As a Project Administrator, How do I Manage Compliance on the Project?


OVERVIEW

This document provides the steps necessary to manage compliance in CMiC’s Project Management module and is intended for Project Administrators responsible for maintaining compliance. It is important to understand the compliance process in CMiC to ensure subcontractor’s payments are being held and released appropriately in Textura and CMiC.

Items to note:


• CMiC

a. There is a separate compliance table that is attached to the vouchers in CMiC. Voucher compliance is updated based on the information entered in the subcontract compliance screen. Please read the steps below in detail so you understand how the two compliance tables work together.

b. On expiring certification, do not update the Start Date. After the initial certification is received and the Start Date is entered, only the End Date should be updated on expired documents.

c. For date sensitive codes to be compliant, both the compliant box and the Date Complaint box must be checked.


• Textura

a, Once a subcontract is posted, ‘In Process’, compliance exports to Textura on a daily basis. 

b. Do not enter Start Dates and End Dates for Compliance Codes that are not Date Sensitive in CMiC. This creates an issue with the Project Requirement Setup in Textura and places incorrect holds.

c. If a Compliance Code is deleted from a subcontract in CMiC after the subcontract was exported to Textura, you must contact the job accountant to manually delete the requirement from Textura.


Locating Subcontract Compliance 




STEP 1: Select the job. 


STEP 2: Select Budget & Cost Management on the tree view.


STEP 3: Click the Subcontract link.


STEP 4: Click on the desired Subcontract.





STEP 5: Click Compliance.




Compliance screen will pop up and can be updated as needed. 


Understanding the Compliance Screen



1) Date Sensitive – If a code is setup to track expiration dates, the Date Sensitive box will be checked when you click on the line.
2) Start Date and End Date – If a code is Date Sensitive, a Start Date and End Date is required. Do not enter dates for non-date sensitive items.
3) Date Compl. – The system will check this box if the code is date compliant meaning the ‘As of Date’ falls between the Start Date and the End Date. This box cannot be updated by the user.
4) Compl. – When a requirement is met, the user must check this box to make the code compliant. NOTE: For a date sensitive code to be compliant both Date Compl. and Compl. box must be checked. 
5) Insurance – This field is not used.
6) Cert. Num., Cert. Location and Amount – These fields are optional and can be used for tracking insurance information.
7) Documents and Notes – These fields are optional and can be used as needed. You cannot upload documents. If Documents or Notes exists, an * will be shown on the tab when you click on a line.
8) Action – Click + to add additional Compliance Codes. Click X to delete codes.
9) Update – Checking this box updates vouchers posted in CMiC for this subcontract and applies the changes. If this box is not checked, compliance attached to any unpaid vouchers will not be updated.


Compliance Codes Automatically Assigned to Subcontracts


Risk Management requires certain compliance codes be added to all subcontracts entered in CMiC. These codes are set up in CMiC to automatically assign to a subcontract when the subcontract is created. These codes can vary based on the region the job is located in. Some codes such as PMHOLD and SCOSIGN default as being compliant. If a code is Date Sensitive, the date the subcontract was created will default as the Start Date and End Date. Additional codes can be added as needed. See separate section for process.



Compliance Codes Assigned to Subcontracts – Job Specific

If subcontracts for a specific job have a code that is required and not automatically assigned at a global level as detailed above, the Financial Manager (at the job level) has the ability to add any other compliance codes and automatically assign them to all subcontracts on the job. This can also be done for a job already in process. The Financial Manager can add a Compliance Code at the job level and have the code added to all subcontracts for the job.