COINS OA Enhancement: Project Management Meetings

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Augustine Watts
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Document Ref: OA_CE-PM013 (PDR 23105) Date: Jun-05-2014 Document Version: 1.0 Modules Affected: Project Management Earliest available version of COINS: COINS OA 11.

1 Document Ref: OA_CE-PM013 (PDR 23105) Date: Jun Document Version: 1.0 Modules Affected: Project Management Earliest available version of COINS: COINS OA Documentation Updated: This document may contain information that is not incorporated into the documentation, such as procedures and sample reports, so you may want to keep a copy for future use. An archive of CE documents is available on the COINS web site Client Area. Construction Industry Solutions 6 Airport Park Blvd. Latham, NY Construction Industry Solutions

2 Contents 1 Overview Configuration Parameters Screen and Processing Changes All Projects Meetings Meetings Browse Screen Meeting Details Screen Meetings Browse Action Options Selected Project Meetings... 9 Construction Industry Solutions, Jun Page 2 of 9

3 1 Overview Numerous enhancements have been made in the Project Management (PM/PT) Communication Management Workbench for the Meetings function. NOTE: General changes that are applicable to all functions in the Communication Workbench are found in the OA_CE-PM007_PMGenCommMgtChgs.pdf document. 2 Configuration 2.1 Parameters The following parameter is available in the Project Management module to allow for Meetings function changes. Parameter MEETUDFRM Page section for user defined fields Description 3 Screen and Processing Changes 3.1 All Projects Meetings Meetings Browse Screen Changes have been made to the Meetings browse screen in Project Management > All Projects > Communication Management > Meetings. Column Set functionality has been added at the top of the screen (see Figure 1), which includes all fields from meeting details, including current revisions and any user defined fields from the MEETUDFRM page. Co-ordinator and Co-ordinator Organization fields are now available on the screen (see Figure 1). A Company column has been added to the screen (see Figure 1). A Status field has been added to the screen (see Figure 1). In addition to giving you the status of a meeting, this also controls whether meetings can be updated: if the Status on this screen is not checked as Open in Meeting Item Status maintenance, meeting items cannot be added/updated/deleted. Construction Industry Solutions, Jun Page 3 of 9

4 A Documents indicator column has been added to the screen (see Figure 1). The following action options have been added to the bottom of the screen: Create Next Meetings by Date and Copy Open Items From Previous Meeting. These actions are discussed in more detail in Section 3.2. Bulk Update, Concurrent Update, and Multi Update buttons have been added at the bottom of the screen (see Figure 1). Figure 1: All Project Meetings Browse Screen Meeting Details Screen Changes have been made to the Meeting Details screen (Figure 2) in Project Management > All Projects > Communication Management > Meetings > Subject (Meeting Details) link. Construction Industry Solutions, Jun Page 4 of 9

Figure 2: Meeting Details Screen 3.1.2.1 Meeting Items Tab The label of the Meeting Details Action Items tab has been changed to Meeting Details Meeting Items.

5 Figure 2: Meeting Details Screen Meeting Items Tab The label of the Meeting Details Action Items tab has been changed to Meeting Details Meeting Items. Other changes that have been made to this screen (see Figure 3) are as follows: Column Set functionality has been added at the top of the screen, which includes all fields (created and revised) from meeting details. A Documents indicator column has been added to the screen. Add and Update buttons have been added to the screen. Bulk Update, Concurrent Update, and Multi Update buttons have been added at the bottom of the screen. A Meetings field has been added to the screen to show how many meetings in which this item is included. The Meetings field label is blank when no items on this screen are included in any meetings. The link in this field takes you to the History tab of the Meeting Item, unless the link is zero or the item is Single. See Section for more information about this link. Construction Industry Solutions, Jun Page 5 of 9

Figure 3: Meeting Details Meeting Items Screen 3.1.2.

3), you are taken to a Meeting Item Details screen.

6 Figure 3: Meeting Details Meeting Items Screen Meeting Item Details Screen When you click the Item link on the Meeting Items screen (Figure 3), you are taken to a Meeting Item Details screen. This screen contains a link (Figure 4) that takes you back to the Meeting Items screen. Figure 4: Meeting Item Details Screen Construction Industry Solutions, Jun Page 6 of 9

Figure 5: Meeting Items Add/Update 4 Meeting Item History Tab When there is a link in the Meetings field of the Meeting Details Meeting Items screen (see Figure 3), it leads to the History screen

7 Add/Update Meeting Item With the exception of Concurrent Update, a Notes field appears when you add or update a Meeting Item (Figure 5). Figure 5: Meeting Items Add/Update Meeting Item History Tab When there is a link in the Meetings field of the Meeting Details Meeting Items screen (see Figure 3), it leads to the History screen of the Meeting Item, as shown in Figure 6. Figure 6: Meeting Items Details - History Screen 3.2 Meetings Browse Action Options The following action options have been added to the Meetings browse screen (see Figure 7) and are available for a single selected meeting (Figure 8) (you cannot select multiple meetings): Create Next Meetings by Date Copy Open Items From Previous Meeting Construction Industry Solutions, Jun Page 7 of 9

Figure 7: New Action Options Figure 8: Selected Meeting on Browse Screen Action Definitions Create

you are taken to another screen (Figure 9).

selected meeting s Frequency (Daily, Weekly, Monthly).

8 Figure 7: New Action Options Figure 8: Selected Meeting on Browse Screen Action Definitions Create Next Meetings by Date When you select a meeting and click the Create Next Meetings by Date action, you are taken to another screen (Figure 9). This screen allows you to specify the end date up to which to create the next meeting, based on the selected meeting s Frequency (Daily, Weekly, Monthly). Figure 9: Create Next Meetings by Date Screen For Daily frequency meetings, create a new meeting for each day up to the specified by date date. Construction Industry Solutions, Jun Page 8 of 9

For Weekly frequency meetings, create a new meeting for each week, based on the current meeting start date for the same day of each following week, up to the specified by date date.

9 For Weekly frequency meetings, create a new meeting for each week, based on the current meeting start date for the same day of each following week, up to the specified by date date. For Monthly frequency meetings, create a new meeting for each month, based on the current meeting start date for the same date of each following month, up to the specified by date date. Copy Open Items From Previous Meeting When you select a meeting and click the Copy Open Items From Previous Meeting action, you are taken to another screen (Figure 10). This screen displays open items that are copied from a previous meeting in order to create future meetings. In the sample screen below, the number in the Meetings column was increased by 1 after using this action, showing that there are now 2 meetings in which this item is included. Figure 10: Copy Open Items From Previous Meeting Screen NOTES: Always copy all recurring items to all future meetings. Run this action for individual meetings to copy any open Meeting Items ( open means not closed, which means any Meeting Item without a Closed Date). 3.3 Selected Project Meetings The changes described in Section 3.1 for All Projects also apply to Selected Projects. Construction Industry Solutions, Jun Page 9 of 9

COINS OA Enhancement: PT Project Specific Parameters

COINS OA Enhancement: PT Project Specific Parameters Document Ref: OA_CE-PM004 (PDR 23065) Date: Oct-17-2013 Document Version: 0.1 Modules Affected: Project Management Earliest available version of COINS: COINS OA v10.28 Documentation Updated: This document