DocStar Training
Request for Capital 2024 Instructions for Entering RFC’s
An trium Hospitality Training Guide
DocStar
DocStar is the software that supports Capital Project Management and supports our Accounts Payable System – Sage. Capital Planningcontent management and automated accounts payable solutions to streamline business processes for our organization.
DocStar is used to Request for Capital, Process Invoices and Manage Documents related to Capital projects.
Logging Into DocStar
As part of On-boarding you should have received your DocStar credentials. If you do not have credentials for DocStar contact the Capital Project Coordinators: Travis Boysen & Jody Galindo: Travis.Boysen@atriumhospitality.com; Jody.Galindo@atriumhospitality.com
Access DocStarHERE
Requesting Capital
Requesting Capital in DocStar Forms tab is where you will find the 2024 RFC Capital Request Form 1. Click on the Forms Tab
2. Find the 2024 RFC Capital Request Form 3. Select Create New Form From Template 4. Pop Up – CREATE A NEW FORM, Select Don’t show again, OK 1
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Requesting Capital in DocStar The New 2024 Capital Request Form will be used to determine approvals and support each Capital Project and will
serve as the main source for project tracking 5. 5-Digit Hotel Code: Select the Property Code 6. Property: Select the Property Name 7. RFC Creator: Select your e-mail address 8. Save: Save, Once Saved the document will load
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Requesting Capital in DocStar RFC Type 9. Select the applicable RFC Type • Capex, Energy, Insurance, IT, PIP RFC Type Defined • Capex – Budgeted/Unbudgeted/Emergency
• Managed by RDOF & Project Coordinators (as assigned)
• Energy – Energy Project Manager • Insurance – Project that results from an incident at the property level with an Incident Report • Managed by RDOF and Property (Insurance Deductible 1million dollars) • IT – IT Project Manager – Budgeted/Unbudgeted • PIP – Managed by Renovation PM
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Requesting Capital in DocStar Project Type – Budgeted Capital Project
10. Select the applicable Project Type • Budgeted Capital Project 11. Enter the Budgeted Transcendent Number 12. Requested Dollar Amount
13. Budgeted Dollar Amount 14. Enter Dollar Amount Requested If requesting funds over the budget for this project include the difference as discretionary in the From TR #2 line 15. “Discretionary” 16. Dollar amount overage
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Discretionary
Dollar Amount
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Requesting Capital in DocStar Project Type- Amendment to Project- 10% or Up to $3000.00 over Project Budget
12. Dollar Amount Associated with the Transcendent Number/Discretionary 13. Amended Dollar Amount
10. Select the applicable Project Type • Amendment To Project 11. Enter the Budgeted Transcendent Number or Discretionary
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Requesting Capital in DocStar Project Type- Discretionary Spend – Unbudgeted Project/Emergency
10. Select the applicable Project Type • Discretionary Spend 11. Type Discretionary 12. Dollar Amount Associated with the Transcendent Number
13. Budgeted Dollar Amount 14. Enter Dollar Amount Requesting
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Discretionary
Dollar Amount
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$0.00
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Requesting Capital in DocStar Project Type- Trade – fund reallocation from a budgeted project to fund another project budgeted/nonbudgeted
13. Budgeted Dollar Amount 14. Enter Dollar Amount Requesting
10. Select the applicable Project Type • Trade 11. Enter the Budgeted Transcendent Number 12. Requested Dollar Amount
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Dollar Amount
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$0.00
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Requesting Capital in DocStar Supporting Documents 17. PO- When Purchasing Goods with no labor 18. Contract Required- When Purchasing Services
19. COI on File – Verify Utilizing the link provided – COI Library 20. Quotes/Bids/Proposals- Select Preferred Vendor for this Project
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Requesting Capital in DocStar Explanation for Request/Comments:
21. Include: •
Project Name
Vendor
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Project Justification for Approval
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• Include additional proposals for this project • Explanation should be included: See examples below
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Type: Project Name, Vendor, and a Project Justification for Approval
Additional Proposals should be listed below
If replacing equipment: the explanation should include the age of the equipment, whether it is currently working or not and how much money you have spent repairing the equipment over the last couple of years.
If you believe there is an ROI for the project: include the calculations in an attachment.
If there is damage: include a picture of the damage (exterior for example)
Requesting Capital in DocStar Vendor Information:
28. Add an Additional Vendor • Follow Steps 22 -27
22. Enter Vendor Name 23. Item Type: As Listed on the Invoice 24. Cost 25. Freight 26. Tax 27. Total is Automated
RFC with Multiple Vendors: If a project will require multiple vendors/specialties, please provide a spreadsheet (converted to PDF) to show the math: Note this in the explanation above
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Requesting Capital in DocStar Supporting Documents
32. Is an Indicator that the document is loading 33. Click Save - wait for the documents to upload. You will know they are complete when the Project No. and estimated outflows dropdowns are able to be selected:
29. Click in the “ Add PDF Attachments Here Square” 30. File Finder will Open • Select the Appropriate PDF File 31. Select by Clicking Open
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Must be a PDF All other Document Types Will Not Open
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Requesting Capital in DocStar Estimated Outflow
34. Enter the Estimated Outflow Month 35. Enter the Estimated Outflow Dollar Amount 36. If there is a schedule of values or agreed upon payment plan click the + to add more months/amounts
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Requesting Capital in DocStar Email Notifications
39. Click Submit
37. Select who you would like to receive notification of the completed RFC – PC only if a PO is required 37. GM, RDOF, CE, ETC. 38. Adding and Additional Recipient click the plus button • Continue to do so if you would like to add additional recipients • If someone is not listed in the dropdown list let your Project Coordinator know so they can make additions.
Once Submitted The RFC will now flow through the approval workflow
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Notes: Capitalizable-Examples
Not Capitalizable – Examples
Capital Improvements •
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Capital Improvements: •
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Landscape replacements due to weather. Replacement of pool drains per 5 year
Landscape replacements when part of a renovation complete exterior re-imaging. • Code upgrades • Building Painting • Renovations and conversions
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Building cleaning
Capital Equipment •
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Capital Equipment •
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Partial OSE Replacements •
Complete OSE replacements •
Partial HK cart replacements. Partial replacement of CGS.
HK carts for the entire hotel.
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• Replacement of CGS for the entire hotel. • Replacement of all HK vacuums • Kitchen cooking/holding equipment Replacement of a motor on a piece of equipment - ( extends the life of the equipment and is a major component) • HVAC Coil Replacement Capital Repairs •
Replacement of some HK vacuums.
Kitchen small wares
Capital Repairs •
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Replacement of a seal on a piece of equipment – ( the failed seal affects the unit operation, it is not considered a major component )
HVAC refrigerant
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Please contact Project Coordinators Travis Boysen & Jody Galindo: Travis.Boysen@atriumhospitality.com; Jody.Galindo@atriumhospitality.com
if further assistance is needed.
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