Processing Submittals via Prolog Converge

Transcription

1 Processing Submittals via Prolog Converge

2 Submittal Review Procedure

3 Receiving Notification An automatic notification will be sent to your when the team creates a new Submittal Package and assigns you has having action required Clicking on the link in the notification will bring you to the Converge login screen where you can enter your login information to access the Submittal Package If you do not have a Converge login name and password, you will be able to view the Submittal Package information by opening the attachment but you will not be able to view the submittal actual documents

4 Opening the Submittal By clicking on the link in the notification you will be routed directly to the Submittal Package, in a reading view only (all entry fields are grayed out) Click on the Edit button at the upper left corner of the Package to enter the Edit mode, download the submittal items and set the Action for each item

5 Downloading Files Use the Package Items tab to download the electronic submittal file Click on Get Files to begin the download process You can either open or save the documents to your computer for review and markup

6 Assigning Action Use the Package Items tab to record the Action for each submittal item once you have reviewed the items Click into the Action field for each submittal item and select the appropriate Action from the dropdown menu Click on the gray box near the Action Logged by field to bring up the Contact Search to view a list of contacts associated with the project and select your name from the list Alternatively if you know your contact shortcut you may type it in the field and your name will auto populate Your contact shortcut is typically the first three letters of your first name and the first three letters of your last name (i.e. Jessica Barber = jesbar)

7 Attaching Files Use the Files tab to upload the submittal items that you have reviewed and marked up Click on Quick Upload to get the File Upload window - Click Browse to find the files - Add all the associated files - Click Upload

8 Directing to a Consultant Use the Package Reviewers tab to redirect the submittal package to another party for review (if necessary) - Click New - Fill in the From/To Information - Leave the Dates Blank - Update the Sent For to Information - Check the Action box The secondary reviewer shall follow these same steps to redirect back to the primary reviewer, leaving the dates blank as well. Alternatively if you know your contact shortcut you may type it in the field and your company and name will auto populate

9 Sending Back to Skanska Use the Package Reviewers tab to return the submittal package to the responsible individual Enter the date of return into the Returned Date field to trigger the notification x Do not enter the Action on this line. Action can only be provided to each Submittal Register on the Package Items tab

10 Notification to Skanska Once you have updated the Package Items, uploaded the reviewed submittal files and entered the returned date, click on Save and Exit to save the record Once the Submittal Package is saved, an automatic notification with the subject Submittal Package Returned will be sent to you

11 Past Due Notification An automatic notification will be sent to the individual noted as having Action Req d if the Due Date on Package Reviewers tab is exceeded and the Package has not been closed

12 Dashboard Information Within the Project view of Converge you can access the Project Summary to see how many RFI or Submittal Packages - have been created (Total) - are Open - are Closed - are Past Due - are Pending My Action

13 Navigating between Packages Within the Project view of Converge you can access numerous lists and move between Submittal Packages If you go directly to the Converge URL and login in, in lieu of clicking a link in a notification, once you open a project the default view will be the Project view You can click on any of the other lists in the Document Control tree to view that list

14 Grouping List can be grouped by any of the available columns and multiple groups can be applied To apply a grouping to your view drag and drop the desired column header to the grouping bar Drag and drop the header back to the column row to stop grouping by that header

15 Arranging Columns Columns can be rearranged by dragging and dropping them into the order you choose; columns can be resized just like in excel Changes you make to the layout will be retained the next time you login Click to Reset Layout to clear all of the groups and column placement changes Clicking on any one of the column headings will sort A-Z or Z-A

16 Portfolio View Use the Portfolio view to see all of the projects that you have access to and to move between them

17 Insight View Use the Insight view to see data for each of the projects that you have access to - Click on Projects Summary to see the Project Summary for each project - Click on one of the Document Control lists to see that listing for all projects - Click on the Metrics by Project list to see the number of Open/Closed RFIs and the turnaround for each project

18 Filtering in Insight View Grouping can be changed in Insight as well For instance you could select the Open RFIs list and remove the Project group to see all open RFIs across the project that you have access to Use the Toggle Filter to access filter fields for each of the columns - Enter the information to filter for in the field at the top of the column - Click on the filter for that column to change the filter type - Apply the filter