ES (NRDD)

Document Reference Number

Project Code

Originator Code

Document ID Code

Discipline Code

Sequential Number

Revision

Work Instruction

This document is the property of Network Rail. It shall not be reproduced in whole or part nor disclosed to a third party without the written permission of the author.

© Copyright 2020 Network Rail.

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Work Instruction

BIM4NR NRDD Enquiry Workflow

(ProjectWise)

Document owner: Will Schoeman

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Supply

Copies of this document are available electronically via Sharepoint / NR BIM Portal: ProjectWise - Enquiry Workflow - Work Instruction.docx

This document shall be deemed uncontrolled once printed.

Revision History

Issue Date Amendments and summary of changes

01 15/02/2021 First draft

02

03

04

Table of Contents

Revision History .................................................................................................................................... 2 1. Purpose .......................................................................................................................................... 3 2. Scope ............................................................................................................................................. 3 3. Abbreviations & Definitions ......................................................................................................... 3 4. Overview ........................................................................................................................................ 4 5. Understanding Workflow ............................................................................................................. 4 6. Document Numbering................................................................................................................... 9 7. Folder Structure .......................................................................................................................... 10 8. Document Creation ..................................................................................................................... 12 9. Workflow ...................................................................................................................................... 25 10. Audit Trail .................................................................................................................................... 30 11. PDF Renditions ........................................................................................................................... 30 12. Bulk Uploads ............................................................................................................................... 34 13. ProjectWise connector for AssetWise ............................................ Error! Bookmark not defined. 14. User Interfaces ............................................................................................................................ 34 15. Microsoft Office Integration ....................................................................................................... 36 Appendix A - Suitability Codes .......................................................................................................... 37

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1. Purpose

The primary purpose of this document is to provide projects with guidance on how to use the Enquiry Workflow in ProjectWise. It covers the end to end process from document creation, through review and approval to publishing. This work instruction provides click-by-click instructions for the process.

2. Scope

This document is applicable to, and should be adhered to, by any persons producing documentation for Capital Delivery projects, both Network Rail employees and contractors.

3. Abbreviations & Definitions

Abbreviation or Phrase Definition

BIM Building Information Modelling

BIM4NR The Building Information Modelling for Network Rail project

BS1192 UK Standard for BIM

CAD Computer Aided Design

CDE Common Data Environment

CEM Contractor’s Engineering Manager

CPM Contractor's Project Manager

CRE Contractor’s Responsible Engineer

DPE Designated Project Engineer

DRN CAT Document Review Notice Category Score

ES (NRDD) Engineering Services, Network Rail Design Delivery

IMS Integrated Management System

IP Network Rail Investment Projects, now known as Capital Delivery

ISO 19650 International Standard for BIM

pdf Portable Document Format

PM Project Manager

PW ProjectWise

TIDP Task Information Delivery Plan

WIP Work In Progress

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4. Overview

4.1 Focus

This information is for ALL users who require a sound understanding of the Enquiry workflow process.

4.2 Description

This work instruction describes the process of creating documents and using the workflow process to approve, share and publish the documents. Version control and Microsoft Office integration as well Attribute Exchange is also covered.

4.3 Objectives

• Understanding how all project management and commercial documentation transit through approval and published workflows and the automated process and management of information workflows.

• Data Production and Dynamic Security.

• Understand the document naming rules and folder Structures

• Running bulk uploads

• Withdraw and Supersede documents

• Creating pdf renditions for checking

5. Understanding Workflow

5.1 Introduction to Workflow

ProjectWise uses a workflow to move documents through the creation process. The workflow process controls the access to the document by applying Dynamic Security that is applicable to the particular document state. Revision numbers, suitability codes and document status are automatically updated as the document moves through the workflow. Documents can only be edited and updated if they're in the appropriate workflow step, (Usually WIP – Work In Progress). The Enquiry Workflow is predominantly (but not exclusively) applied to project management and commercial documentation. When changes are made, the documents have to go through the appropriate review process again. Document renditions are automatically produced at key workflow states and attributes for tracking and reporting are updated. States are used to record business process steps. The ProjectWise workflow automatically updates a documents attributes as it goes through the workflow. It ensures that the:

• Document is shared with the appropriate people. Within enquiry team to client team.

• Revision number is updated. From 01.1 - 01.2 - 01 - 02.1

• Suitability Status is updated. From S0 to S4 (refer to Appendix for full list)

• Action based security

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Author, Checker, Approver The rest of this document will look at each of these processes in more detail.

5.2 Workflow Diagram – Overview

The document workflow in ProjectWise is based on the BS EN ISO 19650 CDE States but primarily aligned to NR business processes and standards.

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The diagram below shows an overview of the Enquiry workflow:

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5.3 Dynamic Security model

Workflows can also be described as Dynamic Access Control. This is the method of controlling document security as it passes through a workflow from State to State. A combination of Action and Role based security is used in ProjectWise.

• Action based security is for example an Author, Checker or Approver

• Role-based security could be a discipline CRE or a Project Manager, these roles automatically inherit Action permissions

Action & Role-based security, e.g. Functional Discipline CRE will automatically inherit permissions. Permissions change as document progresses through workflow and the visibility of documents increase. Attributes are automatically updated in the document properties and in the title block. As with all of the workflows there is Dynamic Security applied. This means that the permissions are automatically changed as the document progresses through the workflow and the number of Project users having access to the file increases the further it progresses, from Task Team to Delivery Team to Project Team. The diagram below shows an overview of how the role-based access changes as the design progresses through the workflow:

[Project]-[Originator]-TL-Design Approver

[Project]-[Originator]-TL-CRE

User

User

[Project]-[Originator]-TL-CEM

[Project]-[Originator]-TL-Design Checker

[Project]-[Originator]-TL-Design Checker

User

User

User[Project]-[Originator]-TL-Designer

[Project]-[Originator]-TL-CRE

[Project]-[Originator]-TL-Design Checker

[Project]-[Originator]-TL-Design Checker

User

User

User[Project]-[Originator]-TL-Designer

[Project]-[Originator]-TL-CRE

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6. Document Numbering

6.1 7 Segment Numbering format

The numbering system in the BIM CDE only allows for the 7-segment numbering format to ensure alignment with the industry standards and best practice. Previous 5 and 8 segment formats are not available. The lookup values for these segments are controlled centrally from the Master list managed by the document control team. The numbering format is defined in NR/L3/INI/P3M/131/02:

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Volume and Location codes are configured locally for each project.

6.2 Revision Prefix

Revision Prefixes and sequences are fully controlled by the CDE in accordance with the standard. Non-design documents do not have a prefix, only a sequence number.

7. Folder Structure

7.1 ProjectWise folders

A standardised templated folder structure is used to create the folder structure during the project on-boarding process. Hierarchical permissions are inherited from the folder structure and the workflow is also linked to folder. The enquiry documents inherit properties from the folder structure, for example Project Number and Supplier. This eliminates retyping of data and reduces errors. The properties are then automatically inserted into the title block using linked attributes, this ensures that the title block always contains the correct version and status information. The folder structure is created by the support team as part of the onboarding process and the local administrator can create sub folders for Reference Data, Sets and Registers and Application files, where required. The folders use the following Structure for ES (NRDD) Projects:

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*Creation & management of sub-folders under local control ** Sub folders managed by on-boarding process

Regions & Functions ES (NRDD) Enquiries Enquiry 1 Enquiry 2 PMO – Enquiry PMO – Offer Pack Existing Information - Records Existing Site Survey Information Renditions Projects Project 1 Project 2 Design Stage PMO – Programme Schedule PMO – Commercial and Procurement PMO – Project Specifics PMO – Reporting Existing Information – Records Pre-Site H&S Documents Site Survey Information Technical Information Calcs – Analysis Methods CAD Data Deliverables – Reports

Engineering Management Close Out Stage Lessons Learned Customer Feedback Final Account Statement SAVE Form Archive Records – Return Records

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When implemented in ProjectWise, the folder structure looks like this:

8. Document Creation

8.1 Creating a document

Document placeholders might be created automatically for a project during the on boarding process using the TIDP. Single or multiple document can also be created manually using the document wizard as described in the steps below:

Close Out

Project

Resources - Templates

Capital Delivery Regions

Enquiry

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8.2 Document Creation Wizard

To create a new document, start by selecting the ProjectWise folder where the document will be created. For example, the “Engineering – Signalling” folder under “Contractual, Financial and Legal” in the AECOM delivery team. By doing this the following information will already be known about the document and does not need to be entered again: • Project – Name and Number • Delivery Team – PM, DPE, CEM, CPM, CRE • Discipline, and • Document type This saves on the amount of data entry and data duplication and improves the accuracy of the information. This information does not have to be entered again and will be applied to the drawing metadata and will also be transferred into the drawing title block through the use of attribute exchange. From the Document Menu select - New - Document, or Right click in the empty area below the document list and select New – Document. (To create multiple documents, select New – Multiple Documents from the Document menu) Select Advanced Wizard from the Pop-up window:

Then click Next >:

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Confirm the folder, or select a different folder:

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It's important to select the correct folder, as this determines the Document Number, meta data, workflow and security of the document. The document cannot be moved to a different folder after creation. Select a template: There are two options when deciding which document will be used to create the Projectwise document from:

• Use ProjectWise document as a template Use this option to select a drawing template from the resources folder in PW

or to use as existing drawing as the template for the new drawing

• Use external file as a template select this option to use an external document as a template. This option can

be used to import multiple external documents as a batch.

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Define the Document Code: Some of the values like Project and Originator will be pre-populated as these are known from the folder that was selected. Select the values for Volume and Level. - Document and Discipline codes are managed centrally via SharePoint using an approval

and change control process. - Volume and Level codes are project specific and are controlled using local approval and

change control processes.

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Select the Volume, Location and Document Type from the available values on the drop-down list. Click the Generate button to create the next numeric value: Enter a suitable description for the new document:

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Enter the additional document attributes: Title lines, Document sub-type and Alternative Reference:

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The document is created with a suitability code of S0 – Work in Progress. Refer to Appendix A for a full list of suitability codes. Enter the additional document attributes where relevant. For example ELR and Asset:

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Check and confirm the values that have been captured and click Next:

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Click Finish to close the Wizard:

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8.3 Document Properties

When a document is selected the Document Properties are visible in the Properties pane at the bottom right:

Due to the large number of properties that are recorded for each document, a number of different views have been created to group the properties together. Views can be selected from the drop down in the Document Properties Pane. Use the drop down list at the top right of the screen to display a different selection of Columns in the Document List. To View or Edit the Document Properties; right click on the document in the List pane, then Select Properties from the pop-up menu. Select the Attributes tab or More Attributes to view the information. When a new document is created the revision is set to P01.1 and the Suitability Status is S0 – Work in Progress. These values will be updated automatically as the document progrsees throught the workflow states. 8.3.1 Interfaces

Interfaces are used to group similair attributes. Use the Interface drop down in the main ProjectWise window to select a different interface.

Folder Structure

Document List

Document Properties

Columns Interface

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Interfaces:

8.4 Viewing a document

To View a document, right click on the document and select view from the pop-up menu. The document will launch in the appropriate application, if it’s installed. The title page of the document will automatically be updated with the relevant information, including the Suitability Status and Revision, as determined by the workflow. The attribute exchange feature is used to add the linked attributes to the document template. Refer to the separate work instruction for more details on configuring attribute exchange.

Default Deliverables Tracking

Revision History Design

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8.5 Editing a document

A document can only be edited when it’s in the appropriate workflow sate: Work In Progress. To Edit a document, right click on the document and select Edit from the pop-up menu. The document will be opened in the relevant application, for example Microsoft Word. When a document is opened for editing, the document status is changed to Checked Out, and a padlock symbol appears to indicate that the document is locked. This prevents other users from editing the document. The latest checked in version can still be viewed.

8.5.1 Check Out:

The user that has the document Checked Out for editing will see a red tick mark next to the document.

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8.5.2 Check In:

When the document is closed after editing the following Check-in Window will appear:

Select Check In, to check the updated document back into ProjectWise.

Use the Update Server Copy option to keep the document checked out, or Free to discard the changes that have been made.

The document can be checked in before advancing it to the next workflow state.

9. Workflow

9.1 Shared for Co-ordination

Having created/imported a document, it automatically starts its journey in WIP. After saving any modifications, right click on the document then select:

• Change State – Shared for Co-ordination, or

• Change State – Revise

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Confirm the selection:

Notification of action success:

The document Properties are now updated as follows: State: Shared – Enquiry Team Revision: 01 Suitability: S1 – Suitable for co-ordination

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9.2 Submit for Checking

To advance a document to the next workflow state, right click on the document then select:

• Change State – Send for Checking, or

• Change State – Revise

The available options will depend on the current workflow state, all other options will be greyed out. The document Properties are now updated as follows: State: For Checking Revision: 01 Suitability: S3 – Suitable for Co-ordination

9.3 Send for Internal Approval

The Checker now has the following two options when selecting Change State:

• Revise

• Send for Internal Approval

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9.4 Internal Approved

During this stage, the approver can either:

• Proceed to Internal Approval

• Revise If revised, the document returns to S0 WIP. If Internal Approval is given, The document Properties are now updated as follows: State: Shared – Internal Approved Revision: 01 Suitability: S4 – Suitable for Stage Approval

9.5 Shared – Internal Approved

Now the document has been approved internally, it is ready for the client to either approve or reject it. Alternatively, the document can be revised, which will set the document back to WIP: ADD DIAGRAM 9.5.1 Client Team - Reject

The document is returned to Work in Progress and the Revision is updated to 01.

State: Work in Progress Revision: 01 Suitability: S0 – Work in Progress

At each subsequent step in the workflow, the document properties will be updated as defined in the workflow diagram in section Error! Reference source not found. of this document. The access permissions will also be updated, and pdf renditions will be created where required. Note: It is possible to progress multiple documents through the workflow in batches. Select multiple documents that are in the same state, then right click – Change State. 9.5.2 Client Team - Approval

Internal Approved

Client Approved

Client Rejected

Revise WIP

Published

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The document is published : .

9.6 Withdraw and Re-instate

When a document is withdrawn the suitability code is changed to S5 – Withdrawn or Cancelled. A Withdrawn document can be Re-instated or Revised: - Re-instate: returns the current version to the document to the previous workflow state. - Revise: updates the revision number and returns the document to Work in Progress.

9.7 Superseded States

Superseded States are automatically triggered when the CURRENT version reaches the same Workflow state as a PREVIOUS version. This has the benefit of any search results for a particular state only showing the latest version of the file at that state. Also any reporting will be more accurate and will not need to take into account any previous versions. E.g. P01 version at ‘Shared -Project’ state. Revised to P02 as CURRENT version to ‘Work in Progress’ state –P01 PREVIOUS version remains at ‘Shared -Project’ state. When CURRENT version (P02, P03…) reaches ‘Shared -Project’ state the PREVIOUS version (P01) in the ‘Shared -Project’ state is automatically moved to the ‘SUPERSEDED-Shared -Project’ state

9.8 Notifications

Notifications are not sent automatically by the workflow process but there are various tools for sending notifications, for example; the Transmittal and the DRN process. Notifications can also be sent manually by emailing a link from the source document. Simply right click on the document and select Send to – Mail Recipient as a link. This is useful if you need to inform somebody that a document is ready for checking or for the next step in the workflow process. Notifications are not automatic as the document can usually be actioned by a group of people, for example a ProjectTeamApprover group. This allows the action to be completed by another person with the relevant competency if the designated approver is not available. Sending automated notifications would result in notifications going to all possible approvers and would result in multiple unnecessary notifications.

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To send the document via transmittal, right click on the document add select Send to Deliverables Management. This will create a new transmittal. Full details of the transmittal process are covered in separate module.

10. Audit Trail

The full Audit Trail can be viewed by selecting the Audit Trail tab on the Document Properties:

To filter the items that are displayed on the Audit Trail, click on the Customize button.

11. PDF Renditions

11.1 Ad–Hoc PDF Renditions for checking

To create a pdf rendition for checking, right click on the document and select, Create Renditions…

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Select the profile Ad-hod design.pdf.

The request will be submitted to the rendition server. The rendition server checks for new jobs every 15 minutes, but a job might take longer to process if there are many jobs in the processing queue. The pdf will apear in the Check Renditions sub folder when the job is complete.

You will also receive a notification email containing links to the pdf as well as the source document.

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11.2 Automatic PDF Renditions

Pdf renditions are automatically created at the following workflow stages:

The request will be submitted to the rendition server when the predefined conditions are met.The rendition server checks for new jobs every 15 minutes, but a job might take longer to process if there are many jobs in the processing queue. The pdf will apear in the Renditions sub folder when the job is complete.

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Open the PDF to check the quality, then go to the Attributes. (Right click on the pdf in ProjectWise, select Properties, then Attributes.) Change the Transfer Rendition field to Y, the document will now be transferred to AssetWise

Open the PDF to check that it is correct, then set the EB_PICKUP property to Yes.

The PDF rendition will now be loaded into AssetWise.

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AssetWise url: https://nr-bim4nr-aw.bentley.com/bim4nr

12. Bulk Uploads

The Bulk Upload functionality is available to Local Administrators and Super Users who have the plug-in installed in ProjectWise. The import spreadsheet can be used for creating document placeholders or for importing design documents that were created outside of ProjectWise. Go to Tools – Import from Excel to start the import process.

If no pre-defined template is available, the Create Excel Template function can be used to create one.

13. User Interfaces

ProjectWise has multiple interfaces that users can use access documents; most user’s view of ProjectWise is with the ProjectWise Explorer client application. ProjectWise now accessible on many other operating systems:

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13.1 Projectwise Web

ProjectWise web can be used to access documents from a web browser. Log into connect.projectwise.com using your IMS account. Then click on the ProjectWise Web View icon:

ProjectWise Edge Desktop ProjectWise Edge Mobile

Web Browser – Microsoft IE/Edge Google Chrome Office 365 Teams

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14. Microsoft Office Integration

14.1 The CDE is integrated with Office 365 desktop applications as well as CAD/Design tools. The products are fully integrated with a Microsoft Office menu bar and file open/save as functionality.

Excel and Word

Excel & Word

Shows ProjectWise properties dialog for current document

Insert picture stored in ProjectWise to current document

Disable integration with ProjectWise

Insert any item stored in ProjectWise to current document as an object

Stores current document properties to ProjectWise document properties, according to pre-defined exchange rules

Updates current document properties with properties stored in ProjectWise, according to pre-defined exchange rules

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Open and Save As

Outlook

Appendix A - Suitability Codes

Code Title Work Area Comment

S0 Work in Progress Work In Progress

S1 Suitable for Co-ordination Shared

The files is available to be 'shared' and used by other disciplines as a background for the information

S2 Suitable for Information Shared S3 Suitable for Review & Comment Shared S4 Suitable for Stage Approval Shared A1 Accepted for Stage 1 Published A2 Accepted for Stage 2 Published A3 Accepted for Stage 3 Published A4 Accepted for Stage 4 Published A5 Accepted for Stage 5 Published A6 Accepted for Stage 6 Published

A7 Accepted for Stage 7 Published

This suitability code can be used for As Built drawing submission to NRG

A8 Accepted for Stage 8 Published B1 Partially Accepted for Stage 1 Published B2 Partially Accepted for Stage 2 Published

Outlook

Exports current item to ProjectWise

Exports item attachments to ProjectWise. If this item is selected, the dialog will be shown, in which user will be able to choose which attachments to export

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B3 Partially Accepted for Stage 3 Published B4 Partially Accepted for Stage 4 Published B5 Partially Accepted for Stage 5 Published B6 Partially Accepted for Stage 6 Published B7 Partially Accepted for Stage 7 Published B8 Partially Accepted for Stage 8 Published R1 Rejected for Stage 1 Published R2 Rejected for Stage 2 Published R3 Rejected for Stage 3 Published R4 Rejected for Stage 4 Published R5 Rejected for Stage 5 Published R6 Rejected for Stage 6 Published R7 Rejected for Stage 7 Published R8 Rejected for Stage 8 Published CR As Constructed Record Published AR Archived Information Archived

Source: Document Management - Suitability Codes - All Items (sharepoint.com)