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HOWTO - document control PROCESS

pmAnywhere provides a document control system that allows users to perform the following functions;

1. Rreceive Documents with all related information,
2. Initiate drafts for approval,
3. Assign Documents (received or initiated) to Team members for Review/ Comments,
4. Consolidate all Comments into a single Document,
5. Prepare the final Consolidated Document for Submittal,

Most of the follwoing steps are required for the first time. Once basic parameters are setup, pmAnywhere provides an easy to use document control system:

STEP 1 - CREATE PROJECT INFORMATION

MENU: OPTIONS > PROJECTS

Skip this step if already done before.

All fields with an * are mandatory. Some drop downs are not showing any information and may be populated at later stages. Users will create a project information only once so that they do not have to write the project name again and again while performing various functions on pmAnywhere.

STEP 2 - CREATE CLIENT INFORMATION

MENU: OPTIONS > CLIENTS

Skip this step if already done before.

If you intend to receive documents from Business Associates, Consultants or jurisdictions, Step 2 can be repeated as follows;

MENU: OPTIONS > ASSOCIATES

MENU: OPTIONS > CONSULTANTS

MENU: OPTIONS > JURISDICTIONS

Users will create a client information only once so that they do not have to write the client name again and again while performing various functions on pmAnywhere.

STEP 3 - CREATE VENDOR INFORMATION

MENU: RESOURCES > CATEGORIES (already defined by pmAnywhere, unless yourequire a custom category)

MENU: RESOURCES > SUB-CATEGORIES

Skip this step if already done before.

5 levels help to create complex resources hierarchies, but defining Categories and Sub-Categories only are mandatory if user requires simpler resource management. After Categories and Sub-Categories are created, users can define resources as follows;

MENU: RESOURCES > DEFINE RESOURCES

Here you can define vendors (or other resources) by provifing information about the Category, related Sub-Category, Description, and units. Units can be lumpsum for Vendors. Users will create a vendor information only once so that they do not have to write the vendor name again and again while performing various functions on pmAnywhere.

STEP 4 - CREATE TEAM MEMBERS

MENU: RESOURCES > MY TEAM

Skip this step if already done before.

Team members can be defined by providing personal information and type of access to be given. Acess levels are defined below;

Comment Access Type:: Users can receive documents, initiate documents and provide review comments

Consolidate Access Type:: Users can receive documents, initiate documents, provide comments and consolidate comments

Draft Access Type:: Users can receive comments and Draft Submittals

STEP 5 - DEFINE DOCUMENT NATURE

MENU: OPTIONS > DOC NATURES

Skip this step if already done before.

Define the nature of documents such as Submittal, Variation, Conflict, Query, Material Submittal etc etc.

STEP 6 - RECEIVE DOCUMENTS/ INITIATE DOCUMENTS

MENU: DOCUMENTS > RECEIVE

Perfrom this step to receive new documents.

Provide information about the document about to be received in the system. Project name, Sender Information, Document Nature and Document Title are mandatory. Users can also attach files after an entry has been created.

In case user intends to initiate drafts/ correspondence, the following steps shall be followed;

MENU: DOCUMENTS > INITIATE

Provide information about the draft to be initiated in the system. Project name, Receiver Information, Discipline, Document Nature and Document Title are mandatory.

STEP 7 - ASSIGN DOCUMENTS

MENU: DOCUMENTS > ASSIGN

Once documents are received or initiated, they can be seen in this screen in the drop down menu and selected to be assigned to team members to perform various functions.

STEP 8 - REVIEW DOCUMENTS

MENU: DOCUMENTS > REVIEW

Here users (with comment level access) will see documents pending their review. Users can click on the COMMENT link and start providing comments in the pace provided. Users can also see comments which are provided by the team members.

STEP 9 - CONSOLIDATE REVIEWS

MENU: DOCUMENTS > CONSOLIDATE

Here users (with consolidate level access) will see documents pending consolidation. Users can click on the CONSOLIDATE link and see comments from all assigned team members and can start consolidating comments in the space provided.

STEP 10 - prepAre SUBMITTALS/ RESPONSES

MENU: DOCUMENTS > SUBMIT

Here users (with draft level access) will see documents pending submittal. Users can click on the SUBMIT link and see consolidated comments and can start preparing draft of the submittal/ response in the space provided. All related information can be provided in the fields, signed transmittal can be attached and the correspondecne can be locked for no further changes.

The following information is provided for understanding basic concepts of pmAnywhere.

PHILOSOPHY

pmAnywhere is an online content management and collaboration tool for managing all kinds of projects. It lets you create your own environment. It provides tools to create parameters to establish a project management system to suit your needs.

You can create and store information related to pre-planning, planning documents, scope of work, project specifications, budgets, estimates, inspections, safety violations etc. Work breakdown structures can be created to track the project time schedules, milestones, productivities and expenses. All contract documents, correspondence, drawings, plans, reports, quality and safety evaluations can be stored in a search-able manner. Tools are provided for monitoring and closing projects. Site expenses can be recorded and like various other tools can also be exported to CSV files for manipulating data or importing into other applications.

The information is stored on servers provided by the biggest domain registrar in the world. Only subscribers get the options to have SSL and routine backups. pmAnywhere never uses or shares the information provided by its users with anyone and/or for any purpose. Check our privacy policy for more.

SUPPORT

There are many examples available with various tools to help in setting up pmAnywhere. Just click on the downwards arrow (▼), or (?), provided where its deemed applicable, to see the suggestions or to import examples.

You can also contact pmAnywhere support team for any suggestions or if you need a specific project management tool or a template or a solution to be developed for you.

pmAnywhere provides support with a turnaround time of 24 hours. Please email your queries to support@pmanywhere.co.

CONVENTIONS and symbols

▼	Download or Scroll down
▲	Scroll up
►	Save OR Go to the next screen
◄	Go Backwards OR to the Previous screen
	Add data
	Save data
	Complete Action and Save
	Edit data
	Copy Data
	Delete data
	Cancel, Reset or Go back to previous screen
	Reset or Go to Parent Screen
	Show or unhide
	Hide or Archive
	Expand for More Details
	Forward data or Export data
	Download or Export
	Import or upload
	More Information
	Print or Print view
	Print all related documents
	Mental Notes/ Mentos/ Reminders
	Related Notes
	Related Files/ Attachments
	Attach Files
	Send Email for review
	Sent Email for review
	Backup
	Restore
	Lock and return to previous page
	Target, Milestone, Completion

PREFERRED METHODOLOGY

From the OPTIONS menu,
Create the Environment, Lists of Projects and Stakeholders etc.

From the SCOPE menu,
Define the Scope of Work, Work Breakdown Structure, Value Proposals etc.

From the RESOURCES menu,
Create Teams, Resource Categories, Sub-Categories, and classification tiers to define resources etc.

From the ESTIMATE menu,
Estimate the Material, Manpower, and Equipment related Quantities, Costs and Prices etc.

From the MONITOR menu,
Create Time Schedules and Resource Schedules for estimated quantities and available resources etc.

From the QHSE menu,
Establish Quality Requirements, Inspection plans , Safety monitoring systems etc.

From the RISK menu,
Create Risk Descriptors, Identify, Analyse and Mitigate risks.

From the DOCUMENTS menu,
Archive all project related documentation and acquire team comments.

From the DISCUSSIONS menu,
Create Discussion Topics and enable team collaboration.

From the CLOSEOUT menu,
Maintain punch-lists and Handover projects

DOCUMENTS/ DOCUMENT CONTROL

All the documents which are received or issued by a company can be processed thru the document control module. This module has the following processes;

1. Receipts
2. Initiate
3. Assign/ Re-assign
4. Comment/ Review
5. Consolidate
6. Draft/ Submit
7. Status

The document control module not only provides a searchable archive for all documents related to a project or projects, but also helps in sharing information with team members, acquiring comments, assigning responsibilites etc etc. More details are given below;

All team members can receive documents, that are to be received by a company, through the "Documents > Receive" menu, which opens the RECEIVE DOCUMENTS screen. All information related to the received document can be saved, e.g. Project Name, Subject, Addressor and Addressee Names, Receivers Name, Date on the document, Date the document was actually received, Nature of the document, Type of File, Related Discipline, Revision Number, Cross Referrence Number, Priority, Courier Details, Cabinet Number, Binder number etc. etc.

All members of the team have access to "RECEIVE DOCUMENTS" screen. After all related information about the received document has been saved, it shows as a row in the table called "Received Documents". Latest received document is always shown on the top of the list.

The document file can be attached by clicking on the "File" icon below the entry. Comments related to the document can also be added by the team members by clicking on the "Comments" icon.

The information related to a received document can be edited/ changed/ updated/ deleted by the receiver by clicking on the appropriate icon at the end of the row, in "Actions" column. Clicking on "Expand" button opens a new screen that shows complete information and processed data about the document.

All Team members may initiate correspondence, start a document from scratch or prepare a draft for approval by clicking on "Documents > Initiate" Menu. All information related to the document to be initiated can be saved, e.g. Project Name, Adressee's Name, Related Dicipline, Priority, Nature of the Document, Subject, Keywords, Proposed Signatory, Body of the Document, etc. etc.

All members of the team have access to "INITIATE CORRESPONDENCE" screen. After all related information about the initiated document has been saved, it shows as a row in the table called "Initiated Documents". Latest initiated document is always shown on the top of the list.

Files related to the initiated document can be attached by clicking on the "File" icon below the entry. Comments related to the document can also be added by the team members by clicking on the "Comments" icon.

The information related to a initiated document can be edited/ changed/ updated/ deleted by the initiator by clicking on the appropriate icon at the end of the row, in "Actions" column. Clicking on "Expand" button opens a new screen that shows complete information and processed data about the document.

Team members with "Consolidate" access can assign by clicking on "Documents > Assign" Menu. All received and initiated documents should be assigned by a Consolidator from the "ASSIGN FOR REVIEW" screen, to various team members for reveiwing, for consolidation and for drafting a final reply.

All un-Assigned documents will show in the drop down list for "Doc No/ Subject". The Consolidator can select a document and start assigning it to team mebers by selecting the names from other drop down lists in the form.

Files related to the document can be attached by clicking on the "File" icon below the entry. Comments related to the document can also be added by the team members by clicking on the "Comments" icon.

The assignments can be edited/ changed/ updated/ removed by the Consolidator by clicking on the appropriate icon at the end of the row, in "Actions" column. Clicking on "Expand" button opens a new screen that shows complete information and processed data about the document.

If a number of documents had been assigned to a team member, and the team member for some reason is not available temporarily or no more available permanantly, the Consolidator can re-Assign the documents to another team member by clicking on the "Documents > Re-Assign" menu.

Team members with "Comment" access can review documents assigned to them by clicking on "Documents > Review" Menu. Only documents assigned to a Team Member will show to that team member (reviewer) in the "REVIEW" screen.

Reviewers can click on the links provided at the end of each row in "Actions" column. When the reviewer clicks on the "VIEW" link, documents which are pending, not reveiwed, or still not consolidated will open in a new screen "DOCUMENT DETAILS AND HISTORY", where various fields are given for providing comments. If the reveiwer had already provided comments, or the if the document had already been consolidated, the reviewer will see all the historic information related to the document, including comments from other team members.

Team members with "Consolidate" access can consolidate all comments received from various reviewers by clicking on "Documents > Consolidate" Menu. Only documents assigned to a Consolidator will show to that team member (Consolidator) in the "CONSOLIDATE" screen.

Consolidators can click on the links provided at the end of each row in "Actions" column. When the Consolidator clicks on the "VIEW" link, documents which are pending/ still not consolidated will open in a new screen "DOCUMENT DETAILS AND HISTORY", where various fields are given for consolidating comments. If the document had already been consolidated, the Consolidator will see all the historic information related to the document.

Team members with "Drafting" access can create final drafts fro submission from consolidated comments by clicking on "Documents > Submit" Menu. Only documents assigned to a Drafter will show to that team member (Drafter) in the "SUBMITTALS" screen.

Drafters can click on the links provided at the end of each row in "Actions" column. When the Drafter clicks on the "VIEW" link, documents which are pending/ still not drafted will open in a new screen "DOCUMENT DETAILS AND HISTORY", where various fields are given for preparing final drafts. If the document had already been drafted, the Drafter will see all the historic information related to the document.