CMiC Field - Ball in Court Report

Pgm: PM3100 – Ball in Court Report; standard Treeview path: CMiC Field > Reports > Communication Reports > Ball in Court

The Ball in Court report (PM3100) shows the responsible contact for Meeting Minutes, RFIs, RFQs, Submittals, Punch Lists Items, Communications, and Issues. This report can be run manually, or it can be scheduled as an overnight or custom process. For scheduled cases, it will send an e-mail alert to the responsible contact, based on certain date conditions.

Company

Enter/select a project partner code or leave this field blank to include all project partners in the report.

Contact Code

Enter/select a contact code or leave this field blank to include all contacts in the report.

Due Within (Days)

Enter the number of days to only include reports due within that range. The report will also include overdue reports. The default value for this field is five days.

Print For All Projects – Checkbox

When this box is checked, all projects for the selected company (or for all companies if no value is selected in the Company field) with the 'Ball In Court Report' box checked in the Project Maintenance screen will be considered, in addition to the current project.

Running Report Manually

If run manually, a single report is generated containing all Ball in Court information for the current project based on the input parameters. The Preferred Contact Method printing option will not work for this report.

Running Report via Nightly Process

To run the report nightly, check the 'Ball in Court Report' box, shown below, for every project to be included in the report.

Example of Project Level ‘Ball in Court Report’ checkbox on Defaults tab

The report will run for the projects and will contain information for all contacts who are responsible for any of the objects (i.e., RFI, RFQ, Submittal, Issues, Punch Lists Items, Communications, and Meeting Minutes) which are not Closed and Due within five days/ Due today/ Overdue.

NOTE: For RFIs, if a response has been made but the status is not set to Closed, the RFI will not be classified as outstanding and will be excluded from the report.

When run via the nightly process, a separate report will be generated for each responsible contact. Each contact will get only those objects for which they are responsible.

NOTE: When running the report via the nightly process, only Enterprise clients can change the time when the report is scheduled to be printed. This process is defined on the System Options screen of the System Data module (standard Treeview path: System Data > Setup > System Options – General tab - [Job Queues] button).

Running Report via Ball in Court Report Scheduler

The Ball in Court Report Scheduler is available in Edit mode to run reports at the project level on a custom schedule. To launch the scheduler, click the 'BIC Scheduler' link, as shown below.

Example of Project Level ‘BIC Scheduler’ link on Defaults tab

This option allows users to select report recipients and customize the printing schedule. Users require the 'Ball in Court Report Scheduler' privilege to be set to "Unrestricted" to view this field. For more information, please refer to Assigning Field Security.

The report will run for the project and will contain information for all contacts who are responsible for any of the objects (i.e. RFI, RFQ, Submittal, Issues, Meeting Minutes, Punch List Items, and Communications) which are not Closed and Due within five days/ Due today/ Overdue.

NOTE: The BIC Scheduler requires the "Ball In Court report project custom schedule" job to be enabled on the System Options screen of the System Data module (standard Treeview path: System Data > Setup > System Options – General tab - [Job Queues] button).

Ball-in-Court Report Configuration pop-up launched from the ‘BIC Scheduler’ link on Defaults tab

[Add Recipients] – Button

Press this button to launch the Project Contacts LOV to select the report recipients.

Included Objects – Checkboxes

Select which PM objects to include in the report. By default, all the boxes are checked.

Run Time

Select a run time for the report.

Recurrence

Select the schedule recurrence, including none, daily, weekly, monthly, or yearly.

[Remove Configuration] – Button

Press this button to reset the values in the Recipients and Included Objects sections. This will also stop the scheduler from sending out notifications.

Selection criteria for PM Objects:

• Issues: On Issue screen, Responsibility and Due Date will be taken if they are not null and the issue is not yet closed. The report's Type field defaults from the Type field on the Issues screen.

• RFIs: On RFIs (not closed) the Date Required will be considered as the due date for the report and the Responsible contact will be based on Answered by field...if this is null then the “To” contact will be used. The report's Type field defaults from the Type field on the RFI screen.

• Submittals: On the Submittal screen “Current Responsibility” field will be used for Responsible Contact. The “Overdue” field will be used to determine the due dates for the report. The submittal status should not be closed. The report's Type field defaults from the Type field on the Submittal screen.

• Meeting Minutes: For open meeting minutes the program will look for all non-closed agenda items where the responsibility is not null and will take either the Revised Date or Due Date (if Revised Date is null) to determine due dates on the report. The report's Type field defaults from the Track field on the Meeting Minutes screen.

• Request for Quotation (PCI): The Due Date on the RFQ is the main determining field, but the record must also have the Subcontractor and Contact fields populated as well. If the Date Received is also populated along with the three fields previously mentioned, the RFQ record will not be shown on the report. The report's Type field defaults from the Type field on the Potential Change Items screen.

• Punch List Items: On the Punch List Items screen, Responsibility Contact, and Due Date will be taken if they are not null. The report's Type field defaults from the Trade field on the Punch List Item screen.

• Communications: On the Communications screen, To Contact and Due Date will be taken if they are not null. The report's Type field defaults from the Type field on the Communications screen.

Sample Report

Sample Ball in Court Report (PM3100)