INTRODUCTION
The following FAQs were compiled from recent user inquiries. If you have additional questions, please feel free to contact me.
Contents
Routing, Approval, And Tracking
GENERAL – OVERALL SYSTEM
1. What abilities does the system have to generate tags or meta data from documents?
Metadata is generated for the following document attributes: job number, document type, document group document category, document subcategory, document number, client’s document number, revision number, date, title, description, status, author, recipient, file type, file size, file name, image width, and image height. Custom attributes can be included to suit integration of documents into other document management systems.
2. What abilities does the system have to link or group documents including attachments?
Documents are organized by function and type and within each type, by group, category and subcategory. They may be searched and sorted quite rapidly but currently they can not be linked to one another, for example, to link a reference from one document to another. This is a feature that we feel would add considerable functionality to the system, and we would be happy to incorporate it.
Update: As of April 29, 2009, this feature, which allows linking multiple reference documents to a single source document, is operational.
3. What are the capabilities and limitations with document types?
The capabilities with respect to document types are very flexible. Document types are defined by the user for each project area or function. For instance typical document types used for engineering deliverables may include design basis documents, drawings, specifications, calculations, reports, or drawing packages. Types used for correspondence may include engineering correspondence or general correspondence. To report on project status, we may want to use the types, weekly status reports and monthly status reports.
There are a few limitations. For documentation on procurement and construction contracts we use default document types that can not be changed. For vendors we use “Required Vendor Documents” and “Inspection and Testing Documents”. Similarly for contractors we have “Required Contractor Documents” and “Inspection and Testing Documents”. Other user-defined types may be added at the user’s option.
4. Are there any limitations on file sizes or file types?
20mb is current maximum file size. This can be increased if required. The system is currently compatible with all common file types including media files. We will modify the system as necessary to accept any non-compatible file types.
5. Can you describe the user interface for folder and file organization?
Unlike other web-based documentation management systems, Online-Projects.Net’s system does not utilize the so-called familiar, windows-based, directory tree interface for the organization of documentation and information. Rather, we use a considerably more intuitive approach that is designed around the way engineering projects are organized. We use a graphically pleasing web site interface with top and side navigation bars to facilitate the storage, search, and retrieval of project documentation and information. The key is a unique, easy-to-use site navigation system consisting of tabs that organize all work, documentation, task tracking and communications into the major functional areas of an engineering project. Currently there are seven functional areas, or primary tabs, defining the upper level organizational structure: Home, Project Management, Engineering, Procurement, Construction, Drilling, and Operations. This simple structure, together with the submenus, makes it extremely easy to locate any document. A primary benefit of this organizational system is that it requires practically no training to understand and use. Documents can be found without having to learn a hierarchical file structure.
The organization allows for the flexible input of parameters for defining the documents, i.e. document types, titles, descriptions, categories, subcategories, etc. Furthermore, the document numbering system is particularly accommodating in that it can accept a dual system of numbering – one for the engineer and one for the client.
6. Are there any additional services that you offer?
We constantly try to cater to the needs of our clients and to be as responsive as possible. We propose to modify the system to include the features and functionality you require. We offer direct access telephone and email support. We will provide onsite training and orientation. We will assist with initial system setup and data input to suit the requirements of your project team. And if we’ve left anything out, please ask. We sincerely are trying to accommodate you, our customer.
7. Does the system have the capabilities to attach or link documents external to this system?
The system has the built in functionality to handle file attachments and links to any external sources. This capability is extremely useful when using the email, forum or RFI systems.
8. Are there features that enable user productivity, i.e. Favorites, shortcuts to “my folders”, filters, etc.?
Our philosophy during development of the system has always been to maintain an extreme degree of intuitiveness in the interface thereby ensuring the highest possible user productivity. In most cases documents, information, and forms can be accessed with only a couple of clicks. (For example: Access all minutes of meetings – one click; Create a document transmittal – two clicks; Review all tasks due within the next 10 days (or within any specified time period) – one click; Open a new bid inquiry form – two clicks). The foregoing notwithstanding, we have for some time now considered adding features such as user-defined sidebar links and shortcuts. We would be happy to work with you to implement these features, incorporating your suggestions and feedback.
9. Can the system handle email?
The system uses a built in email organizer to handle project communications. It automatically categorizes mail subjects and keeps the threads of each subject together with all attachments in chronological order. Email initiated within the system has multiple 20mb file attachment capability. The attachments themselves are not distributed to users but rather remain on the server for users to access within the system. Emails, sans attachments, are received on a user’s standard email client. Because the attachments are not included, considerable hard drive space is conserved. One other advantage of this system is that all recipients access the same messages and attachments, which never get lost!
10. Are there any limitations on the number of cabinets, folders, sub folders, etc. that can be defined?
As opposed to having discrete cabinets, folders, and subfolders, which often are confusing and difficult to manage, the system organizes document files on a more intuitive basis by function, type, group, category, and subcategory. This enables hundreds of thousands of documents to be filed automatically by users having practically no understanding of the underlying directory structure. There is virtually no limit on the number of document types, groups, categories, and subcategories that can be defined.
11. What are the system abilities for creating standard, reusable templates for transmittals, emails distribution, and notifications, etc.?
Under ordinary circumstances it is unnecessary to create templates for document transmittals, emails, and notifications. The system has built in templates for creating those documents. If the function of these templates, or the content that they produce, is inadequate for a customers use, we will be happy to modify them.
12. What is the technical and database architecture upon which the web sites are built?
The application is written in php, runs on an Apache web sever, and utilizes a Mysql database.
13. What type of desktop client/setup is required during installation and configuration?
The system is a hosted web-based application. It can be activated within hours and requires no specific desktop client/setup. Once activated with an initial project, additional projects (web-sites) may be setup and activated from within the initial project.
14. Are there external ways to access the folder structure?
The system is a hosted web-based application. All documents may be accessed from any computer, anywhere, by anyone with proper authorization.
15. Is there any ability to customize – i.e. change field names, company logos, ordering screens, etc.?
To enhance the look, feel and usability of the system, it has been purposely designed to allow simple user alteration of field names, titles, company logos, color schemes, and other content such as the introductory and instructional text that appears on most pages.
16. Can the system notify admin of “dead links” to attachments and links that are no longer valid?
The system is designed to be self correcting for dead links, i.e. if a label or document is deleted or changed, the link to it is also modified or deleted. In general there are very few dead links because all documents reside on the server in a single directory and are never moved to another location. If while using the system, a user does come across a dead link, he/she can report it via the support forum, and corrective action will be taken immediately.
17. Are there any system integration features – i.e. API’s to other COTS software?
The system is WebDav enabled, thereby permitting user annotation of Adobe Acrobat documents. The system is also compatible with AutoDesk TrueView and DesignReview applications. We foresee future enhancements possibly involving integration with Microsoft Project and Primavera applications.
TRAINING AND SUPPORT top
1. Are there any system on-line help features?
Although we take pride in our intuitive interface, we understand that there are occasions when users, especially new users, require help. To that end we provide a unique two-pronged solution which looks at the problem from the user’s point of view: First of all, to assist users in getting help as quickly and intuitively as possible, we have built into the system an extremely comprehensive, easy to use set of help screens. With links located on each and every page and form, a user is only one click away from gaining a through understanding of the purpose, operation and features of the page or form he/she is viewing. And secondly each primary page or section of the site also contains the provision to optionally insert a written introduction to that page. This provides the user the initial understanding of the nature and purpose of the page, quite often being all that is needed to proceed with their task.
2. What type of real-time support is available?
System support takes three forms: 1) Direct access telephone – Call anytime during business hours and get an instant response from a real person. You will not be connected to a dispatcher, and if you do happen to get the message recorder, you can be assured you will get a call-back promptly. 2) The system support forum – This is the preferred method. Available 24/7, a user creates a support ticket and action can begin immediately, meaning quicker resolution of the issue. Questions and dialogue are automatically accumulated in an orderly fashion until the issue is resolved, and the issue remains available for all users’ future reference. 3) Ordinary email – Not the preferred system, but we will respond as quickly as possible.
3. Do you offer on-site training?
On-site training is available anywhere as needed for your company, your clients, project vendors, and other third parties. It is scheduled at your convenience and customized to suit your specific requirements and personnel needs.
4. Describe any training guides and on-line tutorials available.
We believe the term “training” is an overstatement; rather we prefer to use the term “orientation”. With just a couple of hours of orientation (depending upon the needs of the user) an excellent grasp of the system is easily achieved and not forgotten. To further assist the user in getting to know the system, an overview and a getting started guide are available. A comprehensive Quick Help guide is also available from the Side navigation bar. We believe that online video tutorials are an effective way to provide instruction to a large number of users on the use of the system. We have begun producing a complete set of video tutorials explaining more than 60 operations covering the numerous topics in the system. Each tutorial is designed as 3 to 5 minute, narrated, Macromedia Flash video accessed directly from the Side navigation bar of the Home page. Although the development of this program is planned, execution is not currently a high priority. It is presently unknown when the tutorials will be completed. A sample may be seen upon request.
5. Is customer based technical training and support required?
Customer based technical training and support is not required. We do, however, recommend our services in assisting with initial system setup and data input to suit the requirements of your project team.
6. What is the support capability of your company and the size of the support staff?
Currently we have just one support staff member; however, we are certain that this will be more than adequate to meet the typical customers needs. It is our experience that after an initial “breaking-in” period, the need for support is unlikely to exceed 10 hours per month and should drop well below this amount over time.
7. How many development personnel are assigned to this application?
Currently we have just one person handling development; however, unless we embark on a major program to enhance the system and add a host of new features, we will not need significant support from development personnel. If required, we can take advantage of an abundance of Silicon Valley resources to assist us in this area.
8. How many technical support personnel assigned to this application?
Currently we have just one person handling technical support; however, unless we encounter major technical problems with the system – a highly unlikely event – we will not need significant support from technical personnel. If required, we can take advantage of an abundance of Silicon Valley resources to assist us in this area.
9. What type or support is provided after initial implementation of the application?
We recommend our support services for an initial period after implementation to assist in project setup and in populating the database with content specific for your project. Being very familiar with the requirements of engineering projects, we can provide these services quite effectively.
SECURITY top
1. What levels of security are available for users, documents, folders, etc.?
System access procedures are not only secure but also straightforward and easy to implement. Access is controlled by user type, permission level, classification code, username, and user password. To gain access to the system an automated procedure permits new users to request site access online. Evaluation of requests is done manually, but notification of user access privileges is again automated. User privileges are granted first by type, i.e. Employee, Client, or Third-Party, and then by permission level. Clients and Third-Parties have only one permission level; however, there are four permission levels within the Employee user type: Webmaster, Administrator, Manager, and Employee. Individual users are assigned usernames and passwords which permit them access to the site itself. User types and permission levels are then used as the primary means of controlling access to site content.
Additional levels of protection are provided for documentation. Individual documents may be either locked (made inaccessible) to certain types or levels of users, or they may be individually classified. Classification levels include “Not Classified”, “Confidential”, and “Top Secret”. Classified documents may be accessed only by personnel with the appropriate user classification. As for many features of the system, site and document access procedures are fully customizable, a service not normally included with competing systems.
2. What user access and password features are available?
As described in (1) above, each user is issued a username and password and is granted access to system content and documentation depending on his or her user type, permission level, and classification status. Once issued, a user may edit their username and password by accessing their personal profile.
3. What ability is there to create and administer access groups, each with specific access rights?
The system is configured for three access groups or rather what we refer to as user types. These three user types consist of:
• Employees or company users
• Clients, Owners, and Partners
• Third Parties (e.g. vendors, contractors, and consultants)
The specific access rights of each type are independently controlled by the system webmaster as follows.
Employee or company users have access to most system content and project documentation; however, depending on their specific permission level, i.e. Webmaster, Administrator, Manager, or Employee, and their assigned classification status, i.e. “Not Classified”, “Confidential”, or “Top Secret”, they may be restricted to viewing or editing certain types of documents or web site content.
Users from client, owner, and partner companies are first of all restricted to accessing only the documentation and system content within the project areas that their individual companies are allowed to access. Within these areas client users have access to all project documentation except that which is specifically locked to or classified from access. Clients are limited in what they can publish to the site, and may usually edit only information about documents that they have created. These users are granted the permission level of Client.
Vendors and other third-party users will be granted a permission level of Third-Party. Third-party users normally have access only to the documents that they have been specifically granted permission to review; however, this limited authorization may be overridden and third-party users may, like clients, also be granted access to all documents in their authorized areas. As for client users, this access is only available within the areas of the system that their individual companies are authorized to access. Third party users will be limited in what they can publish to the site, and may only edit information about documents that they have created.
4. Is there an electronic signature/authorization process available?
The system is WebDav enabled thereby permitting the use of the signature/authorization process in Adobe Acrobat.
5. Can you create an audit trail of user logins, activities, etc.?
The system does not log the actual login process or the simple browsing activity of a user; however, any and all changes to site content are captured in detail. In this way we can monitor when new users are added, when a document status or property is changed, when a file is uploaded or deleted, or when a new bid inquiry is created, etc. However, the most important aspect of the activity log is probably its ability to detect if a user is incorrectly using the site. The activity log is searchable by user, activity, subject, project area, document number, and file name.
If, for some reason, there were a need to detect who was accessing the site on a particular date, data logs on the web server can be accessed and the IP addresses of site users and their movements around the site can be reviewed. One activity possibly worthy of monitoring is document review. If it is considered important enough, we can add the ability to log instances of document downloads.
6. Is access defined by document type?
Document security is in general provided by limiting user access to specifically authorized areas of the site. However, another layer of security is provided with the ability to either lock an individual document from access by a particular user group(s) or to classify it so that it becomes accessible only to personnel with appropriate security classification.
7. Can an entity or group be set to access only some content and not other content?
The system web site is organized into various pages or subject areas not all of which can be viewed by everyone. Various entities, i.e. client and third-party companies, who have access to the site will only be able to view those pages and/or subject areas that the administrator allows. Links and navigation tabs directing the user to disallowed pages will be hidden. Under normal circumstances, default settings will be followed, e.g. vendors, by default, are not allowed access to such pages as Administration, Contracts, Project Status, Milestones, etc; however, they may be allowed to access the Minutes of Meetings, Correspondence, and Action List pages (Note: the documents displayed on those pages are still subject to the security rules previously described). The administrator will determine the appropriate settings for each company during project setup. The settings, which can differ for individual companies, can be changed at any time.
8. Describe overall system security and protocols used – FTP, https, etc.
The web server is hosted and maintained by Rackspace Managed Hosting, a full service, managed hosting provider in Austin, TX. Rackspace provides protection with the industry’s most potent security tools and techniques. Rackspace’s enterprise-class, fully managed security products provide a strong, multi-layered defense for today’s ever changing network environments. All levels of security protection, up to and including mission critical applications, are available. Available systems and products include:
• Cisco PIX Managed Firewalls which provide robust, enterprise-class, integrated network security services
• PrevenTier™, a unique, proactive distributed denial-of-service (DDoS) mitigation tool created by Rackspace
• Cisco Intrusion Detection System (IDS) which protects against unauthorized, malicious activity traversing the network, such as attacks by hackers.
• Verisign SSL Certificates – A Verisign Secure Server ID (also known as a certificate) gives your users verifiable assurance that your site is secure. SSL is available with two levels of encryption: 40-bit SSL Secure Server IDs and 128-bit SSL Secure Server IDs.
• Third-party Security Audits – TrustWave security audits are used to detect and correct security vulnerabilities.
The above are available at extra cost. Currently we use standard FTP and http protocols. To learn more about Rackspace security see http://home.online-projects.net/Rackspace_Security.pdf
SEARCH AND RETRIEVAL top
1. What capabilities does the system have to perform searches by key word, version, author, vendor, metadata, etc.?
The system performs searches on one or more of a multitude of parameters easily and intuitively. A search from the quick search box on the Home page searches by document number, title, description, keyword, or filename. To narrow the selection further, a user can search by document type, date ranges, document group, category, subcategory, status, file type, author, recipient, and latest version.
2. Are there system limitations to searching by document type, size, location, status, etc.?
There are no known limitations other than we can not currently search by document size. If it is desired to search by size, that capability can be easily incorporated into the system.
3. What are the system capabilities for retrieving, viewing, opening, and editing a document from search?
All searches for documents provide direct links from which a user can retrieve, open, view, and edit the document.
4. Can the system do a wildcard search?
Yes, when searching in free-form fields, e.g. document number, keyword, or filename, the system always searches for any occurances of the letters or numbers entered into the search field
5. Describe system ability to display search results by relevance, date, most searched, and other filters.
Searching by relevance and most searched implies the ability, and the need, to provide full text searches of document content. Except for email messages, we do not provide full text searches of document content. If found to be necessary, we will certainly incorporate it into the system.
This system generally displays search results in tabular fashion. For instance, say you are searching for mechanical engineering drawings. The results are presented in a table with column headings for Document Number, Date/Rev No., Title, Description/Key Words, Engineering Task, Category/Status/Progress, and File Name/Size. Since we can search by a multiple selection of the foregoing parameters, there doesn’t seem to be a need to search by relevance or most searched; however, we are open to suggestions.
ROUTING, APPROVAL, AND TRACKING top
1. How does the system create, modify and administer routing groups?
Routing groups or document distribution lists are easily created or modified using our document transmittal system. The creation is a simple two-step process. Firstly, create a named distribution list, and secondly add members to it. Members, who may be employees, clients, or third-parties, can be placed in either the “Send To” section or the “Copy To” section of the list. Editing or deleting a distribution list is just as easy and intuitive.
2. Does the system have the capability to attach documents to existing routing groups?
This is the heart of the document transmittal system, i.e. attaching documents to a transmittal letter and routing it to intended recipients. Online-Projects.Net’s online document transmittal system makes it easy for a user to create, send, on-forward, store, search for, retrieve, track, and print a record of any document transmittal. Any project team member – whether engineer, client, or third-party – can send or receive a transmittal. The need for creating hand written transmittals is eliminated, saving hours of valuable time.
The transmittal process is quite straightforward. Using an online form, simply search for and select the documents to be transmitted. (The search routine makes this easy and you can review the documents prior to selection to ensure the content is correct.) Next select from the automatically generated address lists, or the user-defined distribution lists, the recipients of the transmittal. Then select from the dropdown boxes of customizable content the subject, purpose, and message of the transmittal. Specify, if necessary, within how many days a reply is required. Finally, type in any clarifying remarks and press the transmit button. (Full instructions are provided.)
3. What are the system capabilities for setting alerts on routed documents?
Immediately upon pressing the transmit button (see (2) above), the transmittal is generated and emailed to each recipient. It is then automatically posted to a transmittal log, together with the date a response is due. It is also posted to the web site notification log. Subscribed users of the notification log receive email notices that the transmittal has been posted to the site. Designated recipients are alerted to when their response is due and have direct access to transmitted documents immediately upon receipt of a transmittal. If the transmittal initiated a workflow process and the initiator elected to track the process via the project email system, then a new email topic is generated for the purpose of communicating with the workers on this particular workflow.
4. Can the system escalate routing and approvals?
Automatic escalation of routing and approvals is optional. The Document controller or initiator responsible for a transmittal that requires a response may choose to track responses and the status of the workflow process either manually or automatically through the email system. In either case the color coded transmittal log at all times indicates the status of the transmittal.
5. What are the system capabilities for reporting and tracking documents based on due dates, approval status, and workflow?
Documents on engineering projects are normally subject to a number of deadlines throughout the course of their preparation. When it comes to engineering deliverables, there are milestone deadlines for submitting documents for review, approval, and construction; and there are workflow deadlines associated with the review and approval processes. The system tracks status through all phases of preparation, review, and approval and displays the results in color coded format for each document and process.
6. Can the system create and display secure electronic approvals (signatures)?
The system is WebDav enabled thereby permitting the use of the signature/authorization process in Adobe Acrobat.
7. Describe system capabilities to denote and track printed (hard copy) documents with electronic routing
Currently the system cannot denote and track hard copy documents with electronic routing. However, we have an association with a company in San Francisco, CA whose API for creation, management, analytics and decoding of barcodes may help to integrate your requirements into the system. If you would advise the scope and intent of what you are trying to do, we would be happy to prepare a development plan including estimated cost and schedule.
8. Can the system create multiple routing sequences – serial, parallel, conditional?
The system can handle any type of workflow process without having to create cumbersome flow diagrams or sets of electronic rules. When a workflow process is initiated, a letter of transmittal is automatically sent to those on the distribution list together with the documents that are to be acted upon. A message setting out the instructions for how the process should proceed is also attached. The initiator, at the time she creates the document transmittal, will select the message from a dropdown box of pre-written messages. If pre-written messages describing required actions for serial, parallel, and conditional routing sequences exist, the initiator need only select the one that applies. If an appropriate pre-written message does not exist, one can be created at the moment. Alternatively the initiator can simply write a one-off message for the transmittal and enter it into the transmittal’s message box.
9. How does the system display routing sequence and status?
The document transmittal log at all times displays in color coded format the due date and status of each transmittal. If the transmittal initiated a workflow action, clicking on the due date brings up the email containing the entire history of the action, what is being worked on, who is working on it, and the status of each individual’s contribution.
10. What are the system capabilities for notifying users?
If the project email system is being used to track responses to a document transmittal or workflow process, all participants are automatically notified as the activity advances through its various steps and at each time there is a change in status.
11. Does the system have the capability to include links to documents routed for users’ attention?
When users receive the notification via a document transmittal that there is an action required on their part, they also receive direct links to each of the documents that they will have to work with.
VERSIONING top
1. What flexibility does the system have for naming documents?
Each document must be defined by type and assigned a category. Some documents, e.g. engineering drawings and specifications, may be assigned to groups and subcategories. Naming conventions are unrestricted. Each document requires a number.
2. What type of version algorithms are used by the system?
An automatic system of version control is not currently available, so the user must determine the system of version notation. Versioning can be denoted in the file name, the document number, and/or the revision number. If deemed necessary, we can incorporate a separate document version attribute into the system providing the flexibility of having both a revision number and a version number to define a document.
We have recently been researching options for adding automatic version control to the system. One interesting possibility is an application called SubVersion. We believe this application has the ability to handle various version algorithms, checkin/checkout procedures, edit/save in place routines, log histories, etc. There are also other applications available that run with PHP/Mysql/Apache. We would be happy to work with you to prepare a development plan for a versioning system that would meet your objectives and intent. We believe this would indeed be a useful and valuable enhancement to the system.
3. Does the system have the ability to use different version algorithms, or none at all, on single or groups of documents?
An automatic system of version control is not currently available. See (2) above. Since the user must determine the system of version notation, different algorithms can be used for different types or groups of documents. If we were to work with you to develop an automatic versioning system, we could design versioning algorithms to meet your objectives.
4. What are the system capabilities for check in and check out?
An automatic system of check in/check out is not currently available. See (2) above. If we were to work with you to develop an automatic versioning system, we could design a check in/check out system to meet your objectives.
5. What are the system capabilities for editing and saving in place a checked out document?
The system does not have check in/check out and cannot edit or save in place. See (2) above. However, any authorized user can download a document to his hard drive, edited it, and uploaded it into the system with a different filename and version number.
6. Can the system view a document’s version history and key information (author, date, vendor, etc.)?
All versions of every document may be stored on the system provided each version is given a unique file name. The latest version of a document may be optionally displayed during search, or the entire version history, complete with descriptions and key information about each version, may be shown.
7. Can the system track and display an audit history on versions?
We can display each version of a document that has been uploaded to the system together with descriptive information and metadata (author, date, etc.) about the version. However, we currently have no way of tracking specific changes or comparing one version to another. That capability must reside in the application that creates the document.
8. Can the system restore or replace previous versions?
Although we can store all versions of every document, we currently have only limited ability to restore or replace previous versions of a document if they are deleted. We are limited by the time in which deleted files remain in our backup system.
9. Can the system create and denote approved and final versions and information (dates, author, vendor, etc.)?
The system tracks the status of each document version uploaded to the system, always displaying its state of completion, e.g. for information, for review, for approval, approved, as final, issued for construction … or any other user defined state that is desired.
10. Can the system hide version sequences, i.e. expand and collapse them?
A default search will display all versions of documents, whereas a “latest date” search will only display the latest versions.
11. Can the system create PDF document from a final version?
The system cannot currently create PDF documents. We rely on the application that created the document to convert it to PDF. If this is one of your essential requirements, we would be happy to research and evaluate the utility programs available to perform this function and consider incorporating the feature into our system.
12. Can the system default be set to display the most current version?
A default search will display all versions of documents; however, if you would like the capability to change the default setting, this can be easily accommodated and we would be pleased to incorporate this feature into the system.
DOCUMENT IMPORT AND EXPORT top
1. How are new documents imported into system?
Documents are usually imported into the system individually through the user interface. An “Add” button will display a form that prompts the user to enter descriptive information about the document, select the file that is to be imported, and upload the document to the site. If there are many documents to be imported, we use a batch process that uploads the files through FTP. The meta data for these files are first created in an Excel spreadsheet and uploaded to the database through the user interface.
A unique feature of the system enables the project team to upload a completed, but preliminary, list of project documents (say, all anticipated project engineering drawings and specifications) at the outset of a project without having to upload the actual files. Given a status of “Not Started”, these “documents” make it much easier for team members, and managers as well, to understand the scope of the project. As the actual documents are created, they can be uploaded individually to the system by simply editing their document parameters and changing their status to the appropriate state of completion.
2. Can the system import and connect document attachments?
All documents are imported to the system as described in (1) above. Attachments to forum topics, emails, RFI’s, action items and the like are imported individually through the interfaces associated with creating those particular items of information. There is nothing to do to connect the attachment to the system. A document with attachments must either be combined into one file, e.g. a pdf file, or uploaded as multiple documents.
If you would like us to consider how to link one document to another and incorporate that feature into the system, we would be happy to do so.
3. Can a user to set attributes on imported document?
Each document imported to the system has many attributes including: job no., doc no., client doc no., rev no., date issued, date modified, title, description, type, group, category, subcategory, reservoir no., well no., status, filename, filetype, filesize, author, and recipient. Some of these fields are mandatory and some are optional. If there are other attributes that you would like users to be able to set, please advise and we will be happy to incorporate them into the system.
4. Can the system index imported documents?
Indexes for any set, group, or category of documents are easily and automatically created using our document custody transfer system. The index currently contains the following fields: job no, document type, category, doc no, client doc no, rev no, doc date, title, description, status, author, recipient, file type, file size, and file name. If there are other fields that you would like indexed, we would be happy to incorporate them into the system.
5. Can the system create meta data and tags from imported data?
When documents are imported to the system, meta data tags for the file type, size, name, and image width and height are automatically created. Tags for other data such as job no., doc no., client doc no., rev no., date issued, title, description, key words, type, group, category, subcategory, reservoir no., well no., status, author, and recipient may be created if required. When importing individual documents, the user is prompted to enter the meta data, some of which is mandatory and others of which are optional. When importing multiple documents via batch mode, the meta data is entered through the use of Excel spreadsheets which enable copying, pasting and the automated generation of data.
6. What are the system capabilities for connecting to a secure FTP site for data import/export?
This is a powerful built in feature of the system that makes it extremely easy to either upload or download files.
To upload files simply connect with the server (you will need an FTP client such as WS_FTPpro), enter an assigned username and password, navigate to the document directory, and transfer the files. All document files are stored in a single directory so there’s never a need to understand a directory tree or create folders for various documents.
Downloading is also very straightforward. There are two primary instances when FTP downloading is useful. 1) when it is desired to retrieve a substantial number of documents from a document transmittal, and 2) when transferring custody of multiple documents to another entity.
To download documents from a document transmittal, first open the transmittal, next click the FTP link, and then press the transfer button. That’s it! A username, password, and transfer folder will be displayed. A user may then connect to the server with their FTP client, navigate to the given transfer folder, and download the files to their hard drive. The process also creates a downloadable file index complete with all meta data and file attributes as described above. For security, the transfer folder and its contents will be deleted after a user-defined, predetermined number of days. The process of downloading for purposes of transferring custody of files is similar.
7. How does the system export documents, versions, attachments, etc.?
In general we export documents via the document custody transfer system; however, the document transmittal system may also be used. The document custody transfer system enables an authorized user to automatically assemble any group, category, or specially selected set of documents for the purpose of transferring the documents to another entity. The operation will create a fully attributed index of the files and a file transfer folder from which a user, through an FTP connection, may retrieve the files. The retrieval process is similar to that describe in (6) above.
8. Can the system import other items, e.g. emails, static content, web links, etc.?
The system has been designed to import all types of content and information. Where and how it is displayed is up to the user. Static content, together with web links, can be displayed on numerous pages. This is very useful if you wish to direct your users to a particular piece of information or reference. Email is handled by the built-in email system. It is strongly recommended that all project mail be initiated from within the system; however, when this is not practical, messages can be imported.
9. Can the system apply a version algorithm to imported documents?
An automatic system of version control is not currently available, so when importing a document the user will denote the version number in the file name, the document number, and/or in the revision number. If deemed necessary, we can incorporate a separate document version attribute into the system providing the flexibility of having both a revision number and a version number to define a document.
10. What are the system capabilities for importing single documents, multiple documents, folders, and groups?
We are able to import documents either singly or in batch mode. We import documents singly using the user interface as described in (1) above. Multiple documents are imported via FTP. The metadata for multiple files are created in an Excel spreadsheet and entered into the system database via the user interface. There is no need to import folders or groups since all documents reside on the server in a single document directory.
11. Is there the capability for users to subscribe to document types, groups, folders, etc. and be notified of activity?
The system sends out several types of notices covering a variety of actions that occur regularly during use. Many of the notices are sent out optionally by users, e.g. for general activities such as uploading new documents, creating new action items, or initiating new bid inquiries, purchase orders, and contracts. Some notices are sent by default, e.g. when a document transmittal goes out, or when a new email, forum, RFI, or support topic is created. The notices are tabulated in a daily log where users can update themselves on the latest happenings. In addition, users may subscribe to one or more of the notification services and be notified each time there is action on that particular activity.
REPORTING top
1. What are the system capabilities for report writing?
The system is not designed to create forms for report writing; however, we are prepared to add the capability to create any type of report desired. The system is particularly well suited for handling user-designed report templates which can apply to any type or variety of report. Written as a sample report, the template can be created in Excel, Word, or any application of the user’s choice and then uploaded and stored as an appropriate document type and category. A user can then download the template for use in preparing an actual report.
2. What type of canned reports are available?
Numerous reports are generated by the system for all types of activities. Reports are available displaying information on the status of documents, action items, tasks due, and project expenditures. Activity logs are generated to show changes to the system. Expediting reports are created and logged for purchasing. Since, in essence, anything in the database can be organized into a report, if you have a special requirement, we will be happy to incorporate it into the system.
3. Can the system filter and report on the status of documents?
The system is designed around the ability to track the status of documents. Not only does it show the status of individual documents and document groups, it organizes deliverables according to their engineering tasks and then reports on the progress and status of those tasks.
4. Does the system have the capability to generate either on-line views and/or printed reports?
Several reports, e.g. action item reports, engineering task reports, vendor task reports, etc. are specially formatted for online viewing as well as for printer friendly printing. If there are specific reports that you require that we do not happen to currently include, we will be happy to incorporate them into the system.
5. Does the system have the ability to provide thumbnails of documents so that they do not have to be opened in the application?
Currently we only produce thumbnails of photos and graphic images. If thumbnails of other documents are required, we would be happy to consider incorporating that feature into the system.
6. Are there any special print drivers or devices needed to print reports?
We are not aware of any special devices or drivers need to print reports.
HOSTING SERVICES top
1. What type of hosted services are bundled with this product?
The web server is hosted and maintained by Rackspace Managed Hosting, a full service, managed hosting provider in Austin, TX. Rackspace guarantees 100% uptime! Rackspace’s server systems are custom designed to meet the customer’s requirements. They are readily expandable and can handle individual storage requirements up to 50 terabytes. Rackspace’s security and backup products are non-compromising. You may visit their web site at http://www.rackspace.com for additional information.
2. Do you have a disaster recovery and continuity plan for service outages?
Should a total utility power outage ever occur, all of Rackspace’s data centers’ power systems are designed to run uninterrupted, with every server receiving conditioned UPS (Uninterruptible Power Supply) power. Their UPS power subsystem is N+1 redundant, with instantaneous failover if the primary UPS fails. If an extended utility power outage occurs, Rackspace’s routinely tested, on-site diesel generators can run indefinitely.
3. What are the system capabilities for creating customer document backups on a recurring basis?
Backup procedures can be customized to suit. Currently, we provide full backup of the database, critical files, and all documents weekly, as well as a daily incremental backup.
4. What are the normal hours of system availability and the planned (normal) hours of outage for upgrades, maintenance, etc.?
Rackspace’s normal hours of availability are 24/7 with guaranteed 100% uptime. On the 3rd Sunday of the month they are down from 12:01 a.m. to 8:00 a.m. EST for maintenance.
5. Do you have a service level agreement?
A service level agreement is available upon request.
PRICING top
1. What is the basis for your pricing?
Usage fees are a function of the hardware and software that make up your system, as well as your level of usage. They are not based on the number of users or seats. The fees are based on the following: • The number and types of web sites contracted for, • The server requirements, i.e. whether the server is shared, client dedicated, or project dedicated, and • The level of security desired and • Your level of usage, i.e. the number of projects, installed. All fees are based on the configuration of the system as it presently exists. The cost of upgrades, enhancements, and new features mentioned above and which we are willing to incorporate into the system are not included. Training, consultation, and assistance with content and data input are also extra.
2. What products, modules, etc. are included in the pricing?
We have two products both of which are web site templates set up to handle the management of documentation and information. 1) The dedicated project site for major engineering projects greater than $500,000 engineering fee, and 2) the Company site for multiple projects less than $500,000 engineering fee. Both products are offered as complete packages with all features, modules, etc. included. If you care to contact us, we can recommend the most suitable product for your needs.
3. Does pricing include software upgrades as they become available?
Yes. Upgrades that we initiate are installed free of charge.
4. Will this product require additional licensing for viewers, report software, visual software, etc.?
No. There are no additional licenses.
5. Are there volume discounts or price breaks at various levels of participation?
Monthly charges for an active single web site, i.e. either the dedicated project site or the multi-project site, are $1,200. The second site (or project) will be discounted to $1,000 per month. The third site will be charged at a monthly rate of $800. Currently, additional sites beyond three will incur no additional charges. The monthly charges include telephone and email support for the use of the system. These charges also include unlimited employee, client and third-party users, and unlimited data storage.
6. Are there any pricing changes that might occur as the number of users or size of data increases or decreases?
Currently there are none.
7. Describe terms of pricing agreement – monthly, annually, perpetual?
Monthly charges are to be paid quarterly in advance.
8. Are there any startup or setup fees applicable?
There will be a one-time setup fee of $1,500. Training, consultation, and data input are extra.
PRODUCT LIFECYCLE top
1. What is the Company’s policy and experience with respect to converting customer developed solutions into standard supported product capabilities?
Our philosophy is to maintain a simple, easy-to-use, intuitive interface that performs the functions that engineering firms require in their day to day operations. We are not prone to adding features just because they are “cool”. We like features that save time and increase productivity, not make work or force the user to work in a manner they are not used to. We believe that if a feature is too complex, it will not be used.
Therefore, if a customer comes up with an idea or develops a solution that meets the above criteria, it will in all likelihood become a standard product feature.
2. When is the next planned release of the system and what will be its added functionality?
There is no planned release of the next version. After this current version is working satisfactorily with all customer suggested enhancements, we will consider releasing the next version which will allow us to take the application to another level.
3. What product versions are currently supported?
Only the current version is supported.
4. Can you tell us the frequency of upgrades and patches and discuss the typical time to market with upgrades
Upgrades and patches are developed on an as-needed basis. Upgrades can take anywhere from a day or two to months, depending on their complexity. When they are ready for production use, they are uploaded automatically without the need for customer involvement.
5. What is the typical sequence of events for an upgrade?
The typical upgrade path goes something like this:
1. A suggestion for an upgrade is made.
2. A quick evaluation is conducted to determine its benefits and whether it is in keeping with the overall philosophy of design.
3. A decision to incorporate the upgrade into the system is made based on the evaluation.
4. We develop a general scheme or basic layout to implement the suggestion while keeping the look, feel, and intuitiveness of the user interface intact.
5. We write and test the code on a development site. (Time varies considerably)
6. We upload the new code to all production sites. There is no need to send patches or installations to customers.
6. Are there any product user groups that exist, and if so what is the purpose or each group and how is membership established?
There are no product user groups.
7. How are product ideas are solicited from Industry groups and clients and incorporated into the system?
We have a network of potential customers, users, and engineering contacts that we have established over many years. Through discussions, meetings, and product demonstrations we gain valuable feedback on exactly what features are needed and how to enhance and improve our products. Founder, Roger Lewis’s many years of experience as a structural engineer and project manager on major oil and gas projects worldwide contribute substantially to an understanding of how the system can most effectively benefit the engineering community.
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