Facility Dynamics Project Portal Overview and Training Portal

Facility Dynamics Project Portal Overview and Training

Portal Overview n n n Internet Hub for Cx and Building Information Collaborative Internet Based Issue Management Submittal Management Project Directory Fully Integrates with Com. IT, the collaborative Cx software

Internet Information Hub n Share documents via the web ¡ Upload and Download Files n n n View documents over the web ¡ n Directly from the browser From within Com. IT Navigate the file structure and click on the file Acts as Hub for Com. IT Links ¡ ¡ ¡ All Links in Com. IT can be viewed over the web from within Com. IT Uploaded to the Portal from within Com. IT Downloaded from the Portal from within Com. IT

Collaborative Issue Management n n Email is sent to all responsible Parties and. List Copied Fully Integrates with Com. IT Action Parties Uses email as the transport mechanism Click to Respond Allows anyone who receives an emailed Action Item to respond to it Post new or edit existing Action Items Allows anyone with credentials to: ¡ ¡ Post New Item Edit an existing item they created Recipients can click to respond and continue thread Complete and Submit Response Review Action Reports via their browser Click to View Linked Documents Print Action Reports via their browser

Filter by Status Submittal Tracking n n n Collaborative Submittal Tracking Post Comments to a of. Submission of a Submittal (package information) Click to View Submittal Submission (round of review) Respond posted comments Partyto making comment Category for comment Comment. Status Track Approval of Submittals Responses Track comments to completion Associate and View Electronic Documents

Project Directory n n n Add and Edit Parties and Individuals View Party Information Click to Email View Information for individuals Send Emails to Project Team members Manage Contact Information Search for Contacts

Facility Dynamics Project Portal Training

Project Portal Concepts n n The Portal requires credentials to access all but responses to emailed Action Items. Once you get on, for actions that involve responsibilities, the Portal uses a User Database on our servers to identify you. ¡ ¡ ¡ When you sign on for the first time, it will ask you for your email address. It then checks our database to see if it knows who you are If you are in our database, you will proceed to the List of Projects page. If not, it will ask you for your information to be put in the database Everything is indexed off the email address, therefore you must be consistent with it.

Screen Area Names n n n Bar The blue bar near the top with. Menu menu selections is referred to as the Menu Bar When there is a tree view on the left, it is referred to as the Navigation Pane The main workspace is referred to as the Task Pane Navigation Pane Task Pane

Entering the Portal n 1 To Enter the Project Portal : 1. 2. 3. Go to www. facilitydynamics. com. Click Enter Project Portal. Enter your credentials. a. 4. 2 After entering credentials (3) your project list is displayed You will see all the projects to which you are assigned listed there Click on the Explore Button a. You will be taken to the applicable Project Portal 4

Information Hub n To Navigate Project Information : 1. 2. 3. Enter the project portal. Navigate the 2 tree view on left. To download a file. 3 R-Click and choose a. Right click it and choose Save Target. SAVE As AS Save on b. Select your local directory and. Then click Save your Drive

Information Hub n To View Information : 1. 2. 3. 4. Enter the project portal. Navigate the 2 tree view on left. Click the file you want to view. 3 If you have the applicable software to view the file, it will display in a new window

Information Hub 3 n To Create New 4 Directories : 1. 2. 3. 4. Enter the project portal. Navigate the 2 tree view on left to the Parent directory In the text box at the top Navigation Pane labeled “Enter Folder Name”, type the name of the folder. Click the Create Folder button

Information Hub Check Individuals to Copy To Upload a File : n 1. 2. 3. 4. 5. 6. 7. 3 5 Enter the project portal. Navigate the desiredsent directory Emailtonotification referencing the uploaded file 4 In the text box at the top Task Pane enter the path to the local file that you want 2 to upload a. Either type the name of the path including file name Comment you added b. Or click the Browse button and select the file from the File dialogue Link to file (click to view or R-click and click Save As to download) If you want to notify anyone of the upload, make sure the Notify box is checked and click the … button and check the Individuals to notify Click the Upload File button Enter a comment describing the file to be included in the email notification Notified individuals will receive an email notifying them of the file with a link to it so that they can either view or download it.

Information Hub n To Upload Multiple Files : 1. 2. 3. First Zip the files into a RELATIVE ZIP file Proceed as indicated for a single file. When prompted to unzip, click Yes

Information Hub n To Delete A File : 1. 2. 3. 4. 3 Enter the project portal. Navigate the 2 tree view on left to the directory that contains the file Check the file(s) in the check box to the left of the name. Click the Remove Selected File(s) button 4

Action List 2 c To Post a New Action Item : n 1. 2. 3. d After entering the Project Portal, Click Action Items in the Menu Bar. b Click the Post/New Edit Tab Enter Action Item. a. b. c. d. e. f. g. a Item When it is required (you can click the Calendar Button and select the date) Category Up to three responsible parties If you want to send an email, make sure Send Email is checked g Project Individuals to copy email to using cc: . . And and Select check the applicable individuals Type in email address of non-project members to copy e If applicable associate it with the project configuration • 4. If the action item is opened from a form with a structural context, the associationf will generally be made automatically 4 Click Submit Action Item

Action List n 3 To Edit an Existing Action Item : 1. 2. 3. 4. 5. 6. After entering the Project Portal, Click Action Items in the Menu Bar. 4 Click the Post/New Edit Tab Select the Action Item you want to edit from the Go To Action Item list Edit information desired. If you want an email notification sent, ensure that Send Email 5 is checked and copy any additional individuals 6 Click Submit Action Item

Action List n 3 To View Action Links (documents associated with the Action Item): 1. 2. 3. 4. After entering the Project Portal, Click Action Items in the Menu Bar. Click the Post/New Edit Tab Select the Action Item you want to edit from the Go To Action Item list Click on the desired link n Note that the document must have been uploaded to the portal for it to be viewable 4

Action List n To Review Action Items : 2 3 1. 2. After entering the Project Portal, Click Action Items in the Menu Bar. Click the Review Tab if it is not already active ¡ 3. Initially, the Action Items displayed will be filtered for your Party Apply any desired filters ¡ 4. 4 You can filter by Party or on Status (Open Items Only includes those items that do not have a date in the Delivered column) Click the Refresh Button

Action List n To Print 2 Action Item Report: 1. 2. Initially, the Action Items displayed will be filtered for your Party Click the Printer Friendly hyperlink ¡ 4. 3 After entering the Project Portal, Click Action Items in the Menu Bar. Click the Review Tab if it is not already active ¡ 3. 4 A new window will open Print the new window

Action List n is sent to all responsible Parties and Copied To Respond to Email Action Items: Check Individuals to Copy Parties 1. 2. 3. 5 2 After entering the Project Portal, Click Action Items in the Menu Bar. 6 3 Click the Review Tab if it is not already active ¡ Locate the Action Item you want to respond to and click the Item Number ¡ 4. 5. 6. 7. Initially, the Action Items displayed will be filtered for your Party The Action Response Window will open 4 Enter a Response Recipients can click to respond and continue thread Select Project Members to copy on the response Select non-members to copy on the response 7 Click Send Response

Action List n Individuals To Respond to Emailed Check Action Item: to Copy 5 1. 2. 3. 4. 5. 6. 7. On the email, Click the hyperlink at the bottom that 6 to Respond” says “Click Here Log in Non members will have to select a Party and enter their email address, however, they will be able to respond Enter a Response Select Project 4 Members to copy on the response Select non-members to copy on the response 1 Click Send Response 7

Submittal Tracking n 2 To Enter a New Submittal : 1. 2. 3. 4. 5. 6. 7. 3 After entering the project portal, click Submittals 4 on the Menu Bar Click New Submittal 5 at the top of the Navigation Pane. Enter the Submittal Number 6 Select a Submittal Category 7 Enter a description. Enter a Specification Reference Click Create Submittal

Submittal Tracking n To Enter a New Submission: 1. 2. 3. 4. 5. 6. After entering the project portal, click Submittals on the Menu Bar 2 Navigate to 3 the Submittal to which 4 you are adding a Submission 5 Click New Submission item 6 under that Submittal at the top of the Navigation Pane. Enter the Name Select a Status Click Create Submittal

Submittal Tracking To Enter Comment on a Submission: n 1. 2. 3. 4. 5. 6. 7. 8. 9. After entering the project 4 portal, click Submittals on the Menu Bar 5 Navigate to the Submittal and Submission to which you are adding a Submission 6 Click 3 New Comment item under that Submittal at the top of the Navigation Pane. 7 Enter a number that is unique for that submission Enter a Reference Topic 8 Select a Status 9 Enter the Comment Select a Category Save the Comment

Submittal Tracking n To Respond to a Submission Comment: 1. 2. 3. 4. 5. 6. After entering the project portal, click Submittals on the Menu Bar 3 Navigate to the Submittal and Submission to which you are adding a Submission. Click on whatever level is convenient as long as the 2 commentary is 4 shown in the Task Pane Click on the number adjacent to the comment. The Submittal 5 Response window will be in the Task Pane. 6 Enter Response Select a Status Save Response

Submittal Tracking n To Edit a Comment: 3 ¡ 1. 2. 3. 4. 5. Note that you have to be a member of the Party who made the comment to be able to edit it. After entering the project portal, click Submittals on the Menu Bar 4 Navigate to the Comment you want to edit and click it in the tree view. The comment will be shown. If you are a member of the party making 2 the comment, the edit hyperlink will be active. 5 Click on Edit the desired information Save the Comment

Submittal Tracking To View Submittals: n 1. 2 3. 4. After entering the project portal, click Submittals on the Menu Bar 3 Navigate to the Submittal and Submission to 4 which you are adding a Submission. Click on the Documents tab Click the Link. The document will open in a separate window assuming it has been uploaded to the Portal

Project Directory n A Party is a Contractual Entity ¡ ¡ n Generally generically named Includes a Primary Contact who will receive all correspondence for that Party An Individual is a person who is a member of a Party

Project Directory n To View the Project Directory: 1. 2. After entering the project portal, click Project Directory on the Menu Bar The Project Directory will be displayed

Project Directory 2 To Add a Party: n 1. 2. 3. 4. 5. 6. 7. 8. After entering the project portal, click Project Directory on the Menu Bar 3 Click the Manage Contact Tab. The contact management window will be displayed 4 5 pull down list at the top. By default it Go to the Party Code will be set to enter a New Party. If not, select New Party 6 from the list 7 Enter a New Party Code Name for the Party Enter a Description for the Party – one that will fully indicate the party like “Siemens the Controls Contractor” Edit the information under the General Information. Make sure you enter a primary 8 contact and a primary email Click Save Contact

Project Directory 2 n To Edit Party Information: 1. 2. 3. 4. 5. After entering 3 the project portal, click Project Directory on the Menu Bar Click the Manage Contact Tab. The contact management window will be displayed Go to the Party Code pull down list at the 4 top. Select the Party you want to edit. Edit the information in the General Information Click Save Contact 5

Project Directory 2 To Add an Individual: n 1. 2. 3. 4. 5. 6. 7. 8. After entering the project portal, click Project Directory on the Menu Bar 3 Click the Manage 4 Contact Tab. The contact management window will be displayed 5 Go to the Party Code pull down list at the top. 6 By default it will be set to enter a New Party. Select the Party to which you want to add an individual 7 In the Individual Code pull down list select New Individual Enter an Individual Code (typically last name however it must be unique) Enter a Formal Reference (Mr. Joseph Blow) Enter the information for that individual making sure you are using the email address 8 they are registered under Click Save Contact

Project Directory n To Edit an Individual’s Information: 1. 2. 3. 4. 5. 6. After entering the project portal, click Project Directory on the 4 Menu Bar Click the Manage Contact Tab. The contact management window will be displayed Go to the Party Code pull down list at the top. By 5 Select default it will be set to enter a New Party. the Party to which the individual is assigned In the Individual Code pull down list, select the Individual you want to edit. Edit the applicable information Click Save Contact 6

Project Directory n To Search for a Contact: 1. 2. 3. 4. 5. 6. After entering the project portal, click Project 4 5 Directory 3 on the Menu Bar Click the Search Contact Tab. The search contact window will be displayed with filter criteria You can narrow the search by choosing a party. Otherwise, leave the default of all parties. Enter the text in the name to check for Click Refresh Matching entries will be displayed.