Transmittals. This manual provides instructions for processing a Transmittal for Capital Projects on the Campus of Michigan State University.

Transcription

1 PROJECT MANAGEMENT SYSTEM This manual provides instructions for processing a Transmittal for Capital Projects on the Campus of Michigan State University. MICHIGAN STATE UNIVERSITY Physical Plant Michigan State University East Lansing, MI For Assistance, send to: unifiersupport@cpa.msu.edu September 26, 2011

2 Contents 1 Table of Contents Part I What is a Transmittal? 2 1 Flowchart Role Definitions Terminology... 2 Part II Transmittal Tasks 4 1 Access... the Project 4 2 Create... Transmittal 6 3 Review... Documents 15 4 Clarify... or Revise 25 5 Additional... Review 29 6 Acknowledgement

3 2 1 What is a Transmittal? A Transmittal is a Skire process that is used to electronically send a document related to a Capital Project at Michigan State University. 1.1 Flowchart 1.2 Role Definitions User creating the Transmittal Any user in the system who has permission can use a Transmittal for a Capital Project. User reviewing the Transmittal The transmittal can be sent to any other user for review. User providing additional review of the Transmittal The transmittal can be sent to any other user for additional review. 1.3 Terminology Steps: Create Transmittal by User A User begins the process by creating a new Transmittal within the Project, and attaching documents.

4 Terminology 3 Review Transmittal by User The selected user reviews the transmitted documents and can either return the documents to the sender for clarification/revision, send them on to another user for additional review, or send a final response to the person who submitted the documents. Clarify Transmittal by User The original sender may be asked to clarify or revise the documents being transmitted. Additional Transmittal Review by User Another user may be asked to review the transmitted documents. Acknowledgment of Transmittal by User The original sender reviews the response and can either return it to the reviewer for clarification or close the record. End This step closes the Transmittal record. Actions: Send for Review This action sends the Transmittal to the next step for review. Send for Clarification This action returns the Transmittal to the previous step for clarification or revision of the documents being transmitted. Send for Additional Review This action sends the Transmittal to another user for review. Send Final Response This action sends the Transmittal to the original sender. Close This action completes the Transmittal.

5 4 2 Transmittal Tasks 2.1 Access the Project Step 1: Logon to the Project Management System Step 2: Open the Project

6 Access the Project Step 3: Open the Project Log for 5

7 6 2.2 Create Transmittal Step 1: Create a new Transmittal record

8 Create Transmittal This form will appear: Shaded Fields - Automatically populated with project information, or contains data previously entered by others. White Fields - User enters this information. Fields with a red asterisk (*) are required fields. 7

9 8 Step 3: Enter a Title (this will appear in the log) Step 4: Enter a Due Date; this is the date you need to receive notification that your transmitted documents have been accepted and require no further changes. Step 5: Enter a description

10 Create Transmittal Step 6: Attach the transmitted materials NOTE: Always attach your documents this way. Never attach documents to the General Comments area at the bottom of the form. 9

11 10

12 Create Transmittal 11 The document will appear in the Attachments area of the form. NOTE: Create a separate Transmittal for each document type being sent for review. If multiple files need to be reviewed for a specific document type, you may add attachments to the Transmittal. For example, do not transmit a Schedule and a SubContractor List using the same form in Skire. But, you may attach multiple files to a Transmittal that pertain to the Schedule. REMINDER: Always attach your documents to the overall form. Do not attach your documents within the General Comments area.

13 12 Step 7: Select an Action In the upper right-hand corner of the form, click on the dropdown menu Step 8: Select a User to whom the documents will be sent NOTE: The recipient may be pre-assigned by the system for your Project. If the name is already present, go to Step 9.

14 Create Transmittal 13

15 14 Step 9: Send the Transmittal In the Upper left-hand corner of the form, click "Send" An alert will describe any missing information. A message will indicate the Transmittal has been submitted successfully.

16 Create Transmittal 2.3 Review Documents Step 1: Choose the task from your task list Note: The User to whom the Transmittal is sent will receive an notification of a new task. Logon to Unifier to check your task list. Once in the system, Open the record. 2. Accept the Task 15

17 16 3. Reviewing the Transmittal

18 Review Documents Review the transmitted documents: 17

19 18 The document will open:

20 Review Documents 4. To add a comment to a specific attached document: a. Close the document, then... 19

21 20 b. Add a Text Comment... Or, to add a comment to the main form when there is only one attachment:

22 Review Documents Select an Action a. If the Transmittal is ready to be returned to the sender, send the Final Response.

23 22 Add a Response: Send the Response: then, An alert will describe any missing information. A message will indicate the Transmittal Record has been submitted successfully. b. If something is incorrect or needs clarification, add a comment specifically on the attached document or add a General Comment, then send the record for Clarification. Follow instructions for adding comments in Step 4 above.

24 Review Documents 23 Add a Response: Then, send the record for Clarification then, An alert will describe any missing information. A message will indicate the Transmittal has been submitted successfully. * The transmittal reviewer will receive the record again after clarification. Repeat above steps. c. If you want to send the Transmittal to another user for review, add a General Comment then Send for Additional Review. Follow instructions for adding a General Comment in Step 4 above.

25 24 Add a Response: Then, send the record for Additional Review then, An alert will describe any missing information. A message will indicate the Transmittal has been submitted successfully.

26 Review Documents Clarify or Revise If the transmitted materials need clarification, the record will return to the original sender. 1. You will either receive a notification in your or you can log directly into Skire to review your task list.

27 26 2. Accept the Task 3. Review the Response to see what needs to be revised or clarified, and also check the General Comments for specific information.

28 Clarify or Revise 27 After reading General Comment(s), click on Close Window. 4. Review the Attachments to view any comments added directly to the document(s).

29 28 5. Revise as needed and Re-Submit. then, An alert will describe any missing information.

30 Clarify or Revise Additional Review The Transmittal may be set to others for additional review. 1. You will either receive a notification in your or you can log directly into Skire to review your task list. If you click on the link from the notification , when you logon to Skire, the task will open up automatically. If you logon to Skire directly without clicking on the link first, then...

31 30 2. Accept the Task 3. Review the General Comments.

32 Additional Review 4. Create a General Comment to add your review comments. then, 31

33 Acknowledgement The Transmittal will be returned to the original sender for acknowledgment. 1. You will either receive a notification in your or you can log directly into Skire to review your task list. If you click on the link from the notification , when you logon to Skire, the task will open up automatically. If you logon to Skire directly without clicking on the link first, then...

34 Acknowledgement 2. Accept the Task 3. Review the General Comments. 33

35 34 4. Review the Attachments to view any comments on specific documents. 5. Select an Action a. If the Response is acceptable, end the process. then, An alert will describe any missing information.

36 Acknowledgement 35 b. If the Transmittal needs to be returned to the reviewer for clarification, add a General Comment, then send the record for Clarification.

37 36 Then, send the record for Clarification then, An alert will describe any missing information. * The original sender will receive the record again after clarification. Repeat above steps.