MySmartPlans Getting Started Guide - mspprojects.com Getting Started Guide.pdf · MySmartPlans!Getting!Started!Guide! !Page4! BidPhase&! Users!can!register ... one!onone!tutorials

MySmartPlans Getting Started Guide

716 W. Pennway | Kansas City, MO 64108-‐2134

Phone (816) 221-‐7881 | Toll Free (877) 568-‐1122

http://www.mysmartplans.com

MySmartPlans Getting Started Guide Page 2

Table of Contents MySmartPlans Overview .................................................................................... 3

Pre-‐con/Design Phase .............................................................................................................................. 3

Bid Phase ................................................................................................................................................. 4

Construction Phase .................................................................................................................................. 4

Closeout Phase ........................................................................................................................................ 4

The Project Information Manager ...................................................................... 5

How Project Information Managers Work With Your Team………………………………6

The Project Information Managers Process…………………………………………………….………………………………….7

MySmartPlans System Configuration……………………………………………………….………8

Setting Up Your Dashboard………………………………………………….…………….……………..……………………………...8

Screen Layout………………………………………..……………………………………………………..……………………………………8

Selecting Your MySmartPlans Features………………………………………….…………………………………………..........9

Dashboard Review………………………………………………………………………………………………………………………….…13

Defining How Your Want Files Distributed…………………………………………..……………………………..………….…14

Security & Permissions…………………………………………………………..………………………………………..…………….…14

Interfaces to 3rd Party Systems………………………………………………………………………………………..………………..15

Uploading Documents to Project Information Manager………………………………...16

Implementing MySmartPlans on Your Project……………………………………………..…17

Hardware Requirements………………….……………………………………………………………………………………….…....17

The Registration Process…………………………………………………….……………………………………………………….….17

Sample Communication to Project Team Members……………………………………………………………….…….…18

The Closeout Process & Dashboard……………………………………………………….….19


MySmartPlans Overview

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.

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.

Pre-con/Design Phase § Redline Review is used to mark-‐up your plans and publish comments instantly to team

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


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 & Addenda are delivered to the dashboard automatically reducing response times § Posted answers to Bid Questions and RFI’s are all in one place benefitting all the bidders § Searches can easily and quickly be performed for keywords or phrases across all project

documents

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&E, and even weather § Our DAX system is a secure module intended to be used by owners, facility owners, contractors,

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

Closeout Phase § SmartRooms can tie O&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

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

information is accessible and usable immediately

Pre-‐Con Phase Bid Phase Construchon

Phase Closeout Phase

Construction Life Cycle


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 & communication flow; they add the clarity, format, organization, and training necessary to make it easy for everyone.

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:

§ 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

MySmartPlans § Ensure the information is organized so that users can very quickly navigate to what they

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

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,

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 Manager’s role is to make sure the project communication and information is smarter, simpler, and easy for all to access and use.


How Project Information Managers Work With Your Team

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.

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.

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&E and any additional information needed. MySmartPlans provides system training, technical support, planholder lists, site map info, and interfaces to 3rd party products.

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.

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&M manuals, insurance information, and maintenance schedules.


The Project Information Managers Process

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.


MySmartPlans System Configuration

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.

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 project’s requirements.


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 & Benefits.

MySmartPlans Feature

Title Description

File Exchange

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.

Redline Review

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.

BIM Review

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.

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.

Color Sheet Comparison

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.

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.

Addenda Addenda are pushed out to all planholders the day it is issued so that everyone has the same information at the same time.


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.

CAD Share CAD files with other members of design team.

Project Email Archive

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.

Invitation to Bid

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.

Bid Questions

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.

Answers

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.

Upload Documents

Upload documents will allow you to define a template and let users upload documents or files directly from the dashboard. This could include information such as closeout documents, insurance information, or surety information. Users can select their scope of work, document type and can even assign an expiration date if the document they are uploading expires. Authorized users can then see reports and graphs showing users and types of information that has been uploaded to the system.

Safety Store any safety document, regulations, videos, or forms for anything related to safety and compliance.

Schedules Post project schedules for all project participants to review.


Weather

Display a weather forecast with archived records of weather information including precipitation, high and low temperatures, humidity, dew points, wind gusts and wind directions. Should an issue come up with weather delays, the information is quickly available.

Site Map

Site map information can be easily displayed, including dynamic driving directions to the site.

LEED Use MySmartPlans to track LEED checklists, minutes and more or just link to your current LEED site. You can even link directly to the Green Building Council’s LEED tracking website.

Photos

Store your daily, weekly or monthly site photos to the dashboard to view. MySmartPlans can be used to organize and catalog project photos, progress photos, inspection photos, site photos, aerial photos are any other photo that helps document the project.

Videos MySmartPlans can be used to store any videos related to your project. These could include site videos, safety videos, progress videos, inspection videos, pre-‐bid meetings, or training videos.

Meeting Minutes MySmartPlans can be used to store your meeting minutes, including OAC, pre-‐install, progress minutes or any other meeting relevant to your project.

Punchlists Punchlists can be stored for quick viewing and archiving.

Reports Virtually any type of report can be stored and archived including observation reports, field reports, and inspection reports for quick viewing and archiving.

ASI's Vaults can be created to store any type of document including Architectural Supplemental Information (ASI’s).

Change Orders Vaults can be created to store any type of document including Change Orders.


PR's Vaults can be created to store any type of document including Proposal Requests (PR’s).

RFI's Vaults can be created to store any type of document including Request for Information (RFI’s).

Submittals Vaults can be created to store any type of document including Submittals.

Planholder's List MySmartPlans automatically generates a planholder’s list of all team participants. The list is easily searchable and team members can be easily emailed directly from the list.

DAX DAX is a web-‐based system used to manage the workflow process for submittals and RFI’s and serve as a repository for managing and collaborating on construction documents.

Live Forms This module allows you to fill out pre-‐determined forms and have them submitted directly to the MySmartPlans project dashboard. These forms are customized based on your criteria. The form will also allow you to attach additional content such as photos or videos that can be attached to the form for viewing and archiving.

Project Scorecard This module allows you to set up and track metrics or key performance indicators for your project. The system will allow you to define your requirements and either link to data in existing systems or linked via spreadsheets in the cloud that can be used to track the metrics.

Webcams MySmartPlans can integrate with existing webcams or cameras so you are able to view the project from anywhere with web access.

As-‐Builts Live Mark up your documents electronically and MySmartPlans will electronically slip sheet and link to the change documents. A digital As-‐Built set can be created and you will have an accurate archive of exactly how the project was built.


SmartDocs Cuts/Details are electronically linked to the actual detail view on existing pages. One click access creates a link between the drawing and the actual O&M Manual.

SmartRooms

SmartRoom service links graphical views with the corresponding electronic O&M Manuals. This pushbutton ease allows facilities managers to access critical information in seconds. Tie your finish schedule to the actual walls, doors or equipment.

3D Closeouts

3D Closeout – This module allows you to manage your facilities via 3D building model. The system allows links that can be used to tie information such as warranties or O&M manuals directly to a piece of equipment. In addition, users can define a room and store any document or file in the room that relates to facilities management. Users have the ability to add, change or delete room content and can include such information as O&M manuals, warranties, photos, videos, As-‐Built documents, shop drawings, maintenance schedules, maintenance logs, or submittals. Users have the ability to define category types for the room they are tracking.

MySmartPlans serves as a template for project information management, ensuring that your procedures, policies and information storage and retrieval would be developed, and that the projects are built successfully, adhering to the highest standards of information discipline and procedures, and that information would be available quickly and easily in a long-‐term format for use in commissioning, activation and operations of the facility.

Dashboard Review Upon selection of your MySmartPlans features, your Project Information Manager will schedule a Dashboard Review meeting with you and your key contacts on this project to go over MySmartPlans. We find the project and process goes much smoother when the whole team is involved from the beginning. Items to be considering for the meeting would be who will need access to File Exchange and Redline Review and who on the team is allowed to request changes to the dashboard. We will also discuss how information is sent for posting on the dashboard and what interfaces need to be defined.

If there will be a Pre-‐Bid meeting, we will come to the meeting or do a webinar to show MySmartPlans to potential users.


Defining How You Want Files Distributed Because of the unique hybrid architecture of MySmartPlans, we can distribute documents and files two different ways. We can either push the files to project team members or make the files on-‐demand.

Pushed Files Pushed files are files that automatically get pushed to the user’s computer. Typically, frequently accessed documents like plans, specs, or addenda are pushed so that they load much faster and are resident for users in case they want to view them without internet access.

On-Demand Files On-‐Demand files are files that get downloaded for viewing only when selected by the user. As an example, I might be able to see all the past meeting minutes, but I will only download them when I click on them. These are typically reserved for documents that are infrequently accessed or documents that are critical to only a small group of team members.

Security & Permissions MySmartPlans has been through rigorous security tests and application scans to ensure we meet the highest security standards. Our security encompasses 2,048 bit SSL encryption, hardware firewalls, and login and password authentication.

In addition, there are numerous levels of security that can be applied at the application level of MySmartPlans. You can identify those requirements and the Project Information Manager will be responsible for implementing and maintaining the security permissions.

MySmartPlans supports security at four levels. They are:

Application Level: MySmartPlans requires users to register and they must enter a user id and password to get access to MySmartPlans.

Button Level: Each button or icon on the MySmartPlans dashboard can be set with security restrictions. A user could have access to most of the buttons, but could be restricted to others.

Vault Level: Within a button, vaults can be created. You may also create vaults within vaults. MySmartPlans allows the ability to restrict access at the individual vault level.

File Level: MySmartPlans can also restrict access at the individual file level.


Interfaces to 3rd Party Systems Part of the process of implementing MySmartPlans is to determine where interfaces exist and define how MySmartPlans will get information generated by other systems. When possible, we will create an automated interface or API to the other application. In other cases, information can be uploaded from those systems using our upload utility. The Project Information Manager can also receive emails containing project files and they can upload them to the dashboard. Your Project Information Manager will work with you and your team to define these interfaces and create a plan so that any information generated outside of MySmartPlans can be easily posted to the dashboard without duplication of effort.


Uploading Documents to Project Information Manager Any files that you need to add to the dashboard can be uploaded via an assigned project hyperlink. This link will direct you to the MySmartPlans file uploader. Your link will be created when the dashboard is set up by your Project Information Manager. All files will be processed, uploaded to the dashboard and archived to be closeout ready when the time comes. You will also receive email confirmation that we received the uploaded files. The Project Information Manager is responsible for document management and technical support so feel free to send them any questions. All documents will be processed to ensure they are OCR compliant, searchable, bookmarked, open in the native file readers, meet project naming conventions and are optimized for file size.


Implementing MySmartPlans on Your Project

Hardware Requirements The following table outlines the hardware and software requirement necessary for MySmartPlans. Disk space varies by project size, but your Project Information Manager can provide you with estimated guidelines based on your project scope.

Computer Operating Systems Windows XP, Windows Vista, or Windows 7 Processor Minimum Pentium 233-‐megahertz (MHz) processor or faster RAM At least 128 megabytes (MB) Hard Drive Space Hard drive space requirements are dependent upon project size.

Current installations range from 20 megabytes to 3 gigabytes. Screen Resolution 1024 x 768 resolution or higher Privileges Administrative rights for installation Additional Software Default PDF viewer or equivalent installed. This can be

downloaded and installed directly from MySmartPlans. Internet Connectivity Internet connection is required to update project information,

but not for software use.

The Registration Process MySmartPlans supports both open and closed registrations for project team participants. The paragraphs below outline the differences between open and closed registration.

Open Registration After the Dashboard Review meeting, the Project Information Manager will issue a project registration link via email. This link can be emailed to project team members or be placed in a website, ITB system, or in a newspaper. This public link will allow anyone to register for the project. By clicking the link, users will be required to fill out project registration information, including scopes. After completing the registration form, users will be prompted to download and install MySmartPlans on their computer. Users will need administrative rights to install the dashboard on their computer, but will not need administrative rights for future updates of information.

Closed Registration After the Dashboard Review meeting, you will need to supply a list of users who need access to the MySmartPlans dashboard and every time a user needs access the Project Information Manager will need an email from you requesting access for that user. The Project Information Manager will then send an email with a secure link to the MySmartPlans installer which expires after 30 days. By clicking the link, users will be required to fill out project registration information, including scopes. After completing the registration form, users will be prompted to download and install MySmartPlans on their computer. Users will need administrative rights to install the dashboard on their computer, but will not need administrative rights for future updates of information.


Sample Communication to Project Team Members It is critical that all team members are on the same page and have expectations about using MySmartPlans. We recommend you send out an email to your team participants letting them know about MySmartPlans and how they will receive their information on your project. The sample below has been used on numerous projects with great success.

Project Team Members:

This message is to inform you that we will be using MySmartPlans for our project information

management solution on the Sample Project. You will receive an email registration request that will allow you to download the MySmartPlans software. After installing the software on your computer, you will have access to all project information including plans, specs, addenda, RFI’s, and other information

such as planholders lists, meeting minutes, bid questions and answers and other project information. Going forward, MySmartPlans will automatically update information when access the system, ensuring everything is automatically up to date and neatly organized.

Per the Contract Documents, all contractors are to submit electronic submittals via emails as PDF

electronic files to the Construction Manager, ABC Construction, for initial review. ABC Construction will electronically mark-‐up and stamp the submittal for review. The Design Team will annotate their markups electronically and return to ABC Construction. The submittal will then be returned to the appropriate

Contactor(s) via email. Samples and color charts are to be submitted by hardcopy only. A minimum of 3 samples and color charts are to be submitted.

MySmartPlans is working with ABC Construction to assist in the electronic submittal process. The

MySmartPlans Dashboard has been updated with new features and pertinent information for your use during the Construction Phase. All Contractors are expected to use the MySmartPlans Dashboard, as it will become a common element on this project. MySmartPlans training will be announced at a future

date.

All approved submittals will be posted to the MySmartPlans Dashboard for any Contractor to view. If you have any questions or concerns about the electronic submittal process, please contact me at (816)-‐555-‐5555. If you require assistance to convert your submittals to a PDF electronic file, please contact

MySmartPlans technical support at (816) 221-‐7881.

Sincerely,

Steve Supervisor -‐ Project Manager ABC Construction


The Closeout Process & Dashboard Per the standard contract, MySmartPlans includes a closeout dashboard at the completion of the project. The closeout dashboard is self contained, does not require the internet to access and will be turned over to you on thumb drives at the end of the project. Each closeout dashboard is fully customized to meet the requirement of your project.

The closeout documents will be converted to the ISO standard PDF/A by your Project Information Manager. This standard will ensure you have a closeout that will be viewable for the next 50 years.

MySmartPlans is building the closeout from the very beginning of the project but there will always be files that need to be added at the end. Any documents (O&M Manuals, Warranties, Lien Releases, etc); photos, videos (training, inspections, etc) or anything else you want included on the closeout can be sent to us anytime using the MySmartPlans uploader system.

Sample Closeout Dashboards