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

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  • 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 Team6

    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 Getting Started Guide Page 3

    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

  • MySmartPlans Getting Started Guide Page 4

    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 RFIs 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

  • MySmartPlans Getting Started Guide Page 5

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

  • MySmartPlans Getting Started Guide Page 6

    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