Introduction to on-trac... 3 Access... 3 Main Window... 4 Main Project Window... 4 Document Upload... 5 Bulk Upload/Download... 7 Checking Documents

Transcription

1 MANUAL

2 Introduction to on-trac... 3 Access... 3 Main Window... 4 Main Project Window... 4 Document Upload... 5 Bulk Upload/Download... 7 Checking Documents In & Out... 8 Checking a Document Out... 8 Checking a Document In... 9 Setting Up and Managing Alerts Setting Up an Alert Managing and Deleting Alerts RFI Process Creating and Syncing a New RFI Notifying the Design Team Design Team Review and Response Finalizing and Approving the RFI Submittal Process Receive, Process & Send a Submittal Electronically Design Team Submittal Review and Return Process a Returned Submittal

3 INTRODUCTION TO ON-TRAC On-trac is an interactive website that stores and manages project documentation. It is intended to be a central place where a project team can share & file documents. Documents filed in on-trac are easily available to the Suffolk team as well as clients, architects & subcontractors. On-trac doesn t replace Contract Manager; Contract Manager is about creating and recording information and on-trac is about sharing and collaboration. ACCESS To gain access to on-trac: 1. Use the following link: 2. The system will prompt you to enter a Username and Password. If you do not have a Username and Password ticket@suffolkconstruction.com. Note: IT will provide you with a Contact Information Template to store Usernames and Passwords for team members. Please keep this file up to date as IT does not keep Username and Password information on file. 3. External users will have a different prefix in front of their usernames that begins with DMZ. 3

4 MAIN WINDOW Once you have logged in you will brought to the on-trac home screen. The Navigation bar on the left hand side will allow you to access your specific projects site. It is grouped by both region and sector. MAIN PROJECT WINDOW Below is the main site for the specific project. Left hand navigation is links to information all team members can see. Middle area of the page is secured content. Users can only view the items they have been granted access to. Suffolk team members have access to everything. Recycle Bin Documents deleted from the site will be stored here. They will be permanently deleted after 30 days. 4

5 DOCUMENT UPLOAD On-trac allows users to upload various project documents for review by both the Project Team and any External Team Members. Note: External Users will only be able to upload to certain areas in which they have access. To upload a document: 1. Choose the area you would like to upload the document to by making a selection in the Navigation Menu on the left hand side of the page. 2. Above the on-trac logo you will see an area called Library Tools. There are two options in Library Tools, Documents and Library. Select Documents to upload a new document. 3. Select the Upload Document button to browse for the file to upload. 5

6 4. Choose the file you would like to upload from your computer and click OK. Note: A file name cannot contain any of the following characters: \ / : *? " < > # { } % ~ &. Files must be 200 MB or smaller. Please discuss file naming convention with team members before uploading documents into on-trac. 6

7 BULK UPLOAD/DOWNLOAD There is an additional method to upload and download files which will allow you to drag and drop files to and from on-trac to your local desktop. This process can only be used with Internet Explorer and will not work with other web browsers such as Google Chrome, Firefox, Safari, etc. For users with 64 bit machines using Windows 7, you must open Internet Explorer in 32 bit mode. Note: If you delete files while in this mode, files will not go to the on-trac Recycle Bin or your Local Recycle Bin. Files will be permanently deleted. 1. In the Library Tools section, click Library. Then choose Open with Explorer. 2. The following window will appear. This will allow you to copy and paste files to and from your local machine. 7

8 CHECKING DOCUMENTS IN & OUT Documents in on-trac can be checked in/out so that both internal and external users can comment and edit documents on their local machines and post changes to the project site. Checking a Document Out 1. To check the document out, select the check-out button from the document menu. 2. The following prompt will appear. Confirm Use my local drafts folder is checked and then click OK. 3. This will bring you back to the main library screen. You will see your name in the Checked Out To column. While the document is checked out to you no one else can replace or edit the document. People can still access the file and view the latest version but they can t see your edits until you check the document back in. 8

9 4. Locate the file in the folder called SharePoint Drafts within your local My Documents folder. You can open the file directly from your desktop or can open your editor (Adobe, Bluebeam, Word, Excel, etc.) and open the file within the application. 5. To save changes, simply save the changes to the file you opened in the SharePoint Drafts folder. If you need to keep a copy on your company s network for your records you can opt to hit Save As to save a copy of the file. Note: The file that is contained within the SharePoint drafts folder must stay named the same. Checking a Document In 1. The file will need to be checked in so that the changes to the document will be reflected in on-trac. Before going into on-trac ensure that you have saved and exited out of the file. Once this is complete, find the corresponding file on your on-trac project site. Click the Document Menu and select Check In. Note: If at any time you want to check a document back in without uploading any changes you can select Discard Check Out from the menu. 9

10 2. The following screen will appear. This screen allows you to confirm your check-in and allows you to add a check-in comment. It is best practice to always add a comment (For example, Approved as Noted, See Comments, Architect Review Complete, or Awaiting Owner s Comments). Click Ok. Note: Architect is requested to enter a brief comment decribing review 3. The status prompt and then below select will ok appear. to confirm Select document Yes to check your in. document in. It may take a few moments for your document to upload depending on network traffic, connection speed and the performance of your computer. 4. The Document Library page will now be displayed. You will notice the Checked Out column will now be blank and any comments will be added to the Check in Comment column. 5. To see the history of people who have reviewed the document, click Version History from the Document Menu. 10

11 SETTING UP AND MANAGING ALERTS Setting up an Alert Note: You will only be able to set up and manage your own alerts. You are not able to change other users. 1. Choose the area you want to subscribe to receive alerts to: 2. Once you have navigated to the desired area, select Library Tools > Library. 3. To set the alert, click Alert Me and select Set alert on this library from the menu. 11

12 4. The following menu will appear. Confirm your address is correct and select your desired alert properties: Alert Title title for the alert Send Alerts to who will be ed alerts Delivery Method currently is the only method Change Type the type of change you will receive alerts for. It is recommended that this be left in the default All changes. Modifying it may result in missing notifications Send Alerts for These Changes you can keep the default setting or choose Someone else changes a document to exclude activity done by yourself from triggering notifications. When to Send Alerts one of the most important options. It is highly recommended that you do not select Send notification immediately as this will cause the user receive multiple s. A more useful setting is the daily summary which will summarize the activity and package into one . Alert Title Delivery Method Change Type Send Alerts for These Changes When to Send Alerts 12

13 Managing and Deleting Alerts 1. From the project Home Screen, select the area where the alert is set. 2. Once you have navigated to the desired area, select Library Tools > Library. 3. To delete or manage your alerts, click Alert Me and select Manage My Alerts from the menu. 13

14 RFI PROCESS Creating and Syncing a new RFI 1. Open Contract Manager ( and enter Username and Password and click Login. 2. Create an RFI using standard procedures. Fill out all relevant fields such as To, From, Question, and other relevant tracking information. 14

15 3. Once all relevant fields are filled out, click Save at the bottom of the page. Note: After you click save a new link will be added under your attachments called Create New Attachment. You must select this link after you save the RFI for it to appear in on-trac. This link builds a relationship between this RFI and a matching on in on-trac. Note: All attachment of supplemental RFI information (sketches, pictures, supporting documents, etc) is no longer being done within Contract Manager. The matching RFI in on-trac will allow you to attach this supplemental information. 4. Click the Create New Attachment link. A new window will open that will be the new RFI that was created in the project s on-trac site. All of the information that was entered into Contract Manager will now appear in this form as well. 15

16 5. Finalize the RFI before notifying the design team that it is ready for review. Any changes you make to the form fields will automatically update in Contract Manager. 6. To attach any supplementary documents you will see Attachments at the bottom of the RFI form. Select Click here to attach a file. 7. The following prompt will appear allowing you to browse and attach a document. You will be able to attach files on your local machine as well as any network drive you have access to. Click Browse to find the file. Once the file has been located click Attach. Your attachment will now show up in the form. You can delete any existing attachments by clicking on the red X. You can add additional attachments by following the steps above. 16

17 8. Once you have finalized the form and added all necessary attachments, click Save in the top right corner. Note: Regardless if you have made any changes to the RFI form, and/or added any attachments, you must click Save the first time you are brought to this from via Contract Manager. Notifying the Design Team Once the RFI is completed you can notify the design team in two different ways. 1. Manual Sending it by manual would simply require opening a new from outlook, add the appropriate recipients and type a message. You can reference the RFI in the or provide a direct link to the form. To provide a link, right click on the title of the RFI and select Copy Shortcut. You can then post this into your message. 2. Auto Alerts The system can be configured to automatically send s when new RFI s are added and when existing ones have been modified. Alerts are configured in bulk for the entire RFI directory for a set group of people. This needs to be established and setup before RFI s are processed. This method will automatically send an to the users who are setup. IT can assist you will setting up a group. To define your own alert, see Setting Up an Alert for more information. 17

18 Design Team Review and Response Once the design team has been notified of a new RFI, their process will remain the same. The only change will be how they return the RFI to Suffolk. 1. Once the architect is ready to respond to the RFI they will need to locate the correct one. They can do this by either looking under open RFI s in on-trac or following the original link they received. 2. Click on the dropdown arrow on the right hand side of the Document Title and choose Edit Item. 3. The architect will then enter an Answer, a Response Date and add any relevant Attachments to the form. All other fields are not editable. 18

19 4. Once all information has been entered, click Save. After saving the RFI the user will be brought back to a list of all the RFI s. The RFI status will remain open until a member of the Suffolk Project Management Team Approves the response work-flow. The status will then be marked as Closed. After the RFI has been saved, the architect will need to notify the team of the response. This will either be via end-user generated notification (send link) or the automatic notifications (Alerts) that have been setup. Finalizing and Approving the RFI After the design team has added their response, the last step is for the Suffolk team to verify and approve the RFI. 1. Locate the RFI to approve. Once located the RFI can be approved in 2 ways. a. Within the ribbon checkbox for the specific RFI must be checked b. Within the drop-down menu associated with the RFI title 19

20 2. The Approve/Reject screen will appear. From this screen you will be able to either Approve or Reject the response as well as add any comments. Click Ok when complete. Note: Once the RFI has been approved the status will be updated to Closed and the RFI will appear under the Closed list. The RFI is also updated and closed in Contract Manager. 3. Notify any relevant team members (subcontractors, etc) that need to act on the document. 20

21 SUBMITTAL PROCESS Receive, Process & Send a Submittal Electronically 1. Using on-trac, Subcontractor uploads a new submittal to the New Submittal area under the Subcontractor heading of the projects home page. Note: A folder for each subcontractor should be created within this container to keep it organized. Once a submittal has been processed it can be deleted to eliminate confusion. 2. Suffolk will receive an alert of the new submittal. Note: This alert can either be an from your subcontractor or an automatic alert the system sends you. The automatic alert requires you to subscribe to it. For instructions click here. 3. Open and review the submittal directly from on-trac. Click the dropdown menu to the right of the document name and select Edit Document. The document will open in your PDF editor. Electronically stamp and annotate the submittal using the PDF editor. If one is not installed, contact the Help Desk for assistance. Note: The drop arrow to the right arrow will reveal a menu with an option to edit 4. document. Log the submittal The document into Contract will Manager open in following your PDF the normal editor. procedure. Submittal PDF package does not need to be attached to log entry into Contract Manager. 21

22 5. Navigate to the submittals document library on the main project site. It is recommended that you create a folder for each submittal division/spec section. If one is not created you can do so by clicking New Folder under Library Tools > Documents. 6. Upload finalized submittal package (PDF) to the specific division/spec file. From Library Tools > Documents select Upload Document. 7. The following box will appear allowing you to browse and upload a document. You will be able to upload files on your local machine as well as any network drive you have access to. Click Browse to find the file. Type in any comments and then click Ok. 22

23 8. Enter all descriptive information on the following screen to finalize the submittal upload. Filling in the fields will ensure that other users have a clear understanding of what each file is without the need to open it. Once you have entered all information click Save. Note: Fill in the above fields on upload this will ensure other users have a clear understanding of what each file is without the need to open it. 9. Communicate the new submittal posting to the Design Team. Select the submittal you would like to send by clicking the check box next to the name. Click the a Link button. 10. A blank will appear. Enter the appropriate contacts and text specific to your needs. The link will open the submittal file directly and only users with accounts will be able to view the document. Note: Enter appropriate contacts and text specific to your needs. Link will open submittal file directly, 23 only users with accounts will be able to view document.

24 11. To send multiple submittals, navigate to the folder of the submittals you wish to send. Select Library from the Library Tools menu, and then click a Link. This will link to the entire folder. Design Team Submittal Review and Return Normal submittal review process occurs between the lead Architect and sub-consultants. The submittal can be electronically marked up, printed, ed or downloaded from on-trac. 1. The Design Team member will navigate to the specific submittal they are looking to review or return. 2. Once the submittal has been located, click on the dropdown menu to the right of the submittal name and choose Check Out. Once the document is checked out, it will be locked so that only the user can modify and replace the file. Note: Once you get to the file(s) you are looking to take ownership off use either the check box and ribbon menu or the drop down menu next to the file name to fine/select the check out option. 24

25 The following prompt will appear. Ensure that the Use my local drafts folder box is checked and then click OK. Note: This 3. menu After the will file appear, has been confirm checked the out, check click box on the is selected file name for and Use the document my will open in your PDF local drafts editor. folder and hit ok. Note: After check-out you can simply click the file name to and the You can also locate the file in your SharePoint Drafts folder located in My Documents. Once a file document is in this folder will open you don t in you need PDF to editor. be connected to the internet to work with it. It is also important not to delete, cut or rename any of these files or they will not check-in properly once edits are complete. 4. Once the document is open, you can add any mark-ups using the PDF editor tools. If you already have a file with the review comments you can use the insert or merge tools to add this information into the submittal document. 5. When the edits are complete click Save or Save As. You will notice that it will look to save the document to its location in the SharePoint drafts folder. After the document has been saved you can close it. 25

26 6. To check the file back into its original location within on-trac, find the file in the specific submittal folder. Select the check box next to the document name. In the dropdown menu to the right of the document name select Check In. Note: Once you get to the file(s) you are looking to return use either the 7. The following prompt will appear. Ensure that you select No for Retain your check out after check box and ribbon menu or the drop down menu next to the file name checking in? The Architect is requested to enter a brief comment describing the review status. to find/select the check in option. Once this is complete select Ok. Note: Architect is requested to enter a brief comment decribing review 8. The architect will then need to notify Suffolk that the submittal is available. To do this, select the status and then select ok to confirm document check in. submittal you would like to send. In the Documents ribbon select a Link. A blank will appear. Note: Automatic Select the alerts submittal can be you implemented would like in to lieu send, of this the communication documents ribbon method. For instructions, menu will appear. click here. Find the a link button. A blank will appear Automatic alerts can be implemented in lieu of this communication method. 26

27 Process a Returned Submittal The Suffolk Project Manager reviews all returned submittals and enters relevant log and status information into Contract Manager. If the Project Manager wants to add a transmittal to the submittal in on-trac, it can be done by using the Check In and Check Out method described above. 1. Notification will be received from the Architect that the submittal has been returned. To update the status in on-trac, navigate to the submittal. Select the check box next to the file and from the documents ribbon select Edit Properties. Note: To update the status in on-trac simply navigate to the file in question. 2. The Use following either the box check will appear. box In and the ribbon Status menu field, select or the the drop appropriate down menu status next and then click Save. to the file name to find/select the edit properties option. 3. Once the submittal has been finalized in on-trac and Contract Manager, subcontractors and any additional contacts (Field Office, Estimating, etc.) will need to be notified. This can be done using the a Link method described here. 27