MySmartPlans Getting Started Guide - Getting Started Guide.pdf · MySmartPlans!Getting!Started!Guide!…

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<ul><li><p> MySmartPlans Getting Started Guide </p><p>716 W. Pennway | Kansas City, MO 64108-2134 </p><p>Phone (816) 221-7881 | Toll Free (877) 568-1122 </p><p> http://www.mysmartplans.com </p></li><li><p>MySmartPlans Getting Started Guide Page 2 </p><p>Table of Contents MySmartPlans Overview .................................................................................... 3 </p><p>Pre-con/Design Phase .............................................................................................................................. 3 </p><p>Bid Phase ................................................................................................................................................. 4 </p><p>Construction Phase .................................................................................................................................. 4 </p><p>Closeout Phase ........................................................................................................................................ 4 </p><p>The Project Information Manager ...................................................................... 5 </p><p>How Project Information Managers Work With Your Team6 </p><p> The Project Information Managers Process..7 </p><p>MySmartPlans System Configuration.8 </p><p> Setting Up Your Dashboard.......8 </p><p> Screen Layout....8 </p><p> Selecting Your MySmartPlans Features...........9 </p><p> Dashboard Review.13 </p><p> Defining How Your Want Files Distributed.....14 </p><p> Security &amp; Permissions.....14 </p><p> Interfaces to 3rd Party Systems....15 </p><p>Uploading Documents to Project Information Manager...16 </p><p>Implementing MySmartPlans on Your Project..17 </p><p> Hardware Requirements......17 </p><p> The Registration Process...17 </p><p> Sample Communication to Project Team Members..18 </p><p>The Closeout Process &amp; Dashboard..19 </p></li><li><p>MySmartPlans Getting Started Guide Page 3 </p><p>MySmartPlans Overview </p><p>MySmartPlans is a project information management tool that provides owners, architects and engineers, general contractors, and subcontractors the ability to collaborate electronically in real-time. Our software runs the entire lifecycle of a construction project from planning, design, and construction through facilities management for the next fifty years. MySmartPlans is a highly-secure application providing a single, virtual archive for all project information. It brings together project information from all participants into a single collaborative desktop tracking changes, verifying requirements and keeping plans up to date. MySmartPlans is tailored to meet the specific requirements of each project. In addition, there are numerous layers of security that can be applied to ensure that information is being shared with appropriate team members. </p><p>Where possible, we create automated interfaces to third-party systems so information can automatically be sent to MySmartPlans. In other cases, the Project Information Manager will log into third party products to receive information that will be populated on the dashboard. Our goal is to ensure all necessary project information is in one place that can be easily accessed by all project team members, creating accountability and transparency on your projects. The following highlights some of the features of MySmartPlans that can be utilized through each phase of construction. </p><p>Pre-con/Design Phase Redline Review is used to mark-up your plans and publish comments instantly to team </p><p>members File Exchange can be used as a customized FTP site for storing your project files Update History immediately notifies team members of new updates MySmartPlans supports BIM Modeling and CAD Files </p></li><li><p>MySmartPlans Getting Started Guide Page 4 </p><p>Bid Phase Users can register for projects through an ITB, public notice or email notification Users automatically receive synchronized updates through MySmartPlans Specs are searchable and bookmarked to the section level Plans &amp; Addenda are delivered to the dashboard automatically reducing response times Posted answers to Bid Questions and RFIs are all in one place benefitting all the bidders Searches can easily and quickly be performed for keywords or phrases across all project </p><p>documents </p><p>Construction Phase As-Builts Live allows users to link RFIs, CCDs, etc. to an As-Built set Project Information Manager incorporates all changes into a current set with historical views Project calendar and posted schedule keeps everyone up to date on important events Our smart documents allow linking directly to parallel information Tracking can be performed on contracts, approvals, meeting minutes, FF&amp;E, and even weather Our DAX system is a secure module intended to be used by owners, facility owners, contractors, </p><p>subcontractors, construction managers, architects, engineers, or anyone else who has the need to track, approve, submit, or change RFIs, ASIs, or customized documentation needed to support your project </p><p>Closeout Phase SmartRooms can tie O&amp;M manuals or videos to photographic views or plan sheets Key operation reference and manuals can be quickly accessed by FM personnel Closeout Dashboard incorporates documents into a 50 year ISO standard archive Closeout Dashboard will incorporate videos, photographs, voice messaging, and much more </p><p>captured during the life of the project Faster closeouts ensure retainage is released sooner Project closeout becomes a key component for the owner, not a burden Closeouts are delivered quickly and the maintenance staff is trained fully by our PIM team so the </p><p>information is accessible and usable immediately </p><p>Pre-Con Phase Bid Phase </p><p>Construchon Phase </p><p>Closeout Phase </p><p>Construction Life Cycle </p></li><li><p>MySmartPlans Getting Started Guide Page 5 </p><p>The Project Information Manager Every MySmartPlans project comes with a dedicated Project Information Manager. The Project Information Manager is at the intersection of all information &amp; communication flow; they add the clarity, format, organization, and training necessary to make it easy for everyone. </p><p> Each Project Information Manager is assigned a project, and is dedicated from start to finish. The Project Information Manager is responsible for setting up the dashboard, making changes to the dashboard, managing and populating all the information for the dashboard, and providing technical support and training. The Project Information Manager receives project documents and files from designated team members to provide information for the MySmartPlans desktop. They are experts in project information management and in electronic documents and files. The Project Information Manager is an integral part of the project team ensuring disciplined processes are enforced and information is complete and accurate. The Project Information Manager will: </p><p> Ensure the information given is complete and accurate (No sheets or sections missing) Work with the team members to resolve any issues before information is published to </p><p>MySmartPlans Ensure the information is organized so that users can very quickly navigate to what they </p><p>need Ensure that document text can be easily searched Compress files to ensure they open quickly and take up as little space as possible Set native document attributes for best viewing Create bookmarks that will easily allow users to click on individual pages or sections for </p><p>quick navigation Create links in documents to other content where requested Ensure documents and files are named according to project naming conventions Convert file formats to standard file types as necessary Create live As-Built sets per client direction Convert video formats as necessary Enable documents for redline review as necessary Convert documents to PDF/A archive standard for closeout Build and populate MySmartPlans closeout dashboard Will provide additional training for any and all end users upon request - Group webinars, </p><p>one on one tutorials, and much more are all part of our package The information is organized, consistent and able to be quickly searched by all project team members. The Project Information Managers role is to make sure the project communication and information is smarter, simpler, and easy for all to access and use. </p></li><li><p>MySmartPlans Getting Started Guide Page 6 </p><p>How Project Information Managers Work With Your Team </p><p>Step One: The Project Leader fills out the startup form at https://mysmartplans.com/start to choose the options they wish to be incorporated on the MySmartPlans dashboard. </p><p>Step Two: The MySmartPlans Project Information Managers builds the dashboard and has a startup meeting with project leaders to review dashboard key features, functions, identify key members from the general contractor, architect, consultants, and engineers to define where key construction documents will be coming from, security protocols, and any potential 3rd party interfaces. </p><p>Step Three: The Project Information Manager makes any changes to the dashboard decided at the startup meeting and distributes the MySmartPlans Dashboard to the team members defined by the project leaders, including, contractors, architects, consultants, subcontractors, and engineers to obtain the documents, photos, videos, FF&amp;E and any additional information needed. MySmartPlans provides system training, technical support, planholder lists, site map info, and interfaces to 3rd party products. </p><p>Step Four: MySmartPlans Project Information Managers work directly with project managers and key team personnel to ensure information is accurate, information is complete, and captures any missing or incomplete data. Concurrently, the files are enhanced to improve viewing and navigation, compress for optimal size, made fully searchable, OCR compliant, and bookmarked. </p><p>Step Five: MySmartPlans Project Information Managers work directly with you and your project managers to identify information needed for closeout. This can include training videos, project photos, warranty information, O&amp;M manuals, insurance information, and maintenance schedules. </p></li><li><p>MySmartPlans Getting Started Guide Page 7 </p><p>The Project Information Managers Process </p><p>The diagram below outlines the detailed steps that the Project Information Manager uses to ensure our process is disciplined, accurate and complete to provide everyone on the project with the highest quality project information. </p></li><li><p>MySmartPlans Getting Started Guide Page 8 </p><p>MySmartPlans System Configuration </p><p>Setting Up Your Dashboard Registering and choosing your dashboard options can be done online by visiting www.mysmartplans.com/start. Your Project Information Manager will work with you to determine how to set up the dashboard to meet the requirements of our project. </p><p>Screen Layout The MySmartPlans dashboard is organized into several sections that are consistent with each installation. On the far left of the dashboard, there are a series of buttons on a vertical bar. You may select up to 12 buttons in this area. On the bottom of the MySmartPlans dashboard, you may set up multiple horizontal tabs for your project. Each tab may contain up to 12 buttons. You can select multiple tabs, so MySmartPlans can ultimately be configured with hundreds of buttons. Your Project Information Manager will review the dashboard with you and you can move buttons or tabs to ensure the layout of the dashboard meets your projects requirements. </p></li><li><p>MySmartPlans Getting Started Guide Page 9 </p><p>Selecting Your MySmartPlans Features MySmartPlans is a solution tailored to each individual project. Below you will find examples of many features that have been used on various MySmartPlans projects. This menu serves as an example, but should not be viewed as our complete offering. Detailed examples of these features, along with benefits achieved, can be viewed by clicking on the following link MySmartPlans Features &amp; Benefits. </p><p>MySmartPlans Feature </p><p>Title Description </p><p>File Exchange </p><p>MySmartPlans provides each project a private, unlimited FTP site called the File eXchange. File links may be sent to outside consultants with secure access to only the information you wish to share. </p><p>Redline Review </p><p>Redline Review is a project collaboration tool allowing project members to ask questions, redline drawings, post additional information, review specifications and communicate efficiently. Redline Review keeps track of these informal comments live which in turn saves thousands of dollars on courier and overnight expenses, all while moving the information in seconds instead of days. In addition, all comments are date and time-stamped and remain as part of the project archive. </p><p>BIM Review </p><p>BIM Review allows your team to collaborate on 3D Building models using only Adobe Reader. Comments are updated in real time and BIM Review supports over 64 different BIM model formats. </p><p>Plans All drawings are full size, processed and bookmarked via the index page for ease of use and quality control. End users can order prints online with custom project centric print prices. </p><p>Color Sheet Comparison </p><p>This feature automatically identifies changes to sheet revisions that have been issued. Any information on the sheet appearing in green indicates this is new information and did not appear on the previous version. Any information appearing in red has been removed from the previous version and any information appearing in black appears on both version of the sheet. </p><p>Specifications All 8.5 x 11 documents, including specifications, are fully searchable and bookmarked via the table of contents page for ease of use and quality control. </p><p>Addenda Addenda are pushed out to all planholders the day it is issued so that everyone has the same information at the same time. </p></li><li><p>MySmartPlans Getting Started Guide Page 10 </p><p>BIM MySmartPlans fully supports viewing 3D BIM models. These models can be pushed out to team members and everyone can have the ability to view the models. </p><p>CAD Share CAD files with other members of design team. </p><p>Project Email Archive </p><p>This function allows you to copy project emails to a project specific email address, thus creating an archive of project emails. Emails can be organized and put into folders based on project requirements. All archived emails can be quickly searched via keywords to find any information related to your search needs. </p><p>Invitation to Bid </p><p>MySmartPlans takes over where ITB leaves off. When issuing out an ITB, email or public notice MySmartPlans creates a registration page for interested project members to register their companies, dynamically create the planholders list and allow access to download the MySmartPlans application. </p><p>Bid Questions </p><p>Project team members can ask questions directly through the dashboard so all the questions are archived, logged and Project Managers can review and respond to questions. </p><p>Answers </p><p>Answers to the above questions are posted to MySmartPlans after Project Managers respond. All team members are now held accountable to answers as they are accessible by all team members and remain part of the archive. </p><p>Upload Documents </p><p>Upload documents will all...</p></li></ul>

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