OFFICE HOURS: Helping Users Work From Home Overview

 https://youtu.be/BHjJFbeN0j4

 so welcome my name is Dave Sharon so

first of all what's the objectives why

are we actually doing these sessions so

we number one we realize that in these

times a lot of you are having to work at

home and we're hoping to facilitate how

you can use project wise to work at home

at the same time one of the goals is to

help you understand the different

personas that you may be playing with in

ProjectWise so whether you're a power

user whether you're a designer whether

you're a project manager an

administrator or a manager and helping

you determine which of the tools are

appropriate to you and once you

determine that will help you with how to

configure that both for users and

administrators

so maybe what do you require from a

licensing point of view or how do you

set up your project wise Explorer so you

can work at home and access the data

back in the office we'll go into detail

on all of those things and at the same

time we hope to provide an overview of

some of the many tools available to

remote users so specifics can include

things like the PDF markup and review

tool that we'll be covering in a week or

so and then as I mentioned things like

to liberals transmittals and sell metals

through our deliverable management set

of tools so with that feel free to ask

questions in the in the chat window as I

mentioned my colleagues and specifically

marks gonna kind of take the lead mark

out who's based here in Canada with me

will answer questions as they come in

but we can also leave questions to the

end as well so my goal today really is

to provide you a high-level overview of

project wise I'm not going to get into

the details of when you would use what

tool today or the different types of

users that would use these tools I

really just want to focus on what are

the capabilities of project wise so with

that in mind in general I'm sure a lot

of you are familiar with project wise

but there may be some on the call who

have never seen project wise haven't

used project lies and now that they're

having to work at home they're wanting

to know more about it and maybe even how

their other colleagues are using project

lights but at a high level project wise

helped project teams to manage share and

distribute engineering project content

and review all that in a single platform

or what we call a single source of truth

so it does include desktop tools for

designers to both manage and collaborate

inside those design tools and I've

listed some of them here it could be

MicroStation could be AutoCAD rebel

Revit civil 3d but in aside from just

the desktop tools we also have a number

of web services that are available for

managers for reviewers consultants and

document controllers so with that I'm

going to go through some of the client

interfaces to start and then I'll talk

about some of the various web services

that are available to those different

types of users and I'll start with the

project wise Explorer so the project

wise Explorer is actually a desktop

client allows us to integrate with

project wise design integration so

you're looking at a snapshot of the

project wise Explorer on the right it

very much has a look and feel of Windows

Explorer where you have what we call

project wise work areas over on the left

hand side of the pane and then inside of

those work areas we might see other

folders subfolders and documents such as

what you see in in the right pane it

allows users once the desktop client is

installed on their either

laptop or desktop to navigate and edit

projects and all the related documents

just with an internet connection and

we'll speak to some of the details if

you're needing to connect to the office

there is configuration capabilities

right inside the tool that allow you to

to talk to your your server back in the

office and we'll we'll deal with those

in tomorrow and later sessions but in

general as you can see very much a look

and feel of Windows Explorer 204 so very

easy for folks to understand and

navigate if we look at the right pane

typically the icon just to the left of

the document name itself indicates

applications associated with with it so

in this case this stadium dgn is

associated with MicroStation and if i

were to double-click on it i would open

up that application now when I say that

it integrates directly with the design

applications what I mean is if I were to

do something like a file open once I

open up that MicroStation file or that

autocad civil3d file it would then look

back into project wise rather than

looking at my Windows desktop and the

same would be true if I want to do

things like attach an xref or a

reference file it knows to look in

ProjectWise and that's really what I

mean when I say there's integration with

those design applications at the same

time I can also see things like a little

pencil beside the document just tells me

that that document I have the ability to

edit or to write to it whereas if I see

a book sample such as a little bit

higher up here that means that that

document is read only a check mark

indicates that someone else is working

on that document that is they've checked

it out and I can actually see the user

so in this case this is checked out by a

user called David Sheeran which happens

to be me in this case if I see a lock

symbol it typically indicates that that

document is locked and that could be for

numerous reasons it could because a

three-tone Lee to me or not to me but in

this case I can see that it's checked

out to a user called doc approver and so

I know I don't have the ability to edit

that at this time but I could still open

it and view that one of the important

aspects of the project wise Explorer is

its ability to search for different

information so we can search a lot of

different ways within project wise we

can search based on metadata so that's

information that is specific to your

organization

maybe it's things like a discipline

maybe it's a department maybe it's a

document number it can be fields that

you can define at the project level and

allow you to search for that information

we also have the ability to index the

text inside documents so if we want to

find any talk text inside a Microsoft

Office type document a spreadsheet Word

document and so on or even inside CAD

drawings we can search for those so if I

were inside a MicroStation file and I

wanted

every instance of 300 millimeter pipe I

could search inside the document as well

right from here within the project lies

Explorer at the same time we also have

the ability to search spatially so for

instance if I were to click on the

spatial tab inside the project wise

Explorer and I had enabled that then I

would have the ability then to view a

background map that's representative of

the folder and or documents that I have

selected at that time so in my case on

this particular folder I've selected on

the Toronto folder on the left and it's

exposed to background map that I'm using

for this particular project that

background map could be a state it could

be a county could be a city is in this

case it could even be a campus or even a

plant it's really up to you and what you

want to define for that background map

but the general idea is it gives me a

more intuitive way to search for

information the benefit being I don't

necessarily know anything about the

documents like maybe I don't know the

metadata or I don't know the document

name but I know that the project I'm

looking for is in a particular part of

my project area whether that be the city

or the county or the campus and it would

allow me then to go in and say okay I

want to look for all the documents

within this particular spatial area but

at the same time I can also say I'm

looking for specific metadata as well

and maybe I'm looking for specific text

inside the document and matching that as

well with that spatial area at any time

any of these searches can be saved

assuming I have the privileges to do

that so I could save a search that's

maybe available just for me possibly I'm

the only one who's interested in looking

for documents in this particular area

that match that criteria but I can also

make searches available for everyone

within the organization or on the

project and what that means is it

provides them with a very

straightforward one-click approach to

get to the appropriate documents but at

any time these can all be done at hoc

mean and just go through the different

tabs and I can search on the fly and

bring back the results that I'm looking

for in general the project wise Explorer

is ideal for designers and power users

because it contains the

really the full functionality of project

wise and also the integration I talked

about that's so critical for designers

when they're working in those different

design tools the next thing I'm going to

talk about is from a client point of

view is project wise webview so project

wise web view provides read-only access

through your browser to your project

wise data it's provided at the data

source level and for those who aren't

familiar with what a data source is you

can think of it like a project wise

server so if you work for a large

organization for instance you may have

different project eyes data sources

around the country or around the globe

and you may only need access to certain

ones so the idea is I would go in I

would select the data source that I I

want to access so in this case I

selected decide USO - and when I do that

I see all of the project wise work areas

within that data source or within that

project ID server once I go into that

particular work area I will then see all

of the folders and/or documents within

that specific work area and then if I go

drill a little bit further into a

specific holder I would then see any sub

folders and documents available to me in

the case of project wise web view

it's a read-only tool so meaning I can

download any of these documents and I

can view them locally on my desktop but

I don't have the ability to make edits

or changes through web view the next

tool I like to talk about is one of what

we call the project wise 365 services

but again I look at it as another client

access capability provided to project

wise in this case through project wise

web connections were providing project

level web access so with webview it's

read-only and it's at the data source

level here we're at the actual project

level so I would get to project wise a

web check in connections by going to the

prejudice connect Center so connect

Bentley comm and I would log in with my

my IMS

and when I do that I would select a

particular project that I want to access

once I select on that project then I

would see the view that you're seeing

here so I get my project details I see

the team members in the project and then

I see all of the 365 services down below

if I select on the project wise web

connections tool that he I've marked in

the screenshot I would then go into the

web connections for that specific

project area and within here then I

would see as you can tell from the

screenshot the different capabilities

that are available to me so through

project wise web connections I have the

ability of creating versions for

instance I can change states in a

workflow I can open up any document for

edit with the project lights Explorer

and at the same time I can also do

things like great PDF markups so I'll

speak to that through the mark-up tools

in another session but if for instance I

were to select on that ceiling plan and

click on it the default behavior would

need to open up the PDF markup tool and

give me the ability to add red lines and

markups and that's that also provides

multi-user access so two people can both

be marking that up at the same time we

see near real-time updates of those

markups so with that I'm gonna now talk

kind of a little bit in more depth

beyond what I call those first three

levels of client access so we talked

about the project wisexplore which is

really an installed client that gives

you all the features of project wise we

talked about webview providing read-only

access to project wise and then we

talked about project wise web

connections giving me the ability

through a browser to still make changes

at its updates download things and so on

but we do have a host of other 365

services that really address a broader

scope of users kind of beyond those that

are maybe just wanting to view the

documents themselves and again you will

see these at the project level so once

you log in to connect up Emily calm and

you access your project you'll see all

these services down below such as

I highlighted here so the first one I'm

going to talk about is the share service

so when one clicks into the share

service you'll see a couple of things so

number one I guess they're gonna see

that in the upper right here I've

selected on a project and I've got into

the project I share for that particular

project and the idea behind project

share is to give me a mechanism to

quickly and securely exchange files and

just facilitate collaboration with

external parties what's key here is

there's no direct tie to project lives

here there's no requirement for projects

but it provides a mechanism to share

information so the idea is I can within

each project I can choose to share

information with others and I would see

those locally in my own desktop as an

extra node so you'll see in my case I've

got a cut out of Windows Explorer down

in the bottom screenshot in this case

I've got three different projects they

are all underlined I've underlined the

project's names here and under each of

those projects I would see the folders

that have been shared within those

projects and what's nice about this is

it's a bi-directional sync so I go and I

add a document to my architectural

folder so here right now I've got four

PDFs that I've shared if I add a new PDF

to that that will then be synchronized

up in the cloud so that anyone I shared

the architectural folder with will then

see that new file and vice versa if I go

into the cloud and I add a document here

in the architectural folder that will

then synchronize down with my desktop so

just in general the project I share

provides a great tool really without the

need of project wise but gives you the

ability to share information and

documents with external parties so the

next topic I like to talk about is

deliverables management and this is the

third project right service you'll see

when you first log

into a project and at a high-level

deliverables management provides really

the ability for us to manage requests

for information transmittals and

subtitles and here in the Americas in

for Europe my colleague Teresa is going

to going into this in in some detail in

a later session but I'll I'll just

provide kind of a high-level overview

for you within within the tool set of de

liberals management I also have me a

building when I'm creating for instance

if transmittal to create a draft that I

can use later on I can also create

templates that I can reuse when I'm

creating transmittals it gives me the

ability to manage and automatically

generate cover letters so we provide a

an excel template that is pretty easily

modifiable to add things like your

company logo and so on but it provides

that template cover letter that says who

are the recipients it's going to gives

me a date stamp and also provides a list

of the documents that are in that

transmittal one of the important aspects

of our deliverables management toolset

is the audit trail that's provided so

each and every communication that

happens within the Liberals management

is tracked and that becomes really

important if we happen to have

litigation on a project and we want to

go back and see who said what when we

have that audit trail available to us

that will track things like ok I can see

you've acknowledged that transmittal I

can see you responded to that

transmittal similarly with RFI's I have

the whole record of that request for

information what was the question when

was it answered was acceptable and so on

at the same time deliver us manage 'men

is also a an extremely useful tool for

submittals so if I'm receiving

deliverables from an external vendor or

an external consultant I can manage all

that through the de l'ile deliverables

management capabilities of project life

now there's a couple of different ways I

can access the Liberals management so

I'll speak to those now one of those is

through the project wisexplore

so

got a screenshot here on the right again

in the project licence floor and if you

have the Liberals management enabled on

your project you'll see this Philip

rolls management node inside that

project work area as I've pointed out

here but the ideas would give me the

ability to accelerate my request for

information process to get issues

resolved quickly

so RFI's can be generated easily and

routed to the right individuals for

response clarification or rejection with

an automated approval process and as I

mentioned an audit trail manages your

RFI cycle from creation right through to

closeout and then from a transmittal

point of view these can be created

directly from engineering data inside

project wise to ensure that you're

working with the latest information so I

can alert individuals when transmittals

are issued and track accountability is

items are progress and in terms of

submittals we can import submitted

documents directly in a project wise

design integration we can review and

provide your responses and feedback and

we can also delegate that responsibility

to others as well as forward to others

for additional review del Oro's

management can also be accessed directly

from the connect center or some of you

might think of this as the the web

portal but these could be non project

wise users who wish to share documents

with third parties or consultant vendors

supplying requested documents similar to

with in ProjectWise design integration

we can include recipients we can set a

schedule for acknowledgement and

response lines and attach local and

network documents within the connect

center portal documents can also be

reviewed using our PDF mark-up tools

that I'll speak to in detail in a

separate session additional reviewers

can also be included when providing

responses so next I'd like to talk about

project wise project insights which is

really the next generation of project

wise performance dashboards and it

really unlocks the intelligent

information store you can make more

timely and data-driven decisions so

project wise insights allows

administrators project managers and

users to track items such as documents

workflows and project deliverables

allowing them to see real time date

trends in the data at the same time

insights allows the different projects

on track and provide easily readable

reports some examples of the dynamic

reports it provides can be seen in the

screenshot but could include tracking

documents by the discipline its

associated with may be its status within

a workflow the types of documents in use

are the models are the drawings or the

spreadsheets or alternatively who's in

charge of approvals and our other

particular organizations that are

holding up the process so in this

screenshot one can review document

workflow approvals over time while at

the same time hovering over a specific

date to know the exact state of affairs

at that time the reports can be easily

modified using out-of-the-box

point-and-click tools such as can be

seen on the right side of the page or

they could be further enhanced by power

bi tools to meet very specific reporting

needs as shown in the final screenshot

so to recap project wise insights really

allows us to review project progress it

gives us the ability to manage and

review deliverable deadlines and the

acceptance of those deadlines we can

also analyze business trends with power

bi and gather data from multiple systems

in in general you know it just gives us

the ability through its analytical

capabilities to make better decisions on

future projects and there's a link here

that isn't available in the PDF if

you've already downloaded that PDF of

the overview slides I just added it this

morning but if you're interested I'll

post this into the chat window at the

end of the session and it's just a test

project that we've set up on the B

community's allows you to go in and try

out some of these project wise insights

reporting capabilities

so the last topic I'd like to cover in

today's session relates to the

management of issues that arise in a

project so within the project weighs 365

services on this slide you can see I've

highlighted both issues resolution and

forums and the reason for this is that

they're very closely tied together in

that when I create or generate an issue

the mechanism I use to capture that

information is through a form that I can

configure at the project level so

project level forms can also be shared

among projects so if I modify a shared

forum the changes will be seen across

all projects that make use of it so in

this slide what I'm showing is my

dashboard of issues and this is

providing me visibility into all known

issues and so how do I create issues

well there's there's really a number of

tools within the project life suite some

of which I've spoken to some I haven't

that allow you to create those ation so

it could be through the PDF markup I can

go and generate an issue could be

through our mobile devices through

through edge through doing design

reviews these are all different ways

that we can create issues depending on

what it is we're trying to do but in

general when I create an issue it pops

up a forum and within that forum I can

do things like assigning that issue into

a particular individual I can upload

attachments if I'm using my mobile

device I can take a picture and include

that as part of my issue and what this

is generally providing is just the

ability to track those issues and see

things like the subject what type of

issue is is it open or closed who's it

assigned to what's the status and so on

so giving me easy-to-understand report

of all my issues but in terms of how I

create those issues there's different

ways of doing them so in in this

screenshot I'm just showing inside of

our PDF markup tools that I'll cover in

another session I can go in and I can

mark up this PDF but I can also publish

an issue to it so when I create an issue

it pops up a form and I can

choose which type of issue it is so it's

a little bit hidden from my arrow but in

this case I'm working working on on a

civil PDF file and so I picked an issue

that I've categorized as a as a civil

type and all that means is that that's

going to open up the appropriate form

that I've created for that type of issue

so in this particular form I'm capturing

things like a subject matter I'm putting

a due date on it I'm setting a status is

it open is it closed is it ready who

review those sorts of things I can

assign it to different individuals

within the project and I could include

any sort of description that I wanted to

and this will get stored back in that

dashboard that you saw of all those

other issues that that we saw on the

last slide but I could also capture

issues through our design review tools

so here I'm in I've gone in through the

I twins design review and I've created

an issue and when I created that issue

it grabbed a snapshot of the area where

I was working and when I filled out that

form I can see all the details of the

form over here so what's the subject who

is it assigned to what status is it and

then at the same time if I want I could

include a markup as part of that a part

of that issue so in this case we're in a

3d view but I'm actually creating a

markup in a 2d view and that allows me

to for instance go in and draw the cloud

I've spotted something with the chiller

on the building at the right side of the

screen and I'm going in and I marked

mark that up and put a little note there

and that all gets included as part of

that issue so I have the issue the

details from the form I have a snapshot

I would also have any markups and even

any comments that I've added through the

tools here I could also add issues

through the mobile application so in

this case using edge in this case on my

iPad I can add a new issue and I might

be using this I could be out on the on

the job site and I've spotted an

observation maybe it's a defect maybe

it's a safety problem that I've noted

again I can pop up a form I can assign

this

if I go to the attachments tab I have

the ability then to just take a photo

with my iPad so in this case for

instance I've noticed some loose wires

in the lobby of the building I've taken

a picture of that and at the same time I

could also add comment so if I wanted to

add additional level of detail and this

all gets stored as part of that issue

so just to recap in their issues

resolution gives us the ability to

quickly create an issues log that is

reportable allows us to understand the

different issues on the project we've

got numerous tools for creating issues

as you consume here we can assign these

issues to different individuals and

they'll receive notifications that

they've been assigned an issue and there

may be a due date to sign with that when

when you want to see that those results

back and then finally we can catalog and

track issues by completion date or tag

so with that I'm going to turn it over

to see if there's any more questions

that's a very high-level overview of

what we wanted to cover today in in

ProjectWise and the various services

available to you tomorrow I'm in

tomorrow session I'm going to go into

when specific users would use different

tools so I'll cover the personas and

some of the requirements as part of that

feel free to provide any questions or

feedback and we'll look forward to

continuing to see folks in the coming

days thank you all