager | 44 | WN | Warranty Notice | Warranty Notice | Warranty - Clerk |
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