Glossary of Terms: Project Management

These terms are commonly used throughout the course, so if you come across a term
you’re unfamiliar with, use this glossary as a reference.
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Ball in Court (BIC)

In Procore, being designated as the Ball In Court person indicates that an action is
required by the designee. For example, when you first send out a submittal for approval,
the members of the first group in a submittal workflow are automatically assigned the
'Ball In Court' responsibility. When all required members of that group submit a response
(for example, Approved, Approved as Noted, and so on.), the 'Ball In Court' designation
proceeds to the next group of approvers in the submittal workflow's sequence. The
designation changes in sequential order until all required submitter(s) and approver(s)
have submitted their response.

Canned Report
A canned report is a preformatted report that is view- and export-ready.

Custom Reports
The Reports tool gives users the ability to create, generate, and export customized
reports. When designing a report, its author can include data captured by specific
Procore tools, specify the desired column layout, and also define how to group and filter
report data.

Distribution Group
A distribution group is a list of email recipients that must be created in Procore’s
Company or Project Directory tool. It is similar in function to a Contacts Group in an email
program and is not associated with any security settings.

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Drawing Discipline
During the upload process, the drawing discipline field is automatically pre-filled with the
correct drawing discipline. (e.g., Architectural, Civil, Electrical, etc.). By default, there are
several abbreviations that are mapped to the most common industry standard disciplines.
However, you can customize the default abbreviation mappings or add custom ones, as
needed, on a per project basis if your drawing discipline does not match Procore's
standard.

Drawing Markup (Personal vs. Published)

Any time you create a markup in the Drawings tool, your drawing defaults to private,
meaning only you can see your markup. In order for others to see your markup, you will
need to publish your markup. Once you have published your markup, all admin and
standard level users that have access to the drawings tool will have visibility.

Drawing Set
In Procore, a drawing set is any like group of drawings that were issued on the project,
whether it was an entire set of plans, or a single drawing revision. A drawing set can be
anything from the bid set, to an addendum, to the issued for construction (IFC) set, or
even a bulletin.

Drawings by Area
When uploading drawings for a project with multiple buildings, you might find that many
drawings are labeled with the same title (e.g. A1). To prevent confusion, you can create
different drawing areas, where each building would have its own separate drawing area
within the project's Drawings tool.

Levels of Procore
In Procore, there is a company level and project level. The company level is used to
manage overall settings and provide an overview of projects. The project level is used to
manage project specifics.

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Locations & Tiered Locations

In Procore, locations and tiered locations give users the ability to link different Procore
objects (e.g., Drawings, Documents, RFIs, Submittals, and more) to specific locations on a
job site. This helps project team members to pinpoint the exact location(s) on a job site
where a defect was observed, where equipment is to be installed, or where a project
change order occurred.

Meeting Minutes Mode

When you first create a meeting, the system automatically places the meeting into
Agenda mode. While the meeting is in agenda mode, you can set up the meeting details.
When the meeting occurs, you can convert the meeting to Minutes mode. This allows you
to mark the attendees as absent or present, as well as add meeting minutes for each
meeting item on the agenda.

My Time
An easier way to have employees of the company add their time without having to use
the Daily Log's timecard entry feature each day.

Optical Character Recognition (OCR)

Optical Character Recognition is technology used to help expedite the upload and review
of documents. When uploading new drawings to a project, Procore will automatically pre-
populate the title, number, and discipline using OCR.

Planroom
Procore's Company level Planroom tool gives users the ability to view and submit bid
packages. To use this tool, you must be invited to bid on a project.

Procore Drive
Procore Drive is a free desktop software program that you can download and install on a
computer running Windows 7 or newer. It's designed to give individuals a convenient
method for uploading and downloading large sets of documents, emails, photos, and
schedules to Procore.

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RFI Manager
In Procore, an RFI Manager is the person responsible for overseeing an RFI throughout its
lifecycle. This person is the gatekeeper between the RFI's Creator and the Design Team
and is responsible for reviewing all Draft RFIs and either (1) providing a response to the
RFIs and closing them out, or (2) opening the draft RFIs, assigning them a number, and
then assigning them to the appropriate member of the design team, who then provides a
response to the RFI's question.

RFI “Official Response”

Each RFI can have a long communication thread that may be difficult for some team
members or collaborators to interpret correctly. In such cases, users with the appropriate
permissions (such as Project Manager/Engineers) can highlight the correct answer by
marking one or more replies in the activity thread as the "official response" for an RFI.

Submittal Builder
The Submittal Builder allows you to automatically create the submittal registry from the
spec book.

Submittal Manager
In Procore, a submittal manager is the person responsible for overseeing a submittal
throughout its lifecycle. If you create a submittal and have 'Standard' or 'Admin' level
permission to the Submittals tool, your name appears as the 'Submittal Manager' by
default. However, users with 'Admin' level permission to the Submittals tool have the
ability to assign the submittal manager role to any Procore user who has been granted
'Standard' or 'Admin' level permission to the Submittals tool (Note: Users with 'Standard'
permission do not have permission to change the submittal manager). The 'Submittal
Manager' field lets you change ownership of a submittal, when the person who created a
submittal (or that submittal's current manager) is no longer a member of the project team.

Submittal Workflow Template

In Procore, a submittal workflow template provides users with 'Admin' level permission on
the Submittals tool with the ability to define the submitter(s) and approver(s) for your

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project's submittal review process. You can create multiple workflow templates to suit the
specific needs of your review process.