Project Portal
Sign in to continue. Everything you tick, upload, sign or change is recorded against your name.
Demo sign-in opens the portal as the administrator so the team can look around while the login is being set up.
Set up the first administrator
No users exist yet. This account manages everyone else's access.
Connecting to the shared project store…
Demo sign-in. When the portal goes live on the Clarksons domain this screen becomes the Microsoft 365 sign-in, so nobody needs another password.
Project Portal
Pick the project you are working on. Everything you tick, upload or sign is recorded against it and against your name.
Projects
New project
Drawing register
Tender drawings sit under Tender; the construction issue has its own tab. Every drawing carries its number, revision and date, and a new revision supersedes the old one but keeps it in the history. Open a drawing to view it and zoom in and out.
Add a drawing or upload a new revision
Upload the PDF (or DWG) and it is viewable here with zoom. Or paste the SharePoint link if the file stays there. Several files at once: the number and revision are read from each file name.
How this works
The short version, tab by tab. The full illustrated handbook is a PDF you can print or send to a new starter.
The five things everyone needs to know
- Your name goes on everything. Every tick, signature, upload and report records who did it and when. That is the evidence trail for the job.
- Pick the right project first. Everything you do belongs to whatever job is showing in the black header. Wrong job? Use Switch project.
- It works on a phone, an iPad and a laptop — same portal on all three. The induction is built for the iPad at the gate.
- Everyone sees the same records, live. No saving and sending, no more-recent copy on someone's desktop.
- SharePoint is still the filing system. The portal points at the master documents and holds the day-to-day record of what happened on site.
Getting in
Sign in with your email and PIN. If the portal does not know you, ask the administrator to add you on Users & Permissions — it takes ten seconds. What you can see depends on your role: a Site Manager does not get the finance screens, a subcontractor gets the induction and little else. That is deliberate.
Theme in the header switches light and dark. Sign out is next to it, and your name sits beside both so you always know whose record you are writing to.
Safety Induction & Register
Nine modules, about ten minutes, ending with a declaration and a typed or finger signature. Nobody sets foot on site without it.
On Site Setup, Make this iPad the induction station locks a device into the induction and nothing else — what you want on the gate iPad. The same button turns it off.
The induction reads the real site facts from Site Setup: assembly point, hospital, PPE, speed limit, hazards, first aider. Anything still marked TO CONFIRM is a job for the Site Manager before the first induction.
Dashboard
Everything on it is about the job in the header. Days behind is not an opinion: the portal compares how much work should be done by today against how much is ticked off, both weighted by duration, and reports the gap in working days. A plus number means days lost. It only works if the % complete on the Programme screen is kept honest.
A near-miss count of zero turns amber on purpose. The month nobody reports one is the month to worry.
Project Manual & Stage Checklist
The six-stage process in full, and the checklist that goes with it. Tick an item and your name and the date are stamped on it.
Items marked CCA / Legal are the ones with a statutory consequence if missed — serving a claim on the right day, issuing a payment schedule inside 20 working days, holding retentions on trust.
Programme
Set % complete on each task; that drives the days-behind figure. The red line is today and it moves on its own.
To load the contract programme: MS Project → File → Save As → XML Format, then choose the file. An Excel or CSV export works if it has ID, Task Name, Duration, Start, Finish, Predecessors, % Complete. Or paste the rows straight in. Preview first, label the revision, then Replace programme.
Drawings
Tender drawings and the construction issue are kept apart, each with number, title, discipline, revision, date and status.
New rev is the important one: give it the revision letter and the file, and the old issue moves into the History marked superseded. Nobody has to work out which PDF in the email chain is current.
Drawings held in the portal open full screen with zoom, fit, page-to-page, drag to pan and pinch on the iPad. Ones still on SharePoint open in SharePoint — their security will not let another site frame them. Upload the PDF under New rev if you want it zoomable here.
Site Tasks & Meetings
Pull a two, four or six week look-ahead straight off the programme, and add your own. Give every task an owner and a due date; overdue ones turn red and get counted in the weekly report.
In a meeting, pick the type and the standard agenda loads. Anything entered under Actions becomes a task with an owner and a due date — actions stop dying in a notebook. Teams transcripts can be attached or pasted.
Observations
SMILE observation, hazard, near miss, incident. Log it the same day, say what happened and what was done about it. Hazards and stop-works stay open on the dashboard until someone closes them, and the counts feed the weekly report.
Documents & Comms
Everything in and out, filed under the same folder codes as the manual and SharePoint. Upload the file and it opens in a viewer here; where a document already lives on SharePoint or Simpro, paste the link instead of making a second copy.
Weekly Report
Monday, ten minutes. Programme position, task counts, meetings, inductions, toolbox talks and observations fill themselves in. You add the commentary and the photos, then print it, save a PDF or copy it into an email. Numbering carries on from the reports already issued.
Budget & Finance
Budget is the quote as priced in Simpro; committed and spent is what the job has actually taken on — purchase orders, contractor invoices, stock and labour. Red means committed cost has passed the budget line. Simpro stays the system of record; this is a copy that refreshes when a new export is loaded.
Claims & CCA
Enter the date a claim was served and get the payment schedule date and the payment due date in working days as the Act counts them — weekends, public holidays and 24 December to 5 January all out.
The s20 checklist is what a payment claim must say to be one at all. Tick it before the claim goes out. The register holds claimed, scheduled, paid and retentions held. Retentions on commercial contracts are trust money.
The portal counts days and keeps a register. The judgement stays with the QS and the PM.
House rules
Everyone sees the same records. One shared database sits behind this, so what you write is what everyone else reads, straight away.
The link is the key. Anyone with the address can open the portal; the sign-in keeps people out of the screens, not out of the page. Send it to the team. Not to a client, not in a tender, not anywhere public. Proper logins are the next piece of work.
What not to put in it yet: personal information beyond name, company and role; anything commercially sensitive that would hurt if it got out; anything you would not want forwarded. Photos of the work are fine and encouraged.
If something looks wrong
| What you see | What to do |
|---|---|
| Stuck on “Connecting to the shared store…” | Poor signal. It connects when you have coverage; nothing is lost. |
| A line saying entries are kept on this device | The shared store could not be reached and the portal kept working offline. Tell David — what was entered in that state stays on that device. |
| A drawing opens in SharePoint | Normal. Upload the PDF under New rev if you want it zoomable here. |
| No Finance or Claims tab | Your role does not include them. Ask the administrator if it should. |
| Somebody's tick has gone | Check the Activity Log — every change and deletion is recorded. |
| The iPad is stuck on the induction | That is induction-station mode. Site Setup → Exit induction station. |
Anything else: David Clarkson, david@clarksons.co.nz.
Not built yet
So nobody goes hunting: a subcontractor register with insurances, a permits board for hot work and confined space, a variations register feeding the claim, a site diary, ITP and hold-point sign-offs, a defects register, a live Simpro feed rather than an export, and Microsoft 365 sign-in.
Users & permissions
Who can sign in, what role they hold and what each role is allowed to do. Approve access requests here. Every sign-in and every change anyone makes is written to the Activity Log.
Users
Add a user
What each role can do
Tick to allow. Administrators always have everything. Changes apply the next time each person opens a page.
Activity log
Every sign-in, tick, upload, edit and deletion on this project, newest first. Nothing here can be edited or removed.
Project
Where this project sits
Project Manual
Purpose, entry criteria, activities, documents, meetings, statutory obligations and exit gate for each stage, plus CCA procedures and fuel-station hold points.
Finance
Cost report by trade package, purchase orders, labour and the CCA claims and retentions position. Built to take a Simpro feed.
How this works
The handbook: what each tab is for, how the induction runs on the iPad, how the days-behind figure is worked out, and the house rules on sharing the link.
Construction Drawings
The current construction issue for this site: sheet index, revisions and the drawing files, with a zoom viewer.
Site Setup
The site details every induction and poster reads from: contacts, assembly point, hospital, PPE, speed limit, hazards and who else is on site. Fill it in once per site.
Safety Induction
Eight short modules with a check question each, a declaration and a typed signature. Takes about ten minutes. The completed induction lands in the register.
Site Tasks
Pull a two-, four- or six-week look-ahead straight off the programme, add your own, and pick up the actions raised in meetings.
Meetings
Standard agendas for every meeting in the manual, from the daily toolbox to the final account. Actions become tasks.
HSE Observations
SMILE observations, hazards, near misses, incidents and stop-works for this site. Log it the same day; a near miss is a free lesson.
Documents & Comms
Upload the paper behind the job — instructions, notices, RFIs, consents, certificates, photos — filed by the same folder codes as the manual. This is the correspondence log.
Weekly Report
The Monday report to the client, half filled in for you from the programme, the task list and the week's meetings. Print it, save it as a PDF or copy it into an email.
CCA Toolkit
Enter the date a payment claim was served and get the payment-schedule and payment due dates in CCA working days, plus the s20 claim checklist.
Six-stage delivery playbook
Aligned to the Construction Contracts Act 2002, NZS 3910:2023 and the SharePoint Master Project Folder. Folder codes are shown against every activity. This summarises legal obligations for operational use and is not legal advice.
§Construction Contracts Act 2002 – procedures
Working days
A CCA working day excludes Saturdays, Sundays, public holidays (including the regional anniversary) and 24 December to 5 January inclusive.
As payee – monthly payment claim
- Serve the claim on the contract's claim date every month from the first month on site until Final Completion.
- The claim is in writing; identifies the contract and period; states the claimed amount and due date; shows how it was calculated; states it is made under the CCA 2002; attaches the Form 1 notice.
- Record the served date in the CCA Claims Register – it calculates the payment-schedule and payment due dates.
- No payment schedule by its due date: the full claimed amount is payable (s22). QS tells the PM and GM the same day.
- Unpaid after the due date: recover as a debt, five working days' notice of suspension (s24A), or adjudication – GM decides with legal advice.
As payer – subcontractor claims
- Log every subcontractor claim the day it is received.
- Issue a payment schedule within the subcontract period: identify the claim, scheduled amount, how calculated, reasons for any difference or withholding.
- A late or missing schedule makes Clarkson Installations liable for the full claimed amount.
- Pay the scheduled amount by the due date; retention goes to the trust account the same day.
Retention money
Held on trust in a separate account used only for retentions, recorded in the ledger, reported to each subcontractor when first withheld and at least every three months. Never working capital. Directors can be personally liable.
Variations and EOTs
Only a written instruction from the authorised person makes a variation. Notify early, price with the standard build-up, get the instruction before the work, flow it down to the sub, give EOT notices inside the contract period.
⚑Fuel-station hold points
| Hold point | Witness | Record |
|---|
Checklist
Tick items as they are done. Each tick records who and when. Items flagged CCA / Legal carry a statutory obligation.
Standard fuel-station build sequence
Seventy-one tasks from pre-construction to Final Completion, scheduled in working days from the start date. Orange bars are hold points; red diamonds are milestones. Durations are template values from a recent build – adjust per site.
This is the standard template, not this job's programme
Dates are counted from the site possession date using template durations from a previous build. Nothing here has come from the contract programme for this site, so treat the dates and the days-behind figure as indicative until the real programme is loaded below.
Load or update this project's programme
Bring in the contract programme (or a revised one) and the portal re-plans the Gantt, the task look-ahead, the weekly report and the days-behind figure from it. Three ways in:
- MS Project: File → Save As → XML Format (*.xml), then choose the file below. Predecessors, outline levels, milestones and % complete all come across.
- Excel / CSV: a sheet with columns ID, Task Name, Duration, Start, Finish, Predecessors, % Complete (MS Project's default Entry table, or the Clarkson Programme Template).
- Paste: select the rows in MS Project or Excel, copy, and paste into the box.
CCA toolkit
Working-day calculator
Counts CCA working days: skips weekends, NZ public holidays loaded for 2026–28 (verify regional anniversaries) and 24 Dec – 5 Jan.
| Payment schedule due | – |
| Payment due | – |
| Suspension possible after (5 wd notice after payment due) | – |
If the contract is silent the Act's default is 20 working days for both. Where the contract sets its own periods, use those.
s20 payment claim checklist
Quick reference
| Applies to | All construction contracts in NZ, written or oral, head contracts and subcontracts. Cannot be contracted out of (s12). |
| Payment schedule (s21) | Identifies the claim, states the scheduled amount, how calculated, reasons for any difference and for withholding. Due within the contract period or 20 working days. |
| Consequences (s22–24) | No schedule in time = full claim due. Scheduled amount unpaid = debt due; payee may suspend after 5 working days' notice (s24A). |
| Pay-when-paid (s13) | Unenforceable. |
| Retentions (Part 2 subpart 2A) | Held on trust, separate account, ledger, reporting when first withheld and at least every 3 months; director liability. |
| Adjudication (Part 3) | Either party, any time; short timeframes; binding pending final resolution. |
Before you start on site
The induction deck itself, read slide by slide, then five questions about this site and the signature. Same content as the PowerPoint — change the deck and this changes with it.
Who has been inducted
Inductions are valid for twelve months or until the project changes significantly. Amber = expiring within 60 days.
| Ref | Name | Company | Type | Project | Inducted | Inducted by | Expires | Score | Status |
|---|
Where the working files live
Companion workbooks
- Master Checklist.xlsx – the 118 items shown in this portal, with dashboard, Go/No-Go form and free-issue tracker.
- Programme Template.xlsx – the 71-task Gantt with WORKDAY logic and key dates.
- Pricing & CCA Workbook.xlsx – estimate build-up, sub quotes, cashflow, claims register, sub payment schedules, retentions ledger, variations, cost report.
- Construction Project Manual.docx – the full manual.
Save these to the SharePoint construction site under Templates so every project copies the current version.
SharePoint sources
Pre-start Go / No-Go
The five sections of the pre-start checklist. Complete jointly with the lead subcontractor; any No-Go must be closed or accepted by the PM and GM before site establishment.
What the team is working on
Tasks come from three places: the programme look-ahead, actions raised in meetings, and anything the team adds. Overdue items are flagged.
Pull the programme look-ahead
Creates a task for every programme activity running in the window, using its finish date as the due date and its responsible party as the owner. Nothing is duplicated if you run it again.
Add a task
For anything that is not on the programme: a supplier chase, a council call-back, a defect to close out.
| Task | Owner | Due | Source | Status |
|---|
Agendas, notes and actions
Pick a meeting type and its standard agenda from the manual loads. Anything entered under Actions becomes a task on the project with an owner and a due date.
Actions arising
Transcript or recording
Attach the Teams transcript (.vtt or .docx), a recording, or paste the transcript text. It is filed against this meeting and in Documents & Comms under 3.6 Correspondence.
Meeting record
Where the job sits commercially
Cost report by trade package, purchase orders, labour and the CCA claims position. Enter it here, or feed it from Simpro using the import at the bottom of this page.
Contract terms
Budget versus actual from Simpro
Estimate is the budget that came across from the quote when it was converted to a job. Revised is the current approved budget. Actual is spend to date. Mirrors the Simpro job breakdown line for line.
| Line | Estimate | Revised | Actual | Revised less actual |
|---|
Cost report by trade package
Committed comes from purchase orders. Labour comes from the labour entries. Actual cost to date is labour plus invoiced or paid purchase orders plus anything you enter under Other. Forecast final cost is cost to date plus your forecast to complete.
| Trade package | Budget cost | Committed (POs) | Labour | Other actual | Cost to date | Forecast to complete | Forecast final | Variance |
|---|---|---|---|---|---|---|---|---|
Purchase orders
| Supplier | Package | Description | Value | Status |
|---|
Labour
| Week ending | Person / crew | Package | Hours | Cost |
|---|
What we should be claiming
Cost accrued on the job against value claimed, from the Simpro figures and the claims register. A prompt before the claim date, not a certificate — the claim still gets built off measured work.
CCA payment claims and retentions
Schedule and payment due dates are calculated in CCA working days from the date the claim was served, using the periods in Contract terms above. Status turns red if a payment schedule is overdue or a payment is late.
| # | Period end | Served | Gross | Retention | Net claimed | Schedule due | Scheduled | Payment due | Paid | Status |
|---|
Simpro feed
What maps to what
| Simpro field | Where it lands here |
|---|---|
| Job number, name, customer, site, job status | Project name, client, stage |
| Job Total (sub total, ex GST) | Contract sum in Contract terms |
| Cost centre name and number | Trade package in the cost report |
| Materials Cost — estimate, revised, actual | Job financial summary, and Other actual per package |
| Committed materials (the bracketed figure beside actual) | Committed (POs) |
| Resources Cost and Labour — estimate, revised, actual | Job financial summary, and Labour per package |
| Labour Hours | Labour hours total |
| Overhead, Materials Markup, Resources Markup | Job financial summary |
| Gross and Nett P/L, Gross and Nett Margin | Job financial summary and the forecast margin tile |
| Invoiced Value and Invoice Percentage | Claimed to date |
| Vendor / purchase orders | Purchase orders table |
| Timesheets against the job | Labour table |
| Progress invoices | Payment claims: gross claimed and paid |
| Job variations | Approved variations in Contract terms |
A job carried as a single cost centre reports as one line. To make the trade-package cost report above fill itself, set the job up in Simpro with a cost centre per package — P&G, site prep, tank installation, petroleum installation, civil, drainage, concrete, electrical and so on — and the two line up without any manual entry.
The weekly report
The same twelve sections as the Clarksons Weekly Construction Report. Counts and lists are pulled from this project where the portal has them — the induction register, the HSE log, the programme, the documents record — and everything is editable before you save, print or send.
Report header
1. Health and safety
| This period | Total to date | Source |
|---|
2. Weekly site hazards
Open hazards from the HSE log are pulled in; add the week's others.
3. Progress this week
4. Planned works for next week
Programme look-ahead for the next two weeks
5. Key issues, risks and concerns
6. Programme status
| Week | Days lost (+) / gained (−) | Total (+/−) | Comment |
|---|
7. Procurement status
Carried from week to week for this project. First time through it is seeded from the standard free-issue list.
8. Environmental — waste management
| Waste stream | This week | Unit | Total to date |
|---|
9. Construction inspections
10. RFI register
RFIs logged in Documents & Comms appear here; add any others.
11. Project variations
12. Site photos
Reports issued
Set the site up once
Everything below feeds the site induction and the printed posters. The induction pack is explicit about this: do not run an induction with gaps in it, because an induction that skips the emergency details is worse than none — it is now on record that you told them.
Still to confirm
Open items before the induction can be delivered
Raised against the SSSP. Induction blockers must be closed before anyone is inducted; SSSP fixes are not blockers but the document is wrong until they are done. Closing an item here records who closed it and what the answer was.
| # | Item | Owner | Due | Answer / resolution | Status |
|---|
The job
Who is who
Names and mobiles. These print on the Emergency poster and are read out on slide 3 of the induction.
Emergency arrangements
Site rules
Induction extras — videos, standards and rules
Anything added here appears as an extra module in the induction, before the declaration, and everyone has to tick that they have watched or read it. Leave a field blank and that part is left out. The HSE advisor owns this content.
Nothing is pre-filled here on purpose. The Life Saving Rules and Golden Rules on SharePoint belong to Z Energy and BP and are client-specific — put the approved Clarksons or Waitomo wording in, not a copy of a client's.
Keeping the SSSP in step
This page is the master for the site facts: the induction, the posters and the emergency slide all read from it. It does not write back into the SSSP document on SharePoint. Export the block below and paste it into the SSSP so the two say the same thing, and note the date you did it.
Site hazards
One per line. These are reviewed at every toolbox and must come from the site's own hazard register, not a generic list.
Print the posters
Built from the details above. Emergency and Today On Site at A3 if you can; the rest at A4. Emergency goes by the Portacom door and a second copy on the hazard board; Visitors goes on the outside of the Portacom door and at the gate.
How the induction runs
| Who | What they get | How long | Who runs it |
|---|---|---|---|
| Anyone working on site — staff, subcontractor, labour hire | Full induction, then walk to the assembly point | 20–25 min | Site Manager |
| Visitors and escorted guests — client, consultants, suppliers, auditors | Visitor path, then sign and escort | 5 min | Site Manager or delegate |
| Delivery drivers staying in the cab | Gate brief: where to go, speed, PPE if they get out, assembly point | 2 min | Whoever receives the delivery |
| Emergency services | No induction — brief them on arrival | — | Site Manager |
A visitor who ends up doing any work — taking a measurement, moving something, getting into an excavation — stops being a visitor and gets the full induction first.
Re-induction triggers
- The site moves into a new phase — on a fuel build the big one is the day product arrives
- After any serious incident on site — everyone, same week
- Anyone who has been off site more than four weeks
- If the layout or hazards change materially
The paper behind the job
Every instruction, notice, RFI, consent, certificate and photo, filed against the same folder codes the manual and the checklist use. Log correspondence even when there is no file — a phone instruction from the Contract Administrator is still an instruction.
Add to the record
| Date | Kind | Subject | From → To | Ref / links | Folder | File |
|---|
Observations, hazards, near misses and incidents
Everything reported on this site, the same day it happened. SMILE observations are what we want to see going up; near misses are the ones we are worst at reporting. Nothing happens to anyone for reporting.
Log it
Incidents: written report within 24 hours into Site App Pro, the client told within 48 hours, and anything notifiable to WorkSafe NZ by phone within 24 hours with the scene left untouched. This log does not replace that — it makes sure it is counted.
| Date | Type | Where | What was seen | What was done | Raised by | Status |
|---|