Vela Web User Guide Vela Systems, Inc. All rights reserved.

Transcription

1 The Vela Systems Web application is designed to enable the administration, management, and reporting of the Vela Field Management Suite, as well as give project teams the ability to collaborate on issues, inspections, equipment, and tasks to be performed. For access to Vela Web, you will need a laptop or desktop computer with an Internet browser and a full time reliable Internet connection. To connect to Vela Web through an Internet browser, you will use the website address of manage.velasystems.com where you will use your address and a password to login

2 Table of Contents Run Reports... 3 Report Filters... 4 Report Filters Extras / Options... 5 Run, Schedule, and Save Reports... 6 Manage Saved or Scheduled Reports... 7 View Issues... 8 Issue Creation... 8 Add Issues using Templates... 8 Add Issues using Pushpins... 8 Attach Documents to Issues... 9 Mark up attached Documents... 9 Add Issues using Smartphones... 9 View Checklists Checklist Creation Checklist Review and Completion Equipment Tracking and Commissioning View Tasks Create Task Manually Create Task Manually (Continued) Create Tasks from Templates Create Task Templates

3 Activity Procedure 1a Run Reports Reports in Vela are a way to analyze the field data captured in your project. Reports can be run for a variety of data and information - Issues, Checklists, Equipment, etc. and sent to the various stakeholders. You can also set up scheduled reports, a way of automatically generating and sending reports to members of your project team. Select the Reports icon at the top right corner of the window. Select from any of the Reporting Browser categories at the far left side of the report window. Once a reporting category has been selected you will be able to select from any of the project specific or analytic reports available in that group. Once a report has been selected there will a description of the report and the information it will provide as well as a link to view a sample preview of the report. There will be three options available for every report: o Run now this will run the report under the current filters, extras and options applied. o Schedule This will open a window to the right of the report filters where you will be able to setup the schedule timing, recipients, and frequency based on the filters, extras and options applied. o Save Report - this will enable the report to be saved within the Reports browser for future access and use. 3

4 1b Report Filters To define the content within a report, filters are used. The filters enable a user to dissect the data captured on the project and present only select, pertinent information for the given report. Select the desired report from the available list of options in any of the Reporting Browser categories. o Checklists; Custom; Equipment; Executive; Issues; Tasks Next, select the specific report desired within the chosen category. Note: Leaving a filter selection area blank or unchecked is the same as selecting all. Filters: Date Range: Select from the dropdown list the calendar options to specify the date range for which to run the report or specify a custom date range. Issue Types: To run for all, do not select or specify any Issue Type under the selection window. To run for one or a few Issue Types, select the Issue Type name to add it to the filter. Issue Status: To run for all, do not select or specify any Status under the selection window. To run for one or a few Status Types, select the Status name to add it to the filter. Company: To run for all, do not select or specify any company s under the selection window. To run for one or a few Companies, select the company s name(s) to add it to the filter. Location: To run for all, do not select or specify any Location under the selection window. To run for one or a few Locations, select the Location s name to add it to the filter. Due Date: If the report should pick up issues based on specific due dates, select Is Due on or before and click on the calendar icon to select the date. Author s Company: To run for all, do not select or specify any Author under the selection window. To run for one or a few Authors, select the Author s name(s) to add it to the filter. 4

5 Activity Procedure 1c Report Filters Extras / Options Extras can be included in your report to help provide additional detail to the data included in your report. Attachments can be added to your report by selecting from the Show attachments drop down menu. You may choose to show attachments based on the following options: o Don t show attachments no attachments will appear in your report. o After each item attachments will appear right below pertaining data. o After each group of items attachments will appear below items that have been grouped together. o At end of report all attachments will appear at the end of the report. o Attachment size if attachments will be shown, select the size of the attachments relative to page width. Include comments: Click here to show comments associated with the data in your report. Include custom fields: Click here to show custom fields associated with the data in your report. Include issue details: For checklist, equipment, and task based reports, click here to show the issue details, including attachments to these issues, associated with the data in your report. Include n/a and blank responses: For checklist based reports, click here to show data from checklist items that have either n/a or no responses in your report. Include signatures: Click here to show signatures in your report. Show cover page: Click here to add a cover page to your report detailing all of the information and parameters associated with this report Pushpins: For certain issue based reports, select how you want to see pushpins associated with issues List only Pushpins will not be shown in report. Pins per Group Pushpins will be grouped based on report type (Company vs. Location). Pins per Issue Pushpins will be shown individually. Options The following options can be configured from the Options section: Report name: The name of the report can be edited from this box. The new report name will appear on the report and in your saved/scheduled reports sections. Output format: The output format for your report can be selected from the drop down. The four options for this format are: o PDF (.pdf) o Excel (.xls) o Comma Separated Values (.csv) o Rich Text Format (.rtf) Sort by and Sort direction: From here, select the parameters and direction by which you wish to sort your report. 5

6 1d Run, Schedule, and Save Reports Run a Report Once the parameters for your report have been defined, click the Run now button from the top. This will generate the report based on the Filters, Extras, and Options defined below. The report will be sent to you as an and can be accessed from the link included in the or downloaded as an attachment. Schedule a Report To run this report on a reoccurring schedule, click the Schedule button from the top. This will generate the report based on the Filters, Extras, Options, and the following Schedule parameters set: o Schedule Name the name of this particular scheduled report can be set from this box. o Description a description can be added to this particular scheduled report from this box. o Run the frequency of the report can be selected from this drop down. The report can be run every week, every 2 weeks, every 3 weeks, every 4 weeks, or on the first of every month. o On these days select the day(s) for which you want this report to run. This is a multi-select parameter. o Run report at select the time for which you want this report to be run and sent to stakeholders. Note that this time is based on the timezone set by your Project Admin during setup. o Send report to select the users on your project to send this report to based on the schedule set above. The recipients will receive the entire report, regardless of company, if added to this o o parameter. Also send each company s users a report of only their issues for some Issue-based reports, select this option so users will only see issues associated with their company. Subject configure the subject line of the containing the report in this box. Message configure the body of the containing the report in this box. Once the schedule has been defined for this report, click Save Scheduled Report from the top. Save Report By saving a report, a user will be able to access, edit, and run the report from the Reports Home page. The report will be saved based on the Filters, Extras, and Options configured. To save a report, click Save report from the top. 6

7 1e Activity Manage Saved or Scheduled Reports Procedure To manage reports that have been saved or scheduled, navigate to the Reports Home page. For scheduled reports, click Schedules from the left side. o Click on the appropriate scheduled report. View or edit the report parameters, and click Save Scheduled Report. To unschedule this report, click Unschedule from the top. For saved reports, click Saved from the left side of the Reports Home page. o To copy a saved report, click Copy, located below the name of the saved report. Enter in the name of the new report and click OK. To delete a saved report, click Delete, located below the name of the saved report. 7

8 2 View Issues Note: The Issue List helps users manage issues in bulk. Issues in Vela are items that you wish to document or track on your project. Issues have a variety of attributes that allow you easily filter, sort, and report on. Issues can also have attachments such as photos, library files, etc. - associated with them to help provide additional detail. From the Home page, click on View Issues to view, add, and edit issues across all locations. The column on the left can be used to filter down data. To add or remove columns to the grid, click the gear icon (next to Export). All checked attributes will show as columns in the grid. Setup the filter settings, based on the columns available, on the left. You can multi select certain fields (Companies, Status, Issue type), set a date range, etc. Click Search Issues when you have finished defining the filters. To hide the search bar, click Close. To edit an issue, double click on the issue and make the appropriate change. To edit multiple issues at one time, click on the checkbox to the left of each issue, then click on Edit and make the changes, i.e. change status to Closed or to change the Location. Another way to edit multiple issues is to use the filter to narrow the data, then click on the checkbox at the top left of the window (selects all issues), click on Edit and make the appropriate changes. If you want to see more Issues in your Issues List, you can adjust your view setting at the bottom of the screen. 2a Issue Creation From the Home page, click on Issues to add any type of issue. From the location hierarchy, select the location where there is an issue and click Set Location. On the right side under New Issue, add the Issue Description, assign a Company and add other data as needed. Issues are automatically saved on the Vela web server as they are added. 2b Add Issues using Templates To add an issue using Templates, click on Templates at the top left of the window. Select the group, the template and click on Add Issue(s). Multiple groups and templates can be selected at one time to add issues. Template data can be edited by highlighting the issue and making necessary changes in the Issue Detail window to the right. The changes are automatically saved on the Vela web server. 2c Add Issues using Pushpins Click on Pins to add issues using pushpins. The document will appear automatically if linked. If there is no file linked to this location, you will be directed to go to the library to attach a document. Click on Add from Library, select the document to be attached, and click on Add file. Click on the pushpin icon and click the point on the document where the issue resides. Edit the data from the Issue Detail window on the right. To add a pin via issue templates, click the Template icon within the pushpin window and click on the drawing to place the issue. On the right side of the window and make any appropriate changes. 8

9 Activity Procedure 2d Attach Documents to Issues Within the issue detail window, click on the Attachments tab (looks like a paper clip). You can add a file from outside of Vela, attach a document from the Vela Library, link to a URL or take a photo if you have a computer with a built in camera. To add a file from outside of Vela: Click on File and select the file to be attached. To attach a photo or drawing from the Vela Library: Click on Library and select the document to attach. To Link to a URL: Click on Link and add the path to the linked document. To take a photo with your computer: Click on Photo, take the photo and select Save and Close. 2e Mark up attached Documents After the document is attached to the issue it can be marked up. Click on Sketch and use the tool icons provided within Vela Viewer. Options are to highlight, circle or cloud, mark as transparent, write text, etc. Additionally you can rotate the document, zoom in or out and undo and redo markups. To ensure that only a portion of the attachment is included on reports, be sure to click on Set Print Area. Click Save and Close to return to the issue. 2f Add Issues using Smartphones Tips: Make sure the issue is sent as an , not an MMS or picture message. Make sure you are sending from address that matches your Vela login. Any user within the project can take a picture using a smart phone and it to the project as an issue. Use the project address located in the project Inbox. Take a photo, add a subject line and text within the body of the and send to the project address. Your phone must be the same as your project . The issue is sent to your project s Issue List and can also be accessed from your project Inbox. By default, this issue will be in Draft status. You can change the status to Open, add location, company and other applicable information. Other project users can see the Draft issue in View Issues by filtering on the Status column for Draft. If the originating user does not change the issue detail in the Inbox, the issue can be changed in View Issues window. 9

10 3a View Checklists A Checklist in Vela is a predefined set of items to observe that can help document, inspect, or verify work in place on the job. There are three categories of Checklists in Vela- QAQC, Safety, and Commissioning. Additionally, Checklists have a variety of attributes that allow you to filter, sort, and report on items within. Checklists can be created for QAQC, Safety, and Commissioning. Each category of checklist works in the same fashion in terms of viewing, adding, and editing data. Select Checklists on the left tab of the Home screen. Based on filter settings, this view shows the QAQC, Safety, and Commissioning Checklists that have already been filled out. To add or remove columns from the grid, click the gear icon (next to Print Blank Checklist). All checked attributes will show as columns in the grid. You can also use the heading at the columns to filter down to certain checklists. If you want to see more Checklists in your Checklist List, you can adjust your view setting at the bottom of the screen. 3b Checklist Creation To fill out a checklist, click + Checklist, select the appropriate checklist template, and click Add Checklist. Enter the Header information, such as the location you are inspecting, the company that will be responsible for any deficiencies/non conformances that are found, etc. When filling the checklist out, click on the positive response when conforming and the negative response when non-conforming. If non-conforming, an issue is automatically created if that particular checklist is set to auto-create issues. To edit a created issue, click on Issue on the right side of the checklist item, make necessary changes, and click Save. You may add an attachment to the issue by clicking on Attachments. 3c Checklist Review and Completion To review or complete an existing checklist, click on Checklists on the left side of the home page. To search for a checklist, navigate to the Search Checklists window on the left. From this window, you can search for a particular checklist or filter the current list of existing checklists. To review/edit a checklist, check off the box to the left of the checklist and click Edit. If you do not have permission to edit a checklist, you will only see the View Checklist option. When the checklist is complete, optionally change the status to Closed in the header and complete any sign-off signatures. Next, click on Save to save the checklist and stay on the current checklist or Save + Close to save the checklist and return to the checklist grid. If there are outstanding Issues to follow up on for a Closed checklist, these can be managed from your Issues List. 10

11 Activity Procedure 4 Equipment Tracking and Commissioning Equipment in Vela are any building components that you wish to document, track, or report on in your project. Equipment have many attributes that help define the specific pieces of equipment. These pieces of equipment can also have a variety of associations Issues, Checklists, Attachments, etc. that help you provide more detail. Update the Status of Equipment to help drive workflow within a project. Select Equipment on the left side of the homepage to view or edit equipment. You may also fill out a checklist or add an issue for pieces of equipment. Search for a piece of equipment or filter the current view from the Search Equipment window on the left. Enter any attributes that you want to search/filter by and click Search Equipment To edit equipment, click the checkbox next to the equipment and click Edit. The equipment details are displayed in the window on the left. Edit any attributes that you wish to change. Note, there is no save and all changes are automatically saved to the server. To fill out a checklist for a piece of equipment, click on the Checklists tab on the top left. If there are no checklists attached to the equipment, click on the Attach Checklists, check off the templates you wish to attach and click Save and Close. In the drop down box next to Edit, select the template you wish to fill out and click + Checklist. To fill out a checklist, see Activity number 3 of this guide. To add issues to the equipment, navigate to the Issues tab and select the + Issue icon. To fill out an issue, see Activity number 2a of this guide. To edit an existing issue, select the issue by checking the box to the left of the issue and click Edit. To add an attachment to the equipment, navigate to the Attachments tab. To attach or markup an attachment, see Activity number 2d or 2e of this guide. To add a comment, navigate to the Comments tab. Enter your comments in the text box and click the + icon. To view the history for the piece of equipment. Navigate to the History tab. If you want to see more Equipment in your Equipment List, you can adjust your view setting at the bottom of the screen. 11

12 5a View Tasks Tasks in Vela are a way to schedule or plan future work or events. Tasks can be assigned to individual team members and can be re-assigned from person-to-person to help drive workflow. Tasks can also have associated Checklists that can be filled out, Issues that can be followed up on, and Attachments related to the task that may be referenced. To access the Tasks functionality, select Tasks on the left side of the Home page. Tasks can be viewed in List, Calendar, Week, or Grid view. This view configuration can be set from the top right of the screen. Search for a specific task or filter the current view from the Search Tasks window on the left. Enter any attributes that you want to search/filter by and click Search Tasks. To add or remove columns to the grid, click the gear icon (next to Export). All checked attributes will show as columns in the grid. To hide the search bar, click Close. 5b Create Task Manually To create a Task, click the + Task button displayed over the task list or within the calendar views double click (Day, Week, or Month) to open a new task. Once a Task is opened, set the attributes within the Task window on the Details tab. Enter the appropriate text or choose from the available options provided in the fields on the Details tab. (The Task ID number will be set by default, but it can be changed prior to saving.) Fill out attributes of the new Task: o Description describes the work to be done o Assigned To who is the current owner of the task o Responsible Sub who is ultimately responsible for the scope of work (vs. the current task owner). o Locations where people should go to complete the task. o Status workflow status for the task. o Custom Fields fields specific to your project Assign the task to a user by clicking on the user s name under the Assigned To on the right side of the Task window. Click on the Save Changes button in the upper right hand side of the screen. This will enable you to see the remaining tabs associated with Tasks. Checklist Tab To fill out a checklist for a Task, click on the Checklists tab. If there are no checklists attached to the Task click on Attach Checklist to select the templates you wish to attach and click Save. In the drop down box next to Fill out Checklist, select the template you wish to fill out and click Fill out Checklist. To fill out a checklist associated with a Task, please reference activity number 3a of this guide. 12

13 Activity 5b Create Task Manually (Continued) Procedure Attachments Tab To add an attachment to the Task, navigate to the Attachments tab. To add an attachment or markup an attachment please reference activity number 2d, or 2e of this guide. Comments Tab To add a comment, navigate to the Comments tab. Enter your comments in the text box and click the + icon. History Tab To view the history or audit trail for any changes for the Task, navigate to the History tab. 5c Create Tasks from Templates If a Task Template will be used to schedule the task, select Templates on the upper right side of the Task List. Any of the Task Templates that have been setup for the project will be listed in this view. Choose from the list of available task templates and once selected click on the + Add Task from Template button displayed in the Task tool bar above the Task Templates list. Review the template attributes and make any necessary adjustments. 5d Create Task Templates To Create a Task Template click on the + Template button to the right of the Search Filter window from your Task List view. Within the Details tab of the New Template window, fill out the appropriate attributes. For the Descriptions and Location Detail fields, enter the relevant text. Other fields such as Task Categories, Responsible Sub, and Locations will present the user will a list of available options from which to choose. Once the Task Template Details have been configured, select the assignee by highlighting their name from the list on the right. Click on Save Changes in the upper right of the screen. Once you have saved the Task Template details you will now be able to associate standard checklist templates and attachments. Click on the Checklists and Attachments tabs to add this information to the Task Template. These checklists templates and attachments will now be added to each individual task created from the template. Click Save to save changes. 13