Part 3 — How a project runs
Part 3 — How a project runs
Section titled “Part 3 — How a project runs”6. Intake and scope
Section titled “6. Intake and scope”Every project, whatever its scope, starts with the same two steps. After that the workflow branches based on what we have been hired to do.
6.1 Intake
Section titled “6.1 Intake”All of intake runs in Legacy KI. The sales motion is competitive bidding: Invitations to Bid go out to subcontractors, their numbers come back, and bid tabulation compares them side by side to pick winners. Both are Legacy KI modules.
A lead here carries the triage attributes — priority, likelihood, target dates, bid windows and the Lead Champion — and no design layer, because there is no design engagement to sell. When the work is won, the record carries its history forward rather than starting over.
6.2 Scope
Section titled “6.2 Scope”There is no scope branch here. Bristlecone builds to drawings produced elsewhere, so a job goes from won bid to construction under a single Construction Contract — there is no design phase and no Design Contract.
The financial structure that follows — Cost Codes, Billing Items, Budget Adjustments, and how billing follows the contract — is the part of KI that has held steady for a decade, and it works the same on both sides of the business. The design phases are the part that does not. The four-phase sequence in section 7, and sections 9 to 12 that walk it, are Story’s and have no counterpart here. What does carry across is everything else: the project team in 7.2, the Contract Activation Sequence in section 8, and the whole of Part 2 and Part 4.
7. Working on a project
Section titled “7. Working on a project”There is no phase sequence on this instance. A job goes from won bid straight into construction under a single Construction Contract, and the project runs as ongoing activity — commitments, cost control, schedule, issues, pay applications and change orders — rather than through gated phases.
7.1 Working inside a project
Section titled “7.1 Working inside a project”Open a project by searching projects within its Division. The project home page is your control panel: assign the team, and run the project from there.
7.2 The project team
Section titled “7.2 The project team”People are assigned to a project on the Team Members screen in Legacy KI, which covers the subcontractor side as well as our own. Roles and permissions are administered in Legacy KI.
The client is called the owner on some screens. It is the same party, and the word comes from construction convention, where whoever is paying for the work owns the building.
8. The Contract Activation Sequence
Section titled “8. The Contract Activation Sequence”Contracts, Billing Items, Cost Code budgets and Pay Applications all exist on this instance and run in Legacy KI, and the balancing rules in section 5 hold here: Billing Items sum to the contract amount, and Cost Code budgets plus Fee equal it.
The four-step activation sequence as described in this guide is the Admin Portal and Client Portal flow, and there is no Client Portal on this instance — nothing is signed or paid in a portal here. How the equivalent is sequenced in Legacy KI is not written down yet; ask project controls rather than assuming it matches.
Where each area is documented in detail
Section titled “Where each area is documented in detail”Parts 1 to 4 describe KI by how it is organised — the objects, the rules, and the interfaces. The pages below describe the same system by the business area each part serves, which is the faster route when you already know what you are trying to do.
| Area | What it does |
|---|---|
| Leads and intake | First contact through to a won bid, including invitations to bid and bid tabulation |
| Estimating | The priced build-up, and the proposal that comes out of it |
| Contracts and change orders | The owner contract, changes priced as Change Estimates first, and the Billing Items behind them |
| Budgets and cost control | What the work is expected to cost, what it has cost, and where it is heading |
| Billing and accounting | Pay applications, vendor invoices, and the QuickBooks tie |
| Purchasing and subcontractors | Commitments, the signed subcontracts behind them, and compliance |
| Scheduling | The CPM (critical path method) schedule, the four-week look-ahead, and project milestones |
| Field operations | The daily site record and labour time |
| Communication and documents | Issues, RFIs, submittals, and the documents that move between parties |
| Projects, teams, and contacts | Project setup, the team assigned to it, and the contact directory |
There is no design area. Bristlecone builds to drawings produced elsewhere, so the phased design process Story runs has no counterpart here.