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Table of Contents
TABLE OF CONTENTS REVISIONS GETTING STARTED BASIC HARDWARE REQUIREMENTS OPTIONAL TOOLS AND HARDWARE LOGGING INTO IBUILD DOWNLOADS HOW TO USE THIS MANUAL INTRODUCTION AND EXPECTATIONS FOR IBUILD PARTICIPANTS W HY THE SWITCH TO IBUILD? W HAT IS EXPECTED OF ME FOR IBUILD? iBuild Business Consultants Regional Managers of Engineering iBuild Champions Doer Sellers Gilbane Project Staff Regional Technologists Architects and Consulting Engineers Client Trade Contractors Program Management and Other Delivery Methods IBUILD CORE COMPONENTS The Dashboard Smart Applications Workflow Grid Views SmartViewer BASIC FUNCTIONS OF IBUILD W ORKING IN THE DASHBOARD Project Menu User Menu The Dock Available Dashboards Toggle Tree Mode Searching DETAILED LOOK AT A RECORD Details Tab Revisions Tab Attachments Tab Comments Tab Links Tab Audit Tab W ORKING WITH NEW RECORDS Creating a Record Entering Information into a Record Submitting and Exiting a Record W ORKING WITH EXISTING RECORDS Accessing a Record Performing a Workflow Step Using CC: Notifications Emailing a Record 1 3 4 4 5 7 7 9 10 10 11 11 12 12 12 14 14 14 15 15 16 16 16 17 19 19 20 22 22 22 22 24 24 25 26 27 27 29 30 31 32 33 34 34 34 36 36 36 37 38 38

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Uploading and Downloading Attachments Creating Comments Viewing and Responding to Comments Linking Records W ORKING IN THE GRID Performing In-Grid Edits Performing Bulk Edits Performing Bulk Workflow Building PDFs Exporting Data from the Grid REPORTS Reporting from the Dock Reporting from the Grid SMARTAPP DETAILS, WORKFLOW AND SECURITY
IBUILD ROLES AND SECURITY OVERVIEW ENGINEERING SMARTAPPS

40 41 42 42 43 44 45 46 46 48 49 49 49 50 50 52 52 55 60 66 67 69 69 72 74 75 76 77 77 79 80 82 84 87 87 88 89 90 91 91 92 94 95 95 95 96 96 97 98 98 102 102 103 104 106

Meeting Manager Request for Information (RFI) Manager Submittal Manager Material Manager Transmittal Manager FIELD SMARTAPPS Master/Contractor Daily Work Report Manager Inspection and Test Manager Rolling Completion List (RCL) Manager Punch List Manager Safety Manager SMARTVIEWER Opening SmartViewer Using SmartViewers Navigation and Markup Tools Layer Management Posting SmartSymbols Drawing Overlays OTHER COMMON SMARTAPPS Issue Manager/Project Team Issue Manager Task Manager Schedule Impact Manager Read File Manager DOCUMENT LIBRARY STRUCTURES UPLOADING FILES INTO IBUILD CONTRACT DOCUMENT MANAGER Bulletin/ASI Issuance CORRESPONDENCE MANAGER GILBANE SECURE DOCUMENT MANAGER IDC SMARTAPPS PUBLIC DETAILED DOCUMENT MANAGER PUBLIC PROJECT DOCUMENT MANAGER TIPS FOR DOCUMENT UPLOADING INTERMEDIATE IMPORTING STANDARD IMPORTING STEPS INTERMEDIATE PROJECT SETUP SUMMARY OF SETUP TASKS GENERAL SETUP TIPS TASK 1: CONDUCT INTERNAL IBUILD KICKOFF MEETING TASK 2: CONDUCT EXTERNAL IBUILD KICKOFF MEETING

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TASK 3: ENTER PROJECT INTO SYSTEM TASK 4: ENTER ALL KNOWN USERS INTO SYSTEM Adding a Single First-Time User Preparing Multiple First-Time User Data for Import Associating Users to the Current Project Addressing Team Members who will not Participate in iBuild TASK 5: SET UP CSI CODES TASK 6: SET UP PROJECT INFORMATION AND DROP DOWNS Project Information Modifying Drop Down Selections TASK 7: SET UP BID PACKAGES TASK 8: BRING IN CONTRACT DOCUMENTS TASK 9: SET UP SUBMITTAL REGISTER Importing the Submittal Register TASK 10: POPULATING PROJECT LOCATIONS Adding Single Project Locations Importing Multiple Project Locations TASK 11: POPULATING PROJECT DOCUMENT INFORMATION Loading Project Document Information INTERMEDIATE OTHER CREATING AND POPULATING DISTRIBUTION GROUPS AND PROJECT LOCATIONS Creating New Distribution Groups and Project Locations Associating Users to Distribution Groups, Project Locations, and Additional Security Groups CONFIGURING GRID VIEWS Sorting Grid Views Filtering Grid Views Grouping Grid Views Changing Columns in the Grid Saving Configured Grid Views CREATING CUSTOM DASHBOARDS DELEGATION Delegating a Workflow Step Global Delegation APPENDIX APPENDIX A: RESOURCES AND TRAINING Project-specific Training Resources APPENDIX B: GLOSSARY OF TERMS APPENDIX C: W ATCH-OUTS APPENDIX D: FREQUENTLY ASKED QUESTIONS, TIPS, AND TRICKS APPENDIX E: LIST OF AVAILABLE RFI, SUBMITTAL REPORTS RFI Reports Submittal Reports APPENDIX F: IBUILD COMPANY/CONTACT INFORMATION APPENDIX G: PROJECT CONTROLS MARKET ANALYSIS APPENDIX H: RFI ROUTING OPTIONS AND W ORKSHEETS

108 109 109 112 113 115 116 116 116 118 121 123 125 125 128 128 128 129 129 130 130 130 131 131 131 132 133 134 134 134 136 137 137 139 139 139 139 140 142 144 147 147 152 157 158 160

Revisions
VERSION 1.0 REVISED DATE 7/13/2012 REVISION NOTES Initial Version, with information from Setup Toolkit v2.2 and Just-in-Time Tutorials. Current to iBuild v10.

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Getting Started
iBuild is a fully web-based project management application that offers all modules that pertain to Gilbanes construction administration activities. Each application has workflow associated with it that has been tailored to Gilbanes processes, yet is also customizable. The application is intended to be used by all stakeholders on the project and allows all users access to the data they need to perform their job functions.

Basic Hardware Requirements

In order to function properly, the use of iBuild requires some basic hardware and internet connectivity. These basic requirements should be incorporated into the Fee Proposal to prevent the project team from incurring additional, unanticipated costs. In general, iBuild is a Window-based application. If any of the projects partners are utilizing non-Windows devices, they may experience some system limitations. Discuss current limitations with your iBuild Business Consultant. The following are required at a minimum: Computer memory (RAM): 4 GB minimum Web Browser: supported in Internet Explorer versions 7, 8 and 9 (in compatibility mode) and Firefox (check compatibility of specific version with your iBuild Business Consultant). iBuilds mobile site will function on Safari on applicable phones and tablets. SmartViewer does not function on Firefox or Safari. Data Line: minimum internet connectivity shall be 2 Mbps or higher, depending on project requirements. For optimal usage, 5 Mbps is required for downloads and 3 Mbps is required for uploads. A single T1 line is not sufficient to run iBuild! Because various services are subject to availability, the project team shall work with their Regional Technologist to establish an appropriate solution. Options include:

Multiple T1 Lines will provide a guaranteed speed of 1.5 Mbps. Slowest but most reliable service. Pros: Bandwidth data rates guaranteed; blocks of static IP addresses included (which allows your project to connect directly to Gilbane network); 24hr service technician. Cons: high maintenance costs, 1.5Mbps slow speed for uploads/downloads. DSL Lines can provide higher speeds such as 22 Mbps for downloads and 5 Mbps for uploads. Best value considering cost and speed. Pros: high speeds; dedicated line, not shared with nearby users; less costly than T1 lines. Cons: no service guarantees (quality of service less reliable than T1 lines) Cable Lines can provide higher speeds similar to DSL lines. Least reliable service. Pros: high speeds; less costly than T1 lines. Cons: no service guarantees; not dedicated line so will be shared with nearby users.

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Copier/Scanner/Printer: with capabilities to print 11x17. Cost is approximately $500/month and can be rented directly from Ikon at a negotiated price. Once given access to iBuild, all project team members shall download and install SmartViewer and Multi-file Uploader, which can be accessed in iBuild. Regional Technologists can provide assistance with installing these features.

Optional Tools and Hardware

The following optional tools and hardware are recommended to enhance the interaction with iBuild and other collaborative applications. Note: amounts in red are estimated costs from GTG on top of standard issued equipment. They are subject to change. At least one tablet PC with the use of iBuild This provides the ability to review documents, RFIs, issues, RCL/Punch List, and many other items while the team is out in the field. It allows for realtime data to be shared. This enables the core enhancement to our business process: electronic signatures through a single computer. The Client, A/Es, Trade Contractors and Gilbane will be able to review an item together, come to some kind of agreement and sign-off approval (or rejection) of the item without having to go back to their own personal computers to do so. This encourages sharing of information more readily and without transferring paper and other correspondence. This will act as one Gilbane employees computer and will take the place of a laptop. It can be used by others, but it is not meant to be shared as a public PC. It will be assigned to a single team member. External users can sign-on to iBuild through the same tablet and take action on their items while in the field. They will not have access to their own email unless it is web-based. Optimized use of tablets requires site wireless connectivity or an air card. Be mindful of battery life limitations. Note: Discuss tablet selection with the iBuild Business Consultant, who can provide insight regarding limitations with particular products. An additional workstation for third-party users Trade Contractors will be able to use this PC to enter daily reports without sending them back to their office first, or giving Gilbane a hand-written force report which the Gilbane team must then type into the system. Trades will be able to submit RFIs, QA/QC inspections, issues, etc. in collaboration with the project team. Architects and Owners can access items in their court and resolve/answer any applicable items while on the jobsite with the project team.

$500

$2,000

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BIM images and schedules can be reviewed and shared on a dedicated workstation. If the project has already established a BIM workstation, it can be used as an iBuild workstation as well. (Note: to perform BIM modeling, a more substantial workstation is required.) This computer will not be assigned to a single Gilbane employee but to the project as a whole. It will be logged in through guest accounts to access the internet and web-based applications like iBuild. The jobsite trailer/office must be monitored and security measures in place to prevent theft. The workstation does require physical space at the jobsite trailer/office. Expect heavy usage by the Trades. To prevent performance impacts, this computer should have the same specifications as standard-issue computers. Contact the Regional Technologist for help choosing the right PC for this kiosk.

Mobile Smartphones for Field Managers (PMs and Superintendents) Allows for ready access to emails and notifications from iBuild on critical items. Consider portable wireless Wi-Fi amplifier (Mi-Fi), which multiple users can $250 + tie their wireless card into for internet access. $40/month plan Can be used for pictures (though resolution is typically lower than standard digital cameras).

$30

Web camera attachment to tablet PC The use of this type of camera will allow project teams to not only take photos but store them immediately into iBuild without having to track the photos on paper then rename them and transfer them into some file structure. On-the-spot photos at the time of entry of RFIs, issues or inspections, right when the information is discovered. Small web camera will not get in the way and is used in tandem with the PC. Note: the web camera cannot be used on its own, so a standard digital camera may still be required.

$1,650

$2,000

30-40 Television/Monitor, Projector and Projection Screen, or Smart Boards for conference/meeting rooms Great communication device for calling up issues, RFIs, meeting minutes, and drawings while in a meeting or in discussion. Greater flexibility to move projector around trailer as needed. Can be used with BIM and schedule discussions as well. Suggested by multiple Clients throughout 2009 in multiple regions If bought with a DVD player, this can be used for video safety orientations Smart Boards are a more collaborative tool but much more expensive.

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Dual Monitors Useful for Project Engineers to review documents and take action in iBuild simultaneously Necessity for paperless projects
$250

E-size Plotter/Scanner Can be purchased or rented Consider using ARC online

$10,000 to buy or $600/month to rent

Other Considerations: Consider a project site mounted web camera through Ox Blue. Bluebeam is an alternative of Adobe Acrobat Writer for PDF building. It was built specifically for the AEC industry with better markup tools (and half the price) of Adobe Professional. Consider looking into extending your wireless network around the site. o Doing so will increase the access to a wireless connection to the internet around the project site but can be costly (up to $20,00025000) o An Aruba system can provide wireless connectivity at the jobsite office at no additional cost, though it typically does not extend out to the site. o Contact your Regional Technologist for more information.

Logging Into iBuild

The iBuild login page is http://ibuild.gilbaneco.com. When you arrive at the home page, enter your username and password, and then click Log In. You may also want to check the Remember Me box, which will store your password. If you forget your password in the future, you can click Forgot Password; you will receive an email with a link that will allow you to reset your password.

Downloads
To optimize your iBuild experience, you will need to download two tools: SmartViewer, which allows you to view and markup drawings in iBuild (similar to a PDF viewing tool), and Multifile Uploader, which allows you to multi-select files to upload into iBuild (essential if you will be performing tasks like importing contract documents).

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When you first log into iBuild, you will land on the ibuild downloads smartviewer dashboard.

If this dashboard does not appear when you log into iBuild, simply click the down arrow next to the dashboard name (for example, find the downloads dashboard. ) and

To download SmartViewer, right click Instructions on Installing NEW v10 SmartViewer ver2.pdf and select Open in New Tab, and follow the instructions. Opening these instructions in a new tab will allow you to later select Brava 7 SmartViewer_Installer.zip. To download Multifile Uploader: Select MultifileuploaderInstaller.zip Click Open Select Extract All Files Select a destination (default is My Documents) and click Extract Double click the file MultifileuploaderInstaller You will be prompted through a wizard to install the file You are now ready to use iBuild!

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How to Use this Manual

This manual is designed for all Gilbane employees who will use iBuild. The Table of Contents of this PDF is hyperlinked (click any line to be directed to that section), and each section is also bookmarked. The manual has been broken down into the following sections: Introduction and Expectations for iBuild Participants: this offers some background information about why Gilbane switched to iBuild, as well as a description of the expectations of usage for each core group of iBuild participants. Next, this section provides a description of iBuilds core components: the dashboard, Smart Applications (SmartApps), workflow, grid views, and SmartViewer. Finally, some information about tools and hardware that will optimize iBuild usage is included in this section. Basic Functions of iBuild: this is where the instructional component of this manual begins. This section includes instructions for using the dashboard, creating new records, working in grid view, and running reports. SmartApp Details, Workflow and Security: customization and automated workflow is a huge part of iBuilds functionality. However, it requires an understanding of how security roles impact a users ability to work in the system. This section provides an overview of security roles, and then offers a deeper dive into each of iBuilds core SmartApps. This section also includes instructions for using SmartViewer. Document Library Structures: iBuild also offers a series of file-based SmartApps that allow it to function as a file repository. This section details each file-based SmartApp and how theyre used. Intermediate Importing: this manual contains a series of intermediate sections for users who want or need a higher level of proficiency in the system. The first such section is importing, an essential skill for anyone importing contacts, contract documents, submittal registers, Rolling Completion Lists, or other lists. Intermediate Project Setup: setting up a project in iBuild is an essential step to ensuring a successful iBuild effort. Several steps in this process are responsibilities of the project team. Those steps are outlined in this section. Intermediate Other: this section includes other tasks like configuring grid views, delegating responsibilities, and customizing dashboards. Watch-outs are indicated by the exclamation logo. Helpful tips are indicated by the light bulb logo.

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Introduction and Expectations for iBuild Participants

Why the Switch to iBuild?
Through Gilbanes Client Satisfaction Program, negative feedback was received regarding Prolog Manager and Prolog Website, the applications used to manage dayto-day project operations. Owners and Architects were telling Gilbane that Prolog was not collaborative, could not be easily tailored to project needs, and was expensive due to proprietary software licensing fees. Gilbane conducted a full market analysis to review all available project management applications. The results can be found here: Project Controls Market Analysis. Each product was lacking in functionality and available features. The business decided it was worthwhile to make the financial and time investment to create a tool that would fully meet the needs of Gilbane and Clients. iBuild is the product of this investment. iBuild is a strategic, lean tool that enables collaboration and integrated project delivery. The following is a partial list of the benefits of iBuild: Total collaboration of the project team. The entire team (both internal and external team members) participates in iBuild. Instant information sharing that is completely transparent. Access to iBuild is available at all times, in real time. Everyone working in iBuild is accessing the same information through the same interface (unlike Prolog Manager and Prolog Web). This gives the data integrity that the Client can trust. The ability to view multiple projects at one time. This feature is useful for Gilbane management as well as Trade Contractors, Architects, Engineers, and Clients who are working with Gilbane on multiple projects. Dynamic reporting far surpassing PDF capabilities. Reports contain hyperlinks allowing you to access records directly. Electronic processing of information, a feature that is both lean and green. Automated workflow, which allows for on-the-spot action and approvals. With workflow, entire project teams always know which individual is responsible for taking action. This workflow can be customized at the project level.

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What Is Expected of Me for iBuild?

Your involvement with the setup and execution of iBuild for your project will vary greatly based on your role. On the whole, iBuild is structured as follows:
BDMs, Ops/ Dist Mgrs, Doer/Sellers Role: sell iBuild to Clients; manage execution by project staff

iBuild Business Consultants Role: setup and support projects, perform admin functions, provide training

CRO

DVRO

FLRO

MARO

MWRO

NENG

NYRO

SERO

SWRO

WRO

Regional Managers of Engineering 1 per region Role: support iBuild Champions and Project Staff in their region

iBuild Champions 1 per project

Role: setup job (with Business Consultants), provide immediate support for project staff

Project Staff, A/E, Client, Trade Contractors

Role: use system to perform necessary functions

This section contains more detailed explanations of role-based expectations.

iBuild Business Consultants

iBuild Business Consultants are responsible for creating projects in iBuild. They run technical training, provide technical support, and perform administrative functions that cannot be done by the project team. The following functions can only be performed by iBuild Business Consultants: creating projects; creating new companies; inserting, repurposing, and/or adding SmartApps; turning off or deleting SmartApps from the project tree; inputting Project Information (such as RFI review time); and importing user accounts via the spreadsheet template. Leah Fiore leads the following group of Business Consultants: Wendell Barnes MWRO, SWRO Dan Duarte FLRO, MARO, SERO Lauren Egan CRO, DVRO, NENG (NNE, MA) Brian Goldberger NENG (RI, CT), NYRO Anna Ritson-Raab WRO

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Regional Managers of Engineering

Each Regional Manager of Engineering (RMoE) supports his/her regions or districts use of iBuild. More specifically, the RMoE roles and responsibilities include: Region's (or district's) Operations leader for iBuild including knowing how to use the system as well as understanding iBuilds strategic and tactical values Collaborates with iBuild Business Consultant and project teams on setting up projects and scheduling and conducting project kickoffs and training Point of contact for project teams on Gilbane policies and procedures regarding the use of iBuild Runs regional iBuild best practice and information sharing sessions as part of their regional/district PE Peer Group meetings Presents his/her region/districts top iBuild issues to the monthly RMoE Peer Group meeting for collaboration and the development of a one-company list of priorities Make presentations and trains presentation teams on how to sell and demonstrate the value of iBuild

iBuild Champions
iBuild Champions (also called Power Users or Super Users) perform in a project-level administrator role in iBuild. This is typically in addition to other project responsibilities. The iBuild Champion is the primary point of contact for the iBuild Business Consultants during setup and is tasked with many duties during the setup process. Functions commonly performed by the iBuild Champion include setting up CSI codes, bid packages, project locations, project information, and the submittal register. The Intermediate Project Setup section is designed to assist the iBuild Champion in performing these functions. The iBuild Champion must also help coordinate training sessions as needed for the project team.

Doer Sellers
The Doer Seller has two primary roles: first, to sell the product to Clients when Gilbane is pursuing the project; second, to determine the needs of the Client and A/E and manage the implementation of the system to meet those needs. Selling iBuild to Clients requires both an enthusiasm for the system and the knowledge to explain its functionality and answer questions posed by the Client and A/E.
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Once Gilbane is awarded the project, the PX is ultimately responsible for leveraging iBuilds capabilities and ensuring the setup of iBuild will meet the Client and A/Es needs and enhance the collaboration and management of the project. Host an external kickoff meeting and: 1. Start by asking the Client what he/she needs out of a collaborative tool in order to succeed? Get an understanding of what the Client would like to see in order to get a pulse of the project. Items like the Owners Monthly Report and project webcams can be shown as widgets on a Clients dashboard. (See Creating Custom Dashboards for instructions.) 2. Consider the behavioral and communication styles of both the Client and A/E. A Client who generally just wants to see big picture items will not want to be notified every time an item moves through a workflow step. 3. Obtain an understanding from all parties regarding the level of commitment and participation required for iBuild to succeed. 4. Ask strategic questions about how the Client and A/E will manage the project. You must obtain enough information to enable the iBuild Business Consultants and the project team to structure iBuild to meet the Clients needs, including:

Which information is critical to move the process forward? Which SmartApps will be used on the project, and how will they be used? (See Smart Applications for a complete list.) Determine participants and structure of workflow for each SmartApp Determine project-specific data to identify upfront Locations; Submittal actions (as determined by A/E); desired folder structure of shared documents and photos

The PX/Doer Seller must then bring that information to an internal kickoff that shall be attended by the iBuild Business Consultant, the Regional Manager of Engineering, and the rest of the project staff, as identified at that time. The PX/Doer Sellers role is to ensure that the Clients needs are incorporated into the setup of iBuild for the project. Tasks 1 and 2 in Project Setup describe these kickoff meetings in more detail.

The PX/Doer Seller shall also ensure that the project team (internal and external) receives adequate training for iBuild.

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Finally, the Doer Seller shall ensure the Client and A/E are satisfied with iBuild. They shall field questions and concerns and route them to the appropriate individuals (iBuild Business Consultant or onsite iBuild Champion) to address.

Gilbane Project Staff

The Gilbane Project Staff, the iBuild Champion, the A/E, and the Trade Contractors comprise the everyday users of iBuild. The Gilbane Project Staff must demonstrate proficiency in the system and use it to manage projects in accordance with Gilbanes policies and procedures. The Gilbane Project Team also assists project partners such as the A/E and Trade Contractors with using iBuild as needed throughout the duration of a project.

Regional Technologists
As the go-to person for field personnels technology needs, the Regional Technologist must have a functional knowledge of iBuild. They coordinate computers for field personnel and can provide insight for items such as selecting the appropriate data lines for temporary construction offices and selecting appropriate ancillary devices like tablets and large monitors/projectors. They can help coordinate the setup of jobsite kiosks for external users.

Architects and Consulting Engineers

Architects and Consulting Engineers will be required at a minimum to process the workflow in iBuild for submittals, RFIs, inspections and tests (particularly mock-ups), RCL items and punch list items. The Architect and Consulting Engineers will be required to upload, download, mark up, and stamp documents electronically during the workflow process. Depending on the projects requirements, there may be other applications that will require the Architects and Consulting Engineers participation. Typically Architects are tasked with monitoring comments from Consulting Engineers for RFIs and submittals. Workflow may be altered if this function is not the contractual responsibility of the Architect. Architects and Consulting Engineers will be required to attend the external kickoff meeting to review the specific project processes and procedures for each of the SmartApps to ensure that iBuild is setup appropriately. The kick off meeting will include an overview training of iBuild and must include the participation of the Gilbane PX, Gilbane project iBuild Champion, Client, Architect, Consulting Engineers, and iBuild Business Consultant.

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Once the project is setup and ready for use, Gilbane will schedule one or more specific in-person training events for the Architects and Consulting Engineers who will be using the system. Clients are typically invited to this training as well. At least one of the training sessions should be held in person. This helps foster the relationship with the Client, Architect and Consulting Engineers, as well as provide one-on-one level of support. It is a good practice to conduct a follow-up training session shortly after the initial training to address any questions or concerns the Client may have. See Projectspecific Training for more details. The designated Gilbane project iBuild Champion will provide the day-to-day support with issues that may be encountered by any users for that project.

Client
Clients may be required to process workflow in iBuild in SmartApps such as Submittal Manager, RFI Manager, Inspection and Test Manager (for mock-ups, for example), Rolling Completion List Manager and Punch List Manager. In most cases, Clients will utilize iBuild to access, review, and in some cases sign-off on items such as RFI responses, submittal approvals, and punch list completion. Clients may also run reports and perform system audits. Like the Architect and Consulting Engineers, the Client shall attend the external kickoff meeting to review the specific project processes and procedures for each of the SmartApps to ensure that iBuild is setup appropriately. The Client is encouraged to attend the initial training session and invited to attend follow-up training sessions. Its a good idea to ask the Client for other participants in their orga nization who may want to attend the kickoff and training sessions.

Trade Contractors
Trade Contractors only own the use of iBuild if it is included in their contract. Language has been included in Gilbanes General Conditions to include the use of iBuild. Contact your regions Chief Purchasing Agent for the latest version of this document. In order to function most effectively, Trade Contractors must perform the following functions in iBuild: Complete their Daily Work Reports on a daily basis Submit all RFIs and Submittals electronically through the system Complete the appropriate workflow steps in the following SmartApps: Rolling Completion List Manager, Punch List Manager, Inspection and Test Manager, Material Manager, and Task Manager

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Trade Contractors are responsible for updating iBuild with all information from their subcontractors and suppliers, like daily work reports and submittals. Additional uses by Trade Contractors, such as using iBuild to respond to Requests for Quotation (RFQs) are determined at the project level.

Program Management and Other Delivery Methods

While this manual assumes Gilbane is acting as CM at Risk, iBuild offers the flexibility for other delivery methods as well. Workflow can be modified to accommodate Design Build and Lump Sum delivery methods. Plus, functionality has been added to iBuild to allow Gilbane to act in a participatory role as a Program Manager. Regardless of the projects delivery method, iBuild Business Consultants and RMoEs can assist project teams in structuring iBuild in a way that works best for all project team members.

iBuild Core Components

The Dashboard, Smart Applications (or SmartApps), Workflow, Grid Views, and SmartViewer are the five core components that give iBuild its functionality. This section provides a brief overview of each core component.

The Dashboard
The Dashboard is the users personalized project homepage. The Dashboard allows users to quickly view and access the information that is most relevant to them. Predefined dashboards have been created based on functional role, but a user can customize his/her dashboard as well. Executive Dashboard:

This global dashboard displays quarterly information for all projects within the region, including: Safety Incidents by Quarter Open Punch List by Due Date Open Submittals by Discipline Financial documents and schedule updates are also shown.

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Superintendent Dashboard:

The highlight of this dashboard is a consolidated Master Daily Work Report for the last 14 days. The dashboard also includes My Activities and Inspection and Test Manager.

Smart Applications
iBuilds Smart Applications, also known as SmartApps, are the modules by which records are entered into the system. Some SmartApps, like RFI Manager and Submittal Manager, are universal in project controls software. Others, like Safety Manager and Read File Manager, are unique to iBuild. What follows is a list of all available SmartApps. Not all SmartApps will be used on all projects. The list of available SmartApps is presented here; instructions for using each SmartApp can be found here. Phase SmartApp
My Activities File It

Icon

Description
Home screen widget that lists all action items for a user. Can be organized by date, function, or priority. Ability to easily upload any type of file to be stored in a specific SmartApp or within project documents. iBuild electronic document viewer with capabilities to markup documents, post RFIs, RCL items, or Punch list items. Includes a compare feature to overlay previous versions of a file. Ability to link to external websites such as Weather, G.Net home page, and lessons learned from a users home screen. Historical record of items discussed, attendees, action items, and decisions. Includes enhancements for action items triggering the creation and assignment of tasks, open items carrying forward to the next meeting and creating agendas. Manages the creation and assignment of task items and ongoing updates to those records. Monitoring capabilities include status, date tracking, email notifications, and automatic overdue notices. Storage area for design documents and for files that are pending change order to be considered contract documents.

Designator
N/A N/A

CORE Apps

SmartViewer External Websites

N/A N/A

N/A

Precon/Design Phase

Meeting Minutes

MTG-001Design-001

Task Manager Design Document

TSK-0001 DD-0001

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Manager Public Project Document Manager Storage of uploaded documents for access and use by Project Team. Can be associated under any organizational structure determined by the project team to be most effective Track risks and items that potentially threaten a project schedule, costs, or completion ability. Gain predictability and visibility into project risks to effectively mitigate them. Effectively manage outstanding project issues and organize by priority, due date, status, etc. Storage of correspondence for access and use by Project Team. Can be associated under any organizational structure determined by the project team to be most effective. Generation and management of submittal register with automated workflow to handle the routing of packages, collect dates, track the architects responses, and manage revisions as needed. Collaborative distribution of financial documents including budget updates and change management documents, with the ability to assign into workflow for review, markup, and approval. Formatted to project-specific details of the project schedule, providing regular updates for review, comments, and markups across the entire project team. This is utilized to ensure all team members are working to the same schedule. Tool to track issues during the IDC process Storage of IDC marked-up files for access and use by the Project Team. Storage of BIM Files for access and use by Project Team. Can be associated under any organizational structure determined by the project team to be most effective Expedite delivery of material and equipment managing fabrication, shipment, and delivery dates. Direct link with Submittal items and workflow notifies trades for a monthly update of items and Gilbanes review. Replacement of paper-based inspections which allows for interactive review of any type of work. Includes automatic notifications to invited parties prior to the meeting. Links with appropriate submittals and RFIs. Each trade completes in their own information on the work performed on site for the day. Includes detailed manpower, links to inspections, tasks, and equipment. Communication and tracking tool of issues that may come up on a job that could impact the schedule. Project scheduler would be automatically notified with potential impact and be able to link with the project schedule activity item. Track all safety incidents that may or may not have resulted in a time loss injury. Workflow can be designed to require various levels of acknowledgement depending on severity of the incident. Facilitates tracking, and rollup reporting from project to region and to corporate.

File NAME

Project Team Issues Manager Correspondence Manager

PTI-0001

File NAME

Submittal Manager Financial Document Manager Schedule Update Manager IDC Issue Manager IDC Document Manager BIM Coordination Manager

SUB-02A02100-01

File NAME

File NAME 0001 File NAME

File NAME

Material Manager

MTRL-02A0001

Construction Phase

Inspections and Test Manager Contractor Daily Work Log

INSP-0001

CDW-0001

Schedule Impact Manager

SCH-0001

Safety Manager

SAF-0001

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Punch List Manager Coordination Document Manager Read File Manager

RFI Manager

Master Daily Work Contract Document Manager

RCL Manager Bid Package Manager Transmittal Manager

Tracking of final punch list for the project while keeping closed RCL items separate. All open RCL items can be promoted to punch list items and tracked under this list. Items can be spatially indexed via mapping to a drawing in SmartViewer. Collaborative tool to share and store coordination drawings on a project, with workflow to assign next party with action on a particular drawing or area. SmartApp that manages the distribution of important documentation and correspondence to Gilbane team members. Includes workflow, notifications, and receipt acknowledgements. Used to create and manage RFIs, customizing the workflow to meet your specific needs, such as handling multiple reviewer answers, and various answer functionality for architects. RFIs can also be mapped on drawings with a Pushpin to easily communicate location to our project team members. Single log of all TC daily work logs combined with tracking of Gilbane personnel and visitors to the site. Includes weather details and other overall project notes. Workflow includes PM/Supt. Approval of Daily Work reports Manage all your drawings, specifications, narratives, and sketches centrally with drawing metadata, versions and revisions, check-in / check-out, and a full audit trail. Each associated file is easily opened within SmartViewer for review. Identify and track the list of items requiring completion with automatic notifications to responsible parties. Items can be spatially indexed via mapping to a drawing in SmartViewer. Identification and tracking of the bid packages associated with the project. Companies, individuals, and CSI codes are all tagged to a specific bid package. Create transmittals for correspondence with external users with links to attachments and automatic routing to identified parties. Workflow will send item, gather receipt acknowledgements.

PL-00001

CDM-00001

READ-0001

RFI-0001

MDW-0001

CD-A100-0

RCL-0001

BP-04A-0

TRN-0001

Workflow
Workflow is an execution of the ball-in-court concept, in which all team members know which individual is responsible for taking action on a given item at a given time. Information and action items move from one team member to the next by executing workflow in the system. By having the ability to share documents, tasks, action items, etc. with the click of the button, efficiency and communication is greatly improved.

Grid Views
With grid view, a user is able to view a grid of all records of one SmartApp at one time. The look and feel of grid view was designed to mimic Microsoft Excel and provide an interface that was familiar to users. In addition, grid view has a preview pane. This preview pane enables the user to view the details of one particular record and take action on that record, without leaving grid view.

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In grid view, you can: Customize your view by adding and removing data fields Rearrange columns Sort data Filter data by keyword Save customized views

A Project Manager can view all incomplete tasks from a particular meeting set, like design phase meetings or O/A/C meetings. A Gilbane Engineer can view all outstanding submittals owed to them by a particular Trade Contractor. The grid view allows the user to edit records right from the grid, similar to Microsoft Excel. To make identical edits to multiple records, the user can utilize the bulk editing feature. Workflow can also be advanced for multiple records at one time by utilizing bulk workflow. Update completion date of many RCL items and send items back to Trade Contractor as completed. Lastly, you can print grid views to quickly create dynamic reports right from the grid. You can also download grid data in file types including Microsoft Excel and Adobe PDF.

SmartViewer
SmartViewer is a feature within iBuild that allows a user to view contract drawings, submittals, and all other documents directly in the system. In addition to viewing documents, a user can also utilize mark-up tools like the bubble, arrow and text features to add comments. SmartViewer is integrated with the IDC, RFI, RCL, Punch List, and Contract Document Manager SmartApps. A user can link one of these SmartItems to its appropriate location on the drawing in SmartViewer. Conversely, a user can generate a SmartItem (like a new RFI) directly in SmartViewer.

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SmartItems (RFIs) tagged to locations on a contract drawing in SmartViewer. SmartItems are color coded to reflect the current workflow step.

SmartViewer also enables a user to compare drawings. Components shown in grey are exact matches; components shown in green or red indicate differences. Compare a newly issued drawing to its superseded version to quickly spot changes. Compare a first floor drawing to a second floor drawing to confirm shaft locations, stairs, and other items align vertically.

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Basic Functions of iBuild

Working in the Dashboard
The dashboard is your home page in iBuild. You can see data from multiple SmartApps and jump to individual records from it. You can also see other information on your dashboard such as reports and external websites.

Project Menu
At the top left of the dashboard is a series of menus, including the Project Menu and the User Menu. The Project Menu offers several actions that can be performed at the project level, once you are in a specific project. To get into a project in iBuild, utilize the Project Portfolio or the Project Picker. Project Portfolio displays projects in a grid view, while Project Picker displays projects more like a visual rolodex. Project-level settings are modified in Project Properties. View all users associated with the project in Project Team. Optionally, some projects utilize the Project Calendar to track meetings and other events. Project File View contains a list of all files loaded into iBuild for a particular project, including those loaded in file-based SmartApps and those attached to workflow-based SmartApps. This view is useful for downloading files for closeout. Many of these functions are performed by iBuild Champions; details about these functions are listed in Intermediate - Project Setup.

User Menu
The user menu, which will display as your username, offers several actions you can take at an individual user level. You can launch My Activities from this menu. My Files contains all files you have access to. If you are in iBuild globally (not in a specific project), you can access all files across all projects you have access to. My SmartApps lists all SmartApps for which you have access. You can make a SmartApp a favorite by clicking Create Shortcut ( ).

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All SmartApps for which you have created a shortcut will appear in My Favorites. The Admin Console is used to perform administrative functions like setting up new user accounts. These tasks are generally performed by iBuild Business Consultants and project-level iBuild Champions. Change your password in Change Password. In Edit Profile, you can edit your email and phone information. Set Notification Preferences is the tool to adjust how often you receive email notifications from iBuild. You can customize settings for each activity (such as workflow changes and file uploads) for each SmartApp. You have the option to receive emails in Real Time, as a daily Digest (once per day), Both real time and digest, or not at all (None). None is not available for workflow; in order for iBuild to work effectively as a collaborative tool, you must be notified that you have workflow action to take.

External users will rely on your assistance to edit notifications. For example, once the RCL kicks off you may want to suggest that a Trade Contractor change his/her RCL Manager workflow notification

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to Digest. Otherwise, he/she will receive separate emails for each RCL record created. Use Logout to log out of the system.

The Dock
The dock appears at the bottom of the dashboard and contains icons for each available SmartApp associated with the dashboard and project.

Available Dashboards
The first time you log into iBuild, you will land on the Downloads dashboard. After completing the necessary downloads, you will want to change your dashboard. Do so by clicking the down arrow next to the name of the dashboard ( ). A list of available dashboards will appear, like the image at right. Simply click the dashboard you want to use once and iBuild will automatically refresh. Here is a list of some of the most popularly used dashboards by Gilbane employees.
Dashboard Name project engineer superintendent What It Includes My Activities, Meeting Manager, RFI Manager, Submittal Manager LT. My Activities, Contractor Daily Work Report Manager, Local Weather (external site), Rolling Completion List Manager, Inspection and Test Manager. My Activities, Master Daily Work Report, Current Weather (local), and three widgets of filtered Contractor Daily Reports: Awaiting Review, Late, and Awaiting Corrections. My Activities, Public Project Document Manager; assigned to all Gilbane users. My Activities only; this dashboard is available with and without the dock icons. Its recommended to use this dashboard with no dock icons when in Toggle Tree Mode.

daily work log

project documents basic dashboard

For reference, here is a list of some of the major external dashboards.

Dashboard Name architect, consultant, owner trade contractor What It Includes My Activities, RFI Manager, Submittal Manager LT My Activities, Contractor Daily Work Report Manager, RFI Manager, Submittal Manager LT

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Toggle Tree Mode

A popular way to navigate through iBuild is to utilize tree mode. In tree mode, you will find a full list of SmartApps associated with a project, allowing you to quickly jump between SmartApps.

To access tree mode, click Toggle Tree Mode at the top left of the iBuild window. Click this button again to go back to Dashboard view.

Importing can only be done via tree mode. Tree mode is only available to Gilbane users.

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Searching
In iBuild, you can search from the dashboard or from any SmartApp.

In the search field, enter a keyword, phrase or part of the name of the record you would like to link to, then click the Search ( A list of records which contain the word/phrase will appear. Click any record number and the record will pop up in a separate window. You can enter additional words in the search field to refine your search. To begin a new search, click Clear. To close the search window, click Close. ) button.

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Detailed Look at a Record

A set of tabs appears on the left side of every iBuild record. Details is the default tab when records are opened. The other tabs allow you to add information to the record such as files, comments, and links to other records. You can add information to these tabs even after the record is closed.

Details Tab

1 2 3

4 5 6 1
Along the top of each record, a series of available actions is listed. This includes Save options, Close, and Actions. Multiple options will be available under the Actions menu and will vary by SmartApp. At the top right of the record exists a second series of available actions, including Refresh ( ), Email ( ), Print ( ), Copy to Clipboard ( ), and Help ( ). Refresh updates the record with the most recent data. Email initiates the Email Out feature (see Emailing a Record). Print generates the default detailed report of the record. You can then print or export the report. Copy to Clipboard allows you to copy the record onto your clipboard in iBuild. The clipboard temporarily stores files so that you can apply them in other areas, such as generating a link to another record. Once you close out of iBuild, the clipboard is emptied. Help launches the just-in-time training tutorials. Most SmartApp records have a group of fields at the top called Item Details. These fields are system-controlled and not

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editable. These typically include the item Name and the current Stage of workflow. In addition, any field in any record that is grayed-out is not editable. In any record, all fields that are grayed out are system-generated fields that cannot be altered. The Number field auto-populates when you submit the record. The value in this field is in iBuilds standard numbering format: the SmartApp abbreviation, plus the next available five-digit number, separated by a dash. For example, RCL-00003. Stage appears in many SmartApps and is initially set to Draft; iBuild automatically updates this value as the record moves through the workflow.

4
5

Fields marked with * red asterisks are required fields. Records cannot be saved until all required fields are completed. This is the workflow drawer. A green triangle indicates you have workflow action to take. Click the triangle to open the workflow drawer; take workflow action by clicking one of the available buttons. To close the drawer, click the triangle again.

Navigate to the next or previous records in the SmartApp using these buttons. These buttons retain any filters applied in grid view; i.e. Next will bring you to the next filtered record.

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Revisions Tab

A new version of a record is created every time information within a record is changed and saved. A revision is a more substantial change and applies more commonly to file-based SmartApps; when a new file is uploaded and supersedes the previous file, it is considered a revision.

All versions and revisions are listed in grid view, in reverse chronological order (newest at top). Double click any version/revision to open the record as it existed in that iteration, or select the record and click Details ( ).

Create Revision ( ) can be used to generate a revision of the record, such as creating a Rev1 of an RFI to send a follow-up question to the A/E. Reversion ( ) is not used.

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Attachments Tab

2 1 4

1 2

All attachments that have been uploaded to the record are listed in grid view. These are filterable and sortable like any grid view. Actions available include: Refresh the grid Upload an attachment Upload a URL (add a website address as an attachment) View the attachment in SmartViewer Edit and view additional details (revisions, audit trail, etc.)

Delete the attachment Download the attachment Manage the file (copy to another SmartApp, manage security, force check-in) Flag the attachment as Public (flagging an attachment includes it by default in PDFs)

3 4

Upon selecting an attachment, you can view details about the attachment in the Preview Pane. The Attachments, Comments, and Links tab all have a red number designation next to them. This indicates the number of attachments, comments, and links associated with the record.

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Comments Tab

2 1

All comments that have been created are listed in a grid view. Double click any comment to view it.

All comments are viewable to all iBuild users who can access the record. Comments cannot be deleted.

Available actions include Refresh ( comment ( ) and Print ( ).

), Add a new comment (

), Delete a

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Links Tab
The Links tab allows you to link a record to a related record. Link an RFI to the contract drawing that shows the issue in question.

2 1

1 2

All records that have been linked are listed in grid view. These are filterable and sortable like any grid view. Actions available include: Refresh the grid Add a link Add to Clipboard (select one or more records from the clipboard to add as links) Delete the link

Add Link to Clipboard (add all records from the clipboard as links) View the linked record in SmartViewer

Upon selecting an attachment, you can view details about the attachment in the Preview Pane.

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Audit Tab
Every action that is taken on a record is stored in the Audit tab. The Audit tab is particularly useful to track the history of the record or determine current ball-incourt (which user has workflow action). It also stores emails sent out of iBuild using the Email Item ( ) feature.

1 2

To view details of the individual action, double click the action or click once and select View Item ( ).

You can filter the list using the Source Filter drop down menu. You will typically filter to view only Workflow actions.

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Working with New Records

Creating a Record
You can create, or add, a new record wherever you see a plus (+) sign. Options include: Click the applicable SmartApp button on the dock and select the Add Item button ( ) from the popup menu. If the SmartApp for which you want to add a record is displayed on your dashboard, like the example below, click the Add Item button ( ).

The Add Item button ( maximized.

) is also available when a single SmartApp is

Entering Information into a Record

Fill out all fields for which you have information. All required fields are marked with a red asterisk (*). Grayed-out fields are system-generated and not editable. Some fields have a drop-down menu that allows you to select a value from a pre-set list. If you dont see a value that you feel should be there, contact your iBuild Champion (project-level administrator) or iBuild Business Consultant.

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There are several ways to enter dates. All date fields have a drop-down calendar allowing you to select a date. You can also manually enter dates in the format MM/DD/YY. Some fields have an Add Contacts button that allows you to select specific iBuild users. These are called picker fields and can be required or optional fields. To add users in a picker field: 1. Click the Add Contacts button ( ) 2. Select Show All to return a list of all users who have access to the project, or click in the search field and start typing the users last name. Search results appear automatically after you enter three characters:

If you see checkboxes in the list, it means you can select more than one user to put into the field. If you do not see checkboxes, it means you can only select one user. 3. To select a user, click the checkbox (or click their name, if checkboxes are absent), and click the Add Selected button. Then click Close to close the picker window. Other fields allow you to type text that remains unformatted.

Lastly, some fields allow you to type text that you can format using the toolbar at the top of the field. This is generally the case for fields that you would type a large amount of text into, such as the Description field. For more details about entering specific information for each SmartApp, see SmartApp Details, Workflow and Security.

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Submitting and Exiting a Record

You have several options available from the Save menu located in the upper left corner of the record. In general, when you save a record it is automatically pushed into workflow. Save is the default option. It saves the current record and keeps it open. Save & New saves and submits the current record and opens a new blank record. Save & Copy saves and submits the current record and creates a new duplicate record. This is useful when many of the fields will be the same from one record to the next. Entering multiple RCL items from a walkthrough. Save and Close saves and submits the current record and closes the SmartApp. Save Draft saves a draft of the record but does not submit it.

If you failed to enter any required fields, you will receive an error message when trying to save the record. After saving, exit the record by clicking the Close button or ( ).

Working with Existing Records

Accessing a Record
Records can be accessed from the dashboard or from the dock: To access a record from a widget in the dashboard (including My Activities), check the box next to the record and click Edit Item ( ) in the toolbar. You can also double-click the record. To access a record from the dock, click the appropriate SmartApp icon, then click the center icon, Browse App. The grid view of the SmartApp will appear. Check the box next to the record and click Edit Item ( ) in the toolbar. You can also doubleclick the record. Although multiple users can access the same record simultaneously, only the user who accesses the record first can edit it (as long as that user has sufficient security rights to do so).

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Performing a Workflow Step

If you are required to perform a workflow step on a record, the record will appear in the My Activities widget on your dashboard. The text in the Activity column briefly describes the workflow step you must perform.

1. Access the record from My Activities. 2. Review the record and any associated attachments and comments, as appropriate. 3. A green arrow on the workflow drawer indicates that there is a workflow step for you to perform. Open the workflow drawer by clicking the green arrow ( ). 4. A series of workflow options will appear.

These options vary based on the SmartApp, your role, and the current stage of the record. Perform the workflow step simply by clicking the most appropriate option. 5. In most cases, there will be no further workflow steps required of you at this stage and you will see a message in the drawer indicating this. If the workflow drawer does not close automatically, close it by clicking the red arrow ( ). 6. On the Details page of the record, the arrow changes to black, indicating there is no workflow step to perform. Whenever you perform a workflow step, you do not need to save the record, even if you edited it; selecting an action in the workflow drawer effectively saves the record. 7. Close the record so that the user responsible for the next step in the workflow can perform it. 8. The My Activities widget auto-refreshes and the record disappears. You can also refresh the My Activities widget using the Refresh button ( toolbar.
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Using CC: Notifications

All SmartApp records contain two fields that allow you to copy other users on iBuild notifications: One-time Notification CC List and Notification CC List.

If you want a user to be notified at each step of workflow, add them to the Notification CC List field. If you want a user to be notified at one particular workflow step, add them to the One-time Notification CC List before taking workflow action.

Unlike other notifications, CC: Notifications cannot be digested and are always received real time.

Emailing a Record
In addition to utilizing CC: Notifications, you can email a record or multiple records to anyone at any point in time. You can email a record wherever you see this icon ( ), including from the SmartApp widget on the dashboard, from the SmartApps grid view, or from within the record. Select the record(s) and click Email Item ( ). The Email Item wizard will appear and you will be prompted to make several selections.

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How do you want to send the item? If you are sending multiple records, you will choose between sending a single consolidated email with all selected records and sending separate emails for each selected record. How do you want the email delivered? You can elect to email the record as a PDF attachment, email the record as a link to a PDF, or email the record as a link to the SmartItem in iBuild. o If you are emailing to an individual who does not have an iBuild account, do not email the record as a link to the SmartItem; they will not be able to access it. o If the record you are sending contains attachments with large file sizes, avoid emailing the record as a PDF attachment and opt for one of the other options.

Click the Next button.

Select Recipients with iBuild user accounts in the picker under IQ9 Accounts or Contacts (see Entering Information into a Record for more detailed instructions for using the Picker). To send to individuals not using iBuild, enter their email addresses under Other Recipients. Your email address auto-populates in the From Email Address field. Enter a subject in the Subject line and a description in the Body. If you want to include the record details in the body of the email, click the Append Item Details to Body checkbox. Click the Next button.

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If you chose to send the record as a PDF, iBuild will prompt you to select some options for the PDF, such as whether to include attachments and comments. The default selection is for publicly approved attachments and markups to be included. For detailed help with these selections, see the Building PDFs wizard. After selecting your options, click the Send Email button. An email will be sent and generated based on your selections, like the one shown here.

Emails sent out of iBuild are stored in the Audit tab of the record.

Uploading and Downloading Attachments

Before uploading documents to iBuild, make sure you have downloaded the MultiFile Uploader. See Downloads for instructions. Uploads and downloads are done in the Attachments tab of a record. To upload a file, click the upload button ( ) on the toolbar. The File It interface appears:

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Because you are in a SmartApp record, the Content Type pane on the left side of the window will be filtered and you will only see types relevant to the SmartApp. If more than one content type appears, select a type before uploading a file. Click Select File ( ) and search your computer for the file(s) you want to upload. Click Open in the popup window or drag and drop the files into the upload window in the right side of the File It window. Click Next then click Upload. iBuild will give you the option to upload more files. Select Yes or No. Once you have finished uploading, your files will appear in the grid view of the Attachments tab. To download file(s), select the file(s) and click the download button ( ) on the toolbar. You can select all files by clicking Select All, the checkbox at the top of the grid:

iBuild will prompt you to Open or Save the file(s) you have selected. If you chose to download a single file, iBuild will open that file in its native application. If you chose to download multiple files, iBuild will open a .zip folder containing the files. Extract those files in order to open them in their native applications.

Creating Comments
iBuild will prompt you to enter a comment when you perform certain workflow steps, particularly if rejecting a record and sending it backwards in workflow. A Superintendent sends a completed RCL item back to the Trade Contractor for rework. In these instances, the Add Comment interface will appear. Enter a title in the Subject line and a comment in the Body, then click Submit.

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You can also add a comment to a record at any point in time. In the Comments tab, click Add ( ). The Attach Comment interface will appear. The comment can be public to all users or private to a specific user. You can attach files to the comment. Be sure to enter both a subject line and a message. Click Submit to save the comment.

Viewing and Responding to Comments

View any comment in the Comments tab of a record by double clicking on it. The Comment Detail window will appear.

To reply to a comment, click the Reply button ( ). The Subject is automatically generated. Enter your comment in the Message/Comment box and attach a file if needed. Then click Post ( ).

Linking Records
Related records can be linked to each other in iBuild. 1. From the Links tab in the record, click the Add ( ) button.

2. In the search field, enter a keyword or part of the name of the record you would like to link to, then click the Search ( ) button. 3. Click the Add ( ) button to the right of the record you would like to link to, then click the Close button.
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1 2

A list of all records in a SmartApp appears in tabular format. Available actions in grid view vary by SmartApp but typically include: Refresh the grid Not applicable Add a new record Highlight editable cells in grid (in order to make edits) Edit the selected record(s) Delete the selected Highlight item in SmartViewer record(s) (opens and highlights a mapped SmartSymbol in SmartViewer) Print the selected record(s) Email the selected record(s) Generate Revision of Create a Schedule Impact record selected record(s) based on the selected record(s) Copy the selected record(s) Go to the ProCheck Library creates and opens a Engineering Resources duplicate copy Build a PDF with the Go to Lessons Learned database selected record(s) Delegate responsibility for View the record in SmartViewer workflow action for the (only available in file-based selected record(s) SmartApps) There are several ways to manipulate the grid view. Columns can be rearranged simply by dragging and dropping the gray column headers. Select from pre-arranged grid views using the drop down menu ( ). Each standard grid consists of a

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unique set of columns. Some standard grids show a filtered list of items, instead of all items (such as filtering out closed items). Access reports from grid view using ( ). There are many other options, such as sorting, filtering, and adding fields to your grid view. You can then save these customizations as personal grid views. For instructions, see Configuring Grid Views.

50 records load in grid view at one time. To load more records, simply scroll down or click ( ). At the bottom right corner of the grid you can also export records from the grid using the export button ( ). The Preview Pane is located below the grid. Here you can preview the details of individual records and take workflow action on one or multiple records.

What follows are instructions for performing the most commonly used functions in grid view.

Performing In-Grid Edits

You can edit records in grid view rather than having to open the record. 1. Click the Highlight editable cells in the grid ( ) button.

2. The cells you can edit in the grid are highlighted. You cannot edit records that are closed. Click the cell you would like to edit; the cell becomes editable.

3. Make the edit and, to apply the edit, click into another cell or click the Refresh ( ) button.

There is no Undo function with in-grid editing. If you want to undo a change, simply edit the cell back to the previous value.

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Performing Bulk Edits

To make the same change to multiple records, utilize the bulk editing feature. 1. In grid view, check the box next to each record you want to edit. 2. Click the Edit Item ( ) button.

3. The Bulk Edit interface appears. It contains all the fields that are eligible for bulk edit. If you edit any of the fields, it will apply to all the records selected in the grid.

You must check the box next to each field you edit. This tells iBuild that you want the edit to apply to all the selected records. 4. Click the Submit button. The new field value is applied to all the records you selected.

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Performing Bulk Workflow

In grid view, you can also perform workflow steps on multiple records at the same time. All records must be in the same stage of workflow in order to use bulk worklow. 1. In grid view, check the box next to each record you want to edit. 2. Click the Actions tab below the grid. 3. Click the appropriate workflow button. The workflow step is performed on all the records you selected.

Building PDFs
From the grid, you can generate a PDF document of a record (or series of records), including files attached to the record(s). You can build PDFs directly from the widgets on your dashboard. You can also build a PDF right from an individual record by selecting Actions and Build PDF. PDFs with Securities that do not allow Document Assembly cannot be included in a Build PDF. Talk to your project partners to make sure they do not place securities on the PDFs they load into iBuild. 1. In grid view, check the box next to each record you want included in the PDF. 2. Click the Build PDF ( ) button.

3. The Build PDF wizard appears.

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If you are combining multiple records, you can chose to create a single consolidated PDF or create multiple PDFs (one for each item). To include files uploaded on the records Attachment tab, click the Attachments checkbox. To include comments that are posted on the records Comments tab, click the Comments checkbox. Use the Item View drop down to change the way the information will display in the PDF; you will commonly change this from the default layout. Formatting options correspond to the available report formats for the selected SmartApp.

4. Click the Next button. On the next screen, you will select which attachments and markups to include.

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Check the boxes beside the attachments you would like to include in the PDF. Attachments that were Flagged as Public in the record ( ) will already be checked. By default, all Approved Public Markups will be shown on the attachments included in the PDF. To adjust which markups are displayed, check the box next to any of the layers listed under Attachment Markups. Click Generate PDF.

5. You can download the PDF as a zip file by clicking Download .zip. You will then be prompted to open the file.

Additionally, PDFs are stored in the Report Vault. To retrieve it, click the Report icon on the dock, and select the Report Vault tab. Double click your file to view, print or save it. Here are a few tips for building consolidated PDFs for closeout purposes: View files in Project File View, which shows all files uploaded into iBuild from all SmartApps. You can use the Download or the Build PDF feature. Download files by SmartApp, and download in manageable chunks. This will prevent system performance problems in iBuild and prevent PDFs with massive file sizes that are slow to load and use.

Exporting Data from the Grid

In the bottom right corner of any grid view, youll notice a series of icons:

You can export record data directly from the grid using the export ( ) button. You will be prompted to select a file type and orientation (Portrait or Landscape). Then click Export now.

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Reports
You can access reports from the Dock or from the grid view of a record. You cannot access reports through Toggle Tree Mode.

Reporting from the Dock

Access the Report Center by clicking the Report icon on the dock:

Here you will find two features: Run Reports allows you to run any available report for any SmartApp. Click the Name or SmartApp Definition heading once to sort the reports. Find the report you wish to run and check the box next to that field. Then click ( ) to run the report. The Report Vault stores all reports that have been generated for a particular project. Built PDFs are also stored here. Simply double-click on a report to view it. The report will open in Adobe Acrobat/Reader.

You can also utilize the report button on each SmartApp icon on the dock: Clicking this button will bring you to the same Report Center, however this time all reports in both the Run Reports and Report Vault areas will be filtered to include only reports for that SmartApp.

Reporting from the Grid

Reports are also available from the grid view of a SmartApp.

When you click the down arrow ( ) next to the Report icon, a list of available reports will appear. Reports labeled as All will include all records; reports labeled as Filtered will include only those records still remaining after you applied any filters to the grid. For filtering, see Configuring Grid Views. See Appendix E for a list of all available RFI and Submittal Reports.
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iBuild Roles and Security Overview
In order to take workflow action in iBuild, each user must be set up with the appropriate roles in the system. This is done by assigning users to Security Groups, a task most typically performed by iBuild Champions. First, this section will describe the function of each Security Group in iBuild. Security Groups include:
Primary Security Groups *Architect Punch List Sign Off Contact *iBuild Architect Applicable User(s) Architect Use, Comments, and Watch-outs When the Architect Sign-off Required? box is checked for a Punch List record, this user is sent workflow action. Anyone who needs to be the Primary Reviewer for submittals should be added to this group Assign secondary Architects this security group if they need to review submittals Typically RMoE; could also be separate login for iBuild Champion (only use when changing admin info)

Primary: Architect Secondary: Other Primary: Consultants Secondary: Architects Gilbane District Manager RMoE/iBuild Champion

*iBuild Engineer *iBuild gDist Manager *iBuild gProject Admin

*iBuild gProject Engineer *iBuild gProject Execs *iBuild gProject Manager *iBuild gRegional Execs *iBuild gSafety

Gilbane PEs Gilbane PXs Gilbane PMs Gilbane Regional Execs Gilbane Safety

This is an onsite Gilbane safety role (either Project Safety Manager or Gilbane Superintendent)

*iBuild gSuperintendent *iBuild Owner *iBuild Trade Contractor *Internal Master Daily Work Submitters *Internal Project Impact Reviewer *Internal Project Team *Internal RCL and Punch List Bid Package Assigner *Internal Regional Safety Manager *Internal Regional Scheduler

Gilbane Superintendent Owners/Clients Trade Contractors Gilbane Superintendent

Gilbane All Gilbane Users must be assigned to this group Gilbane

Gilbane Regional Safety Manager Gilbane Scheduler

This is assigned to all Gilbane Superintendents who will submit the Daily Work Report to the Gilbane PM Gilbane user who will review schedule impacts Any Gilbane user not assigned will not be able to view meeting minutes Gilbane user who assigns a bid package number to RCL and Punch List records generated by external users Reviews incident classifications of Safety records Confirms schedule impact for schedule

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*Owner Punch List Sign Off Contact *RFI Primary Architect *Submittal Primary Architect

Owner

Architect Architect

Additional Security Groups External Coordination Document Participant

Applicable User(s)

iBuild gScheduler iBuild Inspector iBuild Lawyer iBuild Prgm Mgr Consultant Edit Rights iBuild Prgm Mgr Consultant Read Only iBuild Prgm Mgr Edit Rights iBuild Prgm Mgr Read Only IDC Architect IDC Consultant IDC Issue Releasor IDC Project Contact IDC Team Internal Document Reviewer Internal Regional Operations Manager

Gilbane Scheduler Testing Agencies and similar Lawyer

impact records When the Owner Sign-off Required? box is checked for a Punch List record, this user is sent workflow action. Security role required to answer an RFI. Should only be assigned to one user. Security role required to take official item action. This role is applicable to the old version of Submittal Manager. Use, Comments, and Watch-outs Trade Contractor participants in the Coordination Document Manager process. Auto-populates Coordination Participants field when setting up a record. Use only if you have full time scheduler on project Read-only access to review records

Architect Consultant/Engineer Gilbane Gilbane Gilbane Gilbane Gilbane Regional Operations Manager

Internal reviewer of all documents and updates in Design Document Manager

*These groups must be populated in iBuild to prevent records from being stuck in workflow. All users must be associated with a Security Group starting with the word iBuild in order for them to have access to the project. Assign all Gilbane project team members to the Internal Project Team group in order for them to view all project documents (including meeting minutes).

For instructions for assigning security groups, see Associating Users to the Current Project. Additional role designations exist outside of Security Groups and are found in Bid Package Manager.

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Engineering SmartApps
This section will provide a detailed view of each fundamental SmartApp, grouped by functional role (Engineering, Field, and Other). Each section contains: An explanation of the workflow routing, including actions, stages and required security roles Any SmartApp-specific instructions Tips, tricks and watch-outs

Meeting Manager
Meeting Manager assumes the following workflow for a meeting: 1. Create the initial set of meeting minutes before the first meeting of its kind. This becomes the agenda for the meeting. 2. Conduct the meeting. 3. Update the meeting minutes by editing existing Meeting Items and adding new Meeting Items based on what was discussed at the meeting. 4. Push the minutes through workflow to approve and close them. Distribute the minutes. 5. Roll Forward the meeting minutes, which will serve as the agenda for the next meeting. 6. If necessary, make additional edits or additions to meeting items so that it accurately reflects the agenda for the next meeting. 7. Repeat steps 2-6. Many projects want closed meeting items to show up on the next meetings agenda, to give one last opportunity for meeting participants to comment on an item before it disappears from the minutes. To do this, do not close the item in step 3, but close the item in step 6 after you have rolled the meeting forward. For continuity, you should also go back to the previous meetings (closed) minutes and close the item there.

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Step

Workflow Automated By Create initial meeting record before the meeting then click Save and Close. (This is your meeting agenda) Resulting Stage: Complete Meeting Minutes.

Security Role(s) Reqd Any Gilbane user (iBuild gRole in Security Groups) can create a meeting record. In order for Gilbane users to be able to see all meetings that are listed with GBCO in the Security Access of the meeting record, they must have the role of iBuild Internal Project Team in Security Groups. Document Creator (Prepared By) entered in meeting minutes

Watch-outs/BPs If approval will be required, you must add the PM, PX or other appropriate Gilbane individual as an approver and check the Approval Necessary checkbox. Security Access is defined on a meeting-by-meeting basis (info does roll over). This must be set before the first meeting. Set report format to define report when minutes are distributed. Approval Necessary must be checked in order to move to step 3. If unchecked, workflow moves to step 4.

Workflow button: Meeting Minutes Complete Resulting Stage: Awaiting Approval Workflow button 1: Accept Resulting Stage: Closed (moves to step 4)

The person designated in the record as Approver must be a member of one of the groups selected under Security Access in the Workflow button 2: meeting record Send for Revisions (must provide comments, workflow goes back to step 2)

Minutes are automatically distributed to iBuild users at this time if the Distribute Meeting Minutes box is checked. Tasks generated from meeting notes are automatically sent out at this time. The document creator should also distribute minutes to noniBuild users at this time. CC the projects Itinerary email for incorporation into the projects Read file. Roll forward carries forward all open items and automatically adjusts the numbering of meeting items. If you need to change the Prepared By user for the next meeting, the current Prepared By user should update the Prepared By field and save the record after rolling it over.

Workflow button: Roll Forward Do not use Save and Copy to create the next meetings minutes.

Same as step 2

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Tips and Tricks: After you create the first meeting, edit existing items in the grid to save time. If you update meeting items and close an item then you roll the meeting forward that item will not show up (this is different from Prolog). Entering the Meeting Type auto-fills the meeting number but you can add prefixes to meeting number. If you want to include attachments when sending out your meeting minutes, uncheck the Distribute Meeting Minutes box, then send out by building a PDF with the Attachments and email to a distribution list that you have already created. (When minutes are sent out automatically, Attachments are not included.) Its easier to edit the Topic Sort Order and Item Sort Order in grid view . Note that numbering starts at 0, not at 1. You can link individual meeting items to other records. Item Assigned To field shows up on meeting minutes, but doesnt link to anything else. Utilize the Task Information section of individual Meeting Items to generate a task record for items requiring follow-up. Tasks can only be assigned to one person. The Task record is not created until the PM approves the meeting record or the meeting minutes are completed. Notes/historical notes: when you roll a meeting forward, the notes are automatically wiped out and moved to historical meeting notes. Historical notes are still editable and show up in the meeting minute report. You can also delete or condense Historical notes if theyre getting too lengthy; because you can view minutes from previous meetings, you will not lose the history. Historical notes are also editable in grid view. Updating between meetings: general practice dictates that you can add new items but all other edits should wait until the next meeting (minutes from meeting #1 = agenda for meeting #2). Pose this practice to the project team to determine if this should be the case or if more updating of a meeting record can occur between meetings. If there will not be any additional sessions of a meeting and you need to end workflow on the series of meetings, you must contact your iBuild Business Consultant to do so via Manage Workflow.
Available Meeting Report Formats

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Request for Information (RFI) Manager

There are many possible workflows for RFIs; the four most common routing scenarios are described here. Flowcharts based on these scenarios have been established to help project teams select the best workflow routing; see Appendix H: RFI Routing Options. Additional customizations are possible if you encounter a routing situation not addressed by one of these cases. Because of the complexities of workflow and security roles in the system, you must work with your iBuild Business Consultant to establish an alternative routing method. Case 1: RFI answered solely by the Architect System Entry: o Architect Review is Required o The External RFI Reviewer and Primary Architect are the same o You select workflow Send to External RFI Reviewer Notes: o Architect can always redirect to others (Consultants, Owner) for their input on the RFI Case 2: RFI answered jointly by Architect and Consultants System Entry: o Architect Review is Required o Make sure the External RFI Reviewer and Primary Architect are the same. If they are not, change the External RFI Reviewer to match the Primary Architect o You select workflow Send to Other Reviewers and select the appropriate reviewers (Consultants and/or Owner) Notes: o Anyone you send the RFI to as an Other Reviewer must have the security role of iBuild Engineer or iBuild Owner o Reviewers can see each others comments o The Architect can Cancel Monitor and take back control of the RFI at any time. o Reviewers will not be able to edit the official Answer box; they can only contribute under the Consultants Comments portion of the RFI. The Architect will then pick and choose which comments to use by changing the Use Value column to True. If the Architect does not want to go through this effort, there is an alternative workflow available; see Case 2Alt under Appendix H. o Trade Contractors cannot see the Consultant Review Comment area, so if comments arent moved to the Answer box by the Architect they will not be viewable.

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Case 3: RFI answered solely by a single non-Architect (such as a Consulting Engineer or the Owner) System Entry: o Architect Review is not Required o The External RFI Reviewer is not the same as the Primary Architect o You select workflow Send to External RFI Reviewer Notes: o The External RFI Reviewer must have the security role of iBuild Architect o Ensure that the External RFI Reviewer does not have the security role of RFI Primary Architect o Because the Architect is not involved, the burden is on Gilbane to ensure the correct reviewer answers the RFI and the proper parties are notified Case 4: RFI answered solely by multiple non-Architects (such as Consulting Engineers and/or the Owner) System Entry: o Architect Review is not Required o The External Reviewer and Primary Architect fields do not impact workflow (they must be filled in but do not impact RFI routing) o You select workflow Send to Other Reviewers and select the appropriate reviewers (Consultants and/or Owner) Notes: o Anyone you send the RFI to as an Other Reviewer must have the security role of iBuild Engineer or iBuild Owner o Reviewers can see each others comments o Gilbane controls the routing and must select which comments to move to the Answer box o Gilbane can Cancel Monitor and take back control of the RFI at any time
External RFI Reviewer vs. Primary Architect vs. Architect Review Required? So, what does each of these fields actually do in the system? External RFI Reviewer is a field thats used on the way out: when you Send to External RFI Reviewer, it sends to the user entered in that field. Its called External because its referring to a non-Gilbane reviewer (the Architect, a Consulting Engineer, or the Owner. If instead you Send to Other Reviewers, this field is nullified and goes unused. When the Architect Review Required? box is checked, the RFI will automatically come back through the Architect for approval before it gets back to Gilbane. Architect more specifically refers to the Primary Architect field in the RFI record. This is a field that pulls from the security role of RFI Primary Architect; dont bother changing Primary Architect in the RFI record, because iBuild will still pull from the security role, not information entered in the RFI. So, what is the major difference? External RFI Reviewer is triggered on the way out and Primary Architect is triggered on the way back (if youve checked Architect Review Required).

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If the Trade Contractor initiates the RFI, steps 1-7 will occur. If Gilbane issues the RFI, steps 1 and 7 are eliminated and steps 2-6 will occur.
Step Workflow Automated By Saving RFI kicks it into workflow. Resulting Stage: Awaiting Gilbane Review Security Role(s) Reqd iBuild Trade Contractor in Security Groups. Currently iBuild Owner cannot create an RFI Watch-outs/BPs The Trade Contractor must understand that Saving kicks it into workflow; they should finalize the question before clicking Save. The Due Date is set automatically at this time, but the Trade Contractor can edit it. Double check the due date before pushing the RFI into workflow Best practice for Case 4: Include Architect in One Time Notification CC List if you want them to be notified (they will not otherwise receive notification because Architect Review Required? is not checked)

Workflow button 1 (Cases 1, 3): Send to External RFI Reviewer (goes to step 3) Workflow button 2 (Cases 2, 4): Send to Other Reviewers (goes to step 4) Workflow button 3: Revise and Resubmit (goes back to step 1) Workflow button 4: Reject and Close (goes back to TC for acknowledgement) Workflow button 5: Answered (for a question Gilbane can answer and send back to TC) Workflow button 1: Submit Answer (jumps to step 6) Workflow button 2: Forward to Consultant (that initiates a prompt to select consultants done in workflow pane. This generates sub-items for each person its sent to)

Any iBuild gRole in Security Groups can create an RFI The Internal RFI Reviewer in Bid Package Manager (can be multiple individuals) designation is required to take action on Trade Contractorgenerated RFIs

In order to enter an answer in the official Answer box, the user must have a security role of iBuild Architect Primary Architect pulls from Security Role of RFI Primary Architect

This step is only applicable for Cases 1 and 3, when you Send to External RFI Reviewer Note: RFI Primary Architect can only be one user

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Consultants update subitems under consultant review and submit comments

iBuild Engineer or iBuild Owner in Security Groups are only roles required to contribute to answer (Cases 2, 4)

One consultant to another they can edit their own answer and view other consultant responses but not edit them. Architect can take workflow item of Cancel Monitor at any time; this closes all Consultant sub-items and resulting stage is Awaiting Primary Review In Case 2 this is done by the Architect; in Case 4 this is done by Gilbane. In Cases 1 and 3 this step does not typically apply. Trade Contractors cannot see Consultants comments; they must be moved to the Answer field. Its a best practice to initial and date answers. CC all impacted Trades before clicking Answer Complete. Notification automatically sent to Superintendent(s) listed as Daily Work Report Reviewer in Bid Package Manager when RFI is closed (email message is same) Amend question before sending for clarification initial and date Reject clears answer box

2 options to use consultants comments: In-grid edit to change Use Comment = True, which moves the consultant answer into the Answer box automatically. Open sub-item and check Use Comment checkbox Workflow buttons are same as step 3 Workflow button 1: Answer Internal RFI complete (goes to Trades if Reviewer in Bid they initiated or Closes RFI) Package Manager (can be multiple Workflow button 2: Answer individuals) needs Clarification (goes back a step). Can choose who to send to for clarification and must include a comment

If their RFI, theyll be notified when its answered Workflow button 1: Approve (closes record) Workflow button 2: Reject (back to step 2)

Goes back to Document Owner in RFI record

Tips and Tricks: External RFI Reviewer can be modified in the RFI record, but it does not give the user the ability to edit the Answer Field unless that user is assigned to the iBuild Architect security group. If the External RFI Reviewer is different from the RFI Primary Architect (in Security Groups) the user will not be able

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to Forward to Consultants. These limitations can be worked around via Global Delegation (make sure to CC notify the person being delegated). Due Dates: o Double check the due date before sending Trade Contractorgenerated RFIs onto the RFI Reviewer(s) o In Step 6, when an answer is sent back for clarification, the due date must be changed manually by Gilbane. o All Gilbane activity due dates (as displayed in My Activities) are set to now. This ensures that these items will appear at the top of the My Activities window when My Activities is sorted by Due Date. o Consultant review activities are set to the due date of the RFI. If the Architect/External RFI Reviewer needs the Consultants review before that date (so that he/she can submit the official answer by the due date) that must be managed manually by both parties agreeing to submit comments by a specific date; it is not controlled by the system. When a monitor expires, workflow automatically jumps to step 5. The Bid Pkg field is tied to one company. Any user under that company can create an RFI, as long as they also have Security Group access of iBuild Trade Contractor (which they should). When the Architect/External RFI Reviewer selects Forward to Consultants, iBuild will prompt the Architect to select reviewers. There is currently no way to back out and cancel that. If no reviewers are assigned, the item gets stuck in the activity Prompt for Reviewers. Work-around: the Architect can select his/her own name and he/she will have the option to take workflow again (Cancel Monitor then Forward to Consultant or Answer). Project teams have the option to keep all pre-bid RFIs separate by requesting a duplicate SmartApp be created by their iBuild Business Consultant. Once the pre-bid period is over, a PDF of all pre-bid RFIs can be built and uploaded to Public Project Documents for reference. The Business Consultant then deletes the SmartApp entirely. This ensures that pre-bid RFIs arent mixed with other RFIs.

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Submittal Manager
The workflow described here is an improved workflow that will be available later in 2012. If you have questions about the setup or use of the current Submittal Manager SmartApp, contact your iBuild Business Consultant. Before any submittals are pushed into workflow, you will first need to set up your submittal register in iBuild. See Task 9: Set Up Submittal Register.
Step Workflow Automated By It is atypical for a Trade Contractor to create a submittal. Almost always, Gilbane will import submittals and send to the contractor. Initial stage: Awaiting TC Assignment Once Bid Package has been assigned, stage updates to: Awaiting TC Submission Workflow Button: Send Submittal to Construction Manager Resulting Stage: Awaiting CM Review Security Role(s) Required Workflow defaults to Award to Main Contact in Bid Package Manager. Any user in iBuild Trade Contractor in Security Groups for the applicable company (designated in Bid Package Manager) can take action Watch-out/BPs Award to Main Contact should generally be Trades PM or person responsible for processing submittals. Before importing a submittal register, adjust Trade Contractors notifications to digest (so they dont get 200 notifications at once). Its also good practice to notify them when you plan to push their submittals into workflow.

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Workflow button 1: Send to Primary Reviewer (goes to step 3) Resulting Stage: Awaiting External Review Workflow button 2: Revise & Resubmit (back to Trade Contractor) Workflow button 3: Send to Consultants (prompts for Consultants to be entered creates separate sub-item for each Consultant sent to)

iBuild gProject Engineer, gProject Manager, gProject Executive, gSuperintendent, gAdmin or gProject Admin in Security Groups Notification sent to the Gilbane user specified as CM Reviewer in the record (can be multiple). If blank, defaults to Internal Submittal Reviewer in Bid Package Manager.

This step is typically a blessing step in which the CM confirms that the items submitted match what was expected. The Review Due Date autofills on the day that Gilbane opens the submittal. If you dont review and push workflow on that date, adjust the due date accordingly before pushing it into workflow. Returning to TC here will not generate a revision number. Revision numbers are triggered by the CM acceptance activity (step 6), therefore a review must go to the Primary Reviewer to get a revision number. Multiple users can be entered as Primary Reviewer, which can include Gilbane, Consultants, and the Owner. Advancing workflow would only require action from one user. This is a required field. Official Item Action is not a required field (but teach them to use it because it shows up on reports) One consultant to another they can edit their own answer and view other consultant responses but not edit them. Architect can take workflow item of Cancel Monitor at any time; when doing so, it closes all Consultant subitems and resulting stage is Awaiting Primary Review.

Following steps rotate around the primary review. Workflow button 1: Submit Completed Review. If Secondary Review is required, it sends to Secondary Reviewer. Otherwise, jumps to step 6. Workflow button 2: Forward to Consultants (step 4)

iBuild Architect in Security Group

Workflow button 1: Approve (moves to next step) Workflow button 2: Return to Reviewer (they are prompted to make a comment)

Anyone who will be a Consultant reviewer must have iBuild Engineer security in Security Groups.

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If a Consultant uploads an attachment within the Consultant Review subitem, it will not show up on the Attachments tab. Consultants should upload to the main Attachment tab. 2 options to use consultants comments: In-grid edit to change Use Comment = True, which moves the consultant answer into the Answer box automatically. Open sub-item and check Use Comment checkbox Workflow buttons are same as step 3 5A Secondary Reviewer review submittal Secondary reviewer can have any security role. If they are in the iBuild Architect Security Group, they will be able to modify Meta Data; otherwise they can only supply comments. Can be multiple (only one needs to take action). Same as step 2 If you enter a name but dont check Secondary Review Required checkbox, it will not be sent to Secondary Reviewer. If the box is checked but no contact entered, a notification will go back to CM reviewer. Can be left empty.

Workflow button 1: Return to Reviewer (for clarification) goes back to primary reviewer Workflow button 2: Accepted (moves to step 7) Workflow button 3: Not Accepted, Resubmit (creates revision and sends to TC to revise and resubmit to start from step 1) Workflow button 4: Accepted as Noted, Resubmit for Record (see notes below)

The Gilbane reviewer must check the files in SmartViewer to make sure that the proper markups are Publicly Approved. The Gilbane reviewer must also check that the approved submittal file is Flagged as Public ( ) in the Attachments tab, and all other files are Unflagged ( ). This ensures that the Trade Contractor views the right markups on the right files.

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Workflow button: Acknowledge

Same as step 1

Stage moves to closed while awaiting Contractor acknowledgement. If you want to check acknowledgement, use Audit tab.

Submittal Contacts: All contacts except Secondary Reviewer should be set in the import template. If you create an additional submittal, the contact fields will default to the contacts listed in Bid Package Manager unless this is changed manually. Those individuals would then be notified, have required workflow, etc. Secondary Reviewer: This field will not be used in many cases. Example scenarios in which you would use Secondary Reviewer include: You have multiple architects in the same firm all working on submittals (primary reviewers), and the principal architect (secondary reviewer) reviews all submittals before sending back to Gilbane An Owner acts as Secondary Reviewer because he/she wants to OK all submittals before theyre released back to Gilbane A Consultant could be placed in Primary Reviewer role and Architect placed in Secondary Reviewer role when appropriate Managing Submittals and Resubmittals As Trade Contractors submit their submittals, youll cross check that theyve submitted every sub-item listed within the submittal record. If items are missing, you can: o Create a new submittal record for the items that are missing o Or, if the submittal is not schedule critical, you could wait until the remaining sub-items are submitted to move it through workflow If an item has been submitted that is not required by the A/E, the best practice is to void the item (instead of deleting it). Describe in the Comments tab why the item was voided. This ensures your register remains comprehensive. Use due dates appropriately when sending submittals to Trade Contractors, particularly for items like closeout submittals, which will be submitted long after they are sent to the trades. Establish the dates you will need future submittals upfront, based on the project schedule. Use the grid view, including filtering and grouping, when managing submittals. This allows you to restrict the list of submittals to those you want to work with, such as submittals for a single bid package. You must change the Review Due Date manually for resubmittals.

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Attaching Submittals Establish a naming convention for attachments and partial resubmittals. Original submittal: Submittal Number Brief Description Partial resubmittal: Submittal Number Description of Resubmitted Items

Submittal documents in iBuild follow the stack method. The intention is that, as more updated versions of the same submittal are uploaded to the system, it replaces the previous version. Therefore once the submittal is approved, only one file is visible in iBuild. When only portions of the submittal are approved, however, this does pose a problem. There is risk in resubmitting the entire submittal package back to the A/E for a second review after portions have been approved, particularly if those approved portions have been released for fabrication. These tips can help project teams manage submittal attachments: If you dont want the A/E to overwrite the previous version of a submittal, make sure they change the file name before uploading their reviewed version. Maintain one file for the original submittal then separate files for each series of resubmittals. Flag approved submittal(s) as Public ( ) and unflag all other attachments ( ). This helps the project team identify the correct file to view. Create a new attachment once the entire submittal is approved and include the words for file and field use in the file name. This can also help ensure that anyone who accesses the submittal knows which file to view. Whenever possible, have the Trade Contractors perform this consolidation and uploading. Be aware that Trade Contractors and A/Es can attach files to a submittal at any stage in workflow (even if the record is closed); if a file is attached with the same file name as an existing attachment, it will overwrite it. Resubmitting for Record: When the Gilbane action is Accepted as Noted, Revise and Resubmit for Record Unlike Revise and Resubmit, this action does not clear out accepted date. Instead a new cycle date starts and the submittal goes back to Trade for resubmission. When this iteration of the submittal is approved, an accepted as noted date will be recorded in the system The workflow for record submissions is as follows: 1. Trade Contractor submits record submittal and Sends to CM for Acceptance for Record

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2. Gilbane can take the following actions: o Accepted (goes back to TC for acknowledgement o Not Accepted (goes back to TC to resubmit for record) o Not Accepted, Send Back for Full Review (starts back at internal review to forward to A/E) o Accept and Send for Signoff (when another project partner is required to sign off). User will be prompted for participants, and 100% signoff by those participants is required. Not intended to be a full review, just another check that the TC has addressed all review comments in their for-record submission. Note: Gilbane will not automatically receive notification when item is signed off. New (Offline) Submittals If Gilbane creates and uploads a new submittal (because the TC submitted it to them offline), he/she has the option to: Release to TC to acknowledge (which then comes back to the same Gilbane individual for forwarding to the Primary Reviewer Or forgo the acknowledgement and advance to review (via Send to CM for Review workflow button) Change in Contractors Submittal Contact If a contact person changes for all submittals waiting to be submitted by a particular TC (such as the Gilbane Engineer managing the bid package changes), utilize bulk edit to make these changes. Updating the contact in Bid Package Manager (Internal Submittal Reviewer, in this case) will not automatically update existing records.

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Material Manager
Step Workflow Automated By Generate from Submittal Manager: In grid view, select custom button ( ), or In record, select Actions Create Material Manager LT Record Security Role(s) Reqd iBuild gProject Manager, gProject Engineer, gProject Executive, gSuperintendent, gAdmin, gProject Admin or iBuild Trade Contractor in Security Groups Watch-outs/BPs You can generate a material record at any time, but generally recommended to wait until submittal is approved (material record wont automatically update when submittal record is updated) Trade Contractor can update record at any time. Gilbane team should set digest notifications to receive updates whenever Trade Contractor updates a record (would not otherwise be notified) Provides a way to receive regular updates (by policy = 1x per month). Generally Gilbane will send all records for update at one time, in advance of requisition review. Make sure Contractors notifications are set to digest.

Initial Stage: Tracking. No workflow is automated. SmartApp uses custom Gilbane: Same as step buttons, not workflow drawer 1 Action 1: Item Delivered Resulting Stage: Delivered Trade Contractor: Trade Contractor Action 2: Reactivate contact entered in Delivered Item for Tracking submittal record or Resulting Stage: Tracking Trade Contractor (from Delivered) contact entered in material record before Action 3: Send for Trade record is initially saved Contractor Update (step 3) Action: Send for Trade iBuild gProject Contractor Update Manager, gProject Resulting Stage: Awaiting TC Engineer, gProject Update Executive, gSuperintendent, gAdmin, gProject Admin (doesnt need to be person that created record) Action: Update Complete Resulting Stage: Awaiting CM Review Same as step 2

Action 1: Accepted (no resulting workflow, reverts to Tracking stage) Action 2: Rejected (comments must be entered) goes back a step

Whoever sent for update in step 3

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Action: Item Delivered is the only way to close the record.

Note: if a material becomes no longer applicable, any Gilbane user (iBuild gRole in Security Groups) can delete the record.

Tips and Tricks: Remember that Material Manager is a way to automate the Material and Equipment Status Reports (MESRs). Encourage your Trade Contractors to use this in lieu of tracking deliveries in a separate spreadsheet. The default grid view for Material Manager is Outstanding Items; this refers to all items that are still opened, and therefore have not yet been submitted. Export this grid view to generate an MESR.

Transmittal Manager
Transmittals can be used to send either physical or electronic items to other iBuild users. [Transmittals for Submittals can be spawned separately from Submittal Manager.] If you are sending a physical item, the transmittal record in iBuild acts as a receipt, alerting the recipient that the item is on its way. If you are sending an electronic item, you can either upload the file to the transmittal record (on the Attachments tab), or, if the item is another iBuild record, link the record to the transmittal record. Add specific line items for each item being transmitted under Transmittal Items. However, its recommended that you attach files on the main Attachments tab. If you attach files to a specific transmittal item, these attachments will not be included in a Build PDF and are only viewable by going to the specific transmittal item. Transmittals can either be sent to a recipient (to acknowledge) or stored for documentation only (called For Posting Only). Transmittals cannot be sent via workflow to individuals not participating in iBuild. In this case, the workflow would be For Posting Only, which would close the record. The transmittal should then be sent to those individuals using the Email Out feature.

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Step

Workflow Automated By If the author is an external user, Saving the transmittal automatically pushes it into workflow. Resulting Stage: Acknowledge Receipt of Transmittal If the author is a Gilbane user, the record must be saved and then pushed into workflow: Workflow button 1: For Posting Only (no workflow, pushed to Closed stage) Workflow button 2: Send Transmittal; Resulting Stage: Acknowledge Receipt of Transmittal Workflow button: Acknowledge Receipt Resulting Stage: Closed

Security Role(s) Reqd External = Any user Gilbane user = any iBuild gRole in Security Groups

Watchouts/BPs

Any user entered as Recipient in record

Tips and Tricks: For physical items like samples, utilize the Tracking Number field to indicate the FedEx, UPS, or USPS tracking number. Transmitted For is a required field used to indicate the purpose of the transmittal. Options include: Review, Approval, As Requested, Signature, For Information or Record. This field is for clarification only; it does not impact the workflow. If you push workflow as For Posting Only, the recipient will not be notified of the transmittal.

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Field SmartApps
Master/Contractor Daily Work Report Manager
The preferred workflow is for the Gilbane Superintendent to create the master daily work report in the morning or at the start of his/her shift, which automatically assigns Contractor daily work reports to Contractors. The new Contractor daily records pull over information from the last saved record. Step Workflow Automated By Saving the master daily kicks it into workflow and generates Contractor Daily Work Reports for all bid packages listed under Trade Contractors on the Details tab. Resulting Stage (for Master): Send to PM for Review Resulting Stage (for each Contractor daily): Awaiting TC Input Security Role(s) Reqd Any Gilbane user (any iBuild gRole in Security Groups) Internal Master Daily Work Submitter in Security Groups (can be multiple people) Watch-outs/BPs After the very first record is created, always use Save and Copy for next days record (then change the date and Contractors and click Save). Once a record is saved, all listed Contractors will be notified. A record will get stuck in workflow if its the second record creating for a single day. The Contractor Daily is assigned to the Award to Main Contact in Bid Package Manager. If the user entering the daily will be someone else (like the Trade foreman or a Gilbane user), change this when creating the master record. Train Contractors to not create their own daily report; have them search for the existing one in My Activities. Auto-generated record prepopulates with previous days information, requiring only updating by Contractor.

Workflow button for Contractor (after updates): Acknowledge Resulting Stage for Superintendent: Awaiting Review Sends to: Superintendent designated as Internal Daily Work Reviewer in Bid Package Manager

iBuild Trade Contractor in Security Groups Defaults to Award to Main Contact in Bid Package Manager (but can be changed when creating the master record)

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Super accesses contractor reports via Trade Contractor Info tab on Master Daily Workflow button 1: Accept (this closes the record) Workflow button 2: Reject (add comments and send back to TC) Resulting Stage: Awaiting Corrections Workflow button 3: Accept with Comments (make changes, add comment, and close record) TC makes changes then workflow buttons = Made Corrections, or Dispute Corrections (jumps back to step 3) No workflow at this step

Must be Internal Daily Work Reviewer (can be multiple people) in Bid Package Manager and have iBuild gRole in Security Groups. Internal Master Daily Work Submitter in Security Groups designation alone does not allow user to push workflow

Master can go to Gilbane PM for review right after its created (step 7), dont need to wait for all trades to enter in order to approve. Contractors manpower is only reflected in total manpower of master once step 2 is completed (then will continue to as updated). Contractors are notified of the comments created when selecting Accept with Comments.

Same as 2

Step applies only if corrections are needed. No comment box for Dispute Corrections so TC and Super should discuss! Note: actual inspections and safety incidents automatically pull into master for that day. Super should also update weather, disputes, etc. Manpower in details tab of master (for Gilbane employees) should be actual hours, not what you put on a timesheet Designated person responsible for doing so, which should be decided as a project team

Internal Master Daily Work Submitter in Security Groups (can be multiple)

Workflow button: Send to PM Sends to: anyone with iBuild gProject Manager role in Security Groups Workflow button 1: Accept (closes record) Workflow button 2: Reject (sends back to Document Creator to update)

Internal Master Daily Work Submitter in Security Groups (can be multiple)

iBuild gProject Manager in Security Groups

It is Gilbane policy for the PM to approve the daily report.

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General information about the days work is located on the Details tab of the Master Daily Work report: You will always enter the Gilbane Manpower and Weather for each day Inspections and safety incidents will automatically populate from the Inspection and Test Manager and Safety Manager, respectively The total manpower will calculate automatically Any delays should be added in the Contractor Delay section There are two work-arounds for projects with non-participating Trade Contractors: 1. A Superintendent can item-delegate the contractor daily to himself via the Delegation Responsibilities in the Actions tab on the Contractor daily record. Enter the Contractor as the original user, him/herself (or the appropriate Superintendent) as the new user, and Submit. However, this must be done every day; delegations are not carried forward from one day to the next. 2. When bringing the contractor into master daily originally (in the Trade Contractor section of Details tab of Master Daily Work Report), remove the contractor listed. Then re-add the contractor and change contact to the appropriate Superintendent. This is easier because it automatically rolls the information over, eliminating the need to item delegate. Tips and Tricks: For projects with multiple shifts, set up a separate bid package for each contractor working on the second shift. This allows you to track those man hours separately. You can also assign different Gilbane personnel, such as a second-shift Superintendent, to these bid packages. Projects that require certified payroll can utilize the Unit Notes field in the Manpower grid of the individual Contractor Daily Work record to track names of employees on site and the number of hours worked by each. Large projects with multiple Superintendents must establish a workflow for daily work reports. If multiple Superintendents will be contributing to the General Manpower Notes in the master daily, they can each type their initials and date at the start of their comments. If a single Superintendent prefers to approve all Contractor daily reports (such as a Senior General Superintendent), individual Superintendents can note their approval in the Corrections Comment field of the Contractor daily. Manpower Notes (in Contractor daily report) should contain strictly factual records of the work performed that day. Comments for the day can contain any other information the Trade wishes to convey to Gilbane. Only one PM can approve the master daily work in iBuild. If there are multiple PMs who need to approve the master daily report, establish a workaround such as having one PM initial and date the report (to indicated approval) and the other PM push workflow.
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Inspection and Test Manager

Step Workflow Automated By
Saving the record kicks it into workflow to all Trade Contractors included. Resulting Stage: Awaiting Contractor Ready Notification Sends to: each Trade Inspection Contact listed in record (defaults to Award to Main Contact in Bid Package Manager, but this can be changed manually) Workflow button: Ready. Resulting Stage: Awaiting Gilbane Validation Stage only advances if: all Trades (100%) indicate readiness, or Gilbane indicates readiness for all Workflow button 1: Ready Resulting Stage: Awaiting Inspection Sends to: all iBuild gSuperintendents Workflow button 2: Not Ready (kicks back to step 2) Workflow button 1: Send for Sign Off (pushes to next step) Workflow button 2: Close (approve and no one else needs to signoff) Workflow button 3: Reinspect (goes back to step 2 for contractor to make changes)

Security Role(s) Reqd

Any Gilbane user (any iBuild gRole in Security Groups)

Watch-outs/BPs
Create inspection record before the inspection. Records can be imported (requires Project Locations to be imported)

Trade Contractors: iBuild Trade Contractor in Security Groups Any iBuild gSuperintendent in Security Group iBuild gSuperintendent in Security Groups

Gilbane Superintendent can indicate readiness on behalf of Trade Contractors (useful when record is created at time of inspection)

All Gilbane team members who want/need to review the work must agree the work is ready (offline) before workflow is pushed through this step

Any iBuild gSuperintendent in Security Group

Gilbane team makes updates, makes sure that the right people are included (Required SignOffs), then Sends for SignOff.

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All names listed in Required SignOffs must approve inspection; If there are any rejections, workflow jumps back to step 2 for correction by Trade Contractor

Names listed in Required SignOffs field

Utilize digital signatures, multi-user signoff, and ad hoc signatures If all approvers are ad hoc (outside iBuild), Super can enter his/her own name in Required Signoff to initiate multi-user signoff

Tips and Tricks: The Baseline Due Date refers to the date that the inspection must be performed by. Because the Projected Inspection Date is the date you expect to perform the inspection, it should always be before or the same day as the Baseline Due Date. Include as much location information as possible, particularly for locationsensitive inspections like closure inspections. Always attach pictures of the completed inspections. In order to occur at the site of the inspection, multi-user signoff requires WiFi and tablets. Inspection and Test Manager is optimized when the project team plans ahead of time by generating a list of inspections at the beginning of the job and importing it into iBuild. If you want to log an inspection for record only, leave the Required Sign Offs By field blank. This is common for logging third party testing reports.

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Rolling Completion List (RCL) Manager

If the Owner, Architect, or Consulting Engineer initiates the RCL item, steps 1-8 will occur. If Gilbane issues the RCL item, steps 1, 3 and 7 are eliminated. Step Workflow Automated By Saving the record kicks it into workflow. Resulting Stage: Awaiting CM validation Workflow button: Bid Package Number has been set Stage does not change Security Role(s) Reqd iBuild Owner, iBuild Architect, or iBuild Engineer in Security Groups Any iBuild gRole plus Internal RCL and Punch List Bid Package Assigner in Security Groups Internal RCL Reviewer in Bid Package Manager (can be multiple people) Watch-outs/BPs

If no one is assigned as Internal RCL and Punch List Bid Package Assigner, the item will get stuck in workflow Skipped when Gilbane creates item Defaults to sending to Award to Main Contact, but this can be changed in the record

Workflow button 1: Send to Trade Contractor (moves to step 4) Resulting Stage: Awaiting Completion Workflow button 2: Create Dispute Notification (jumps back to step 1) Workflow button: Item Completed. Complete date auto-populates Resulting Stage: Awaiting Verification of Completion

iBuild Trade Contractor in Security Groups

Workflow button 1: Item Passed Resulting Stage (if OAC item): Awaiting Sign Off (moves to next step) Resulting Stage (if Gilbane item): Closed Workflow button 2: Item Needs Rework (jumps back to step 4)

Internal RCL Reviewer in Bid Package Manager

If others need to sign off on the item, Gilbane can add them in Reported by Author field

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Workflow button 1: Sign Off (moves to next step) Workflow button 2: Reject (goes back to Gilbane step 6) 2 ways: In grid view, Create Punch List Item (custom button) In record, Actions Create Punch List Items You can take this action from any stage of workflow except Closed.

Author of record or Reported by Author

Gilbane becomes the middle man if an item is rejected by the OAC

iBuild gProject Executive, gProject Manager, gProject Engineer, gSuperintendent, gAdmin, gProject Admin in Security Groups

Make sure youve confirmed completion for all completed items and verified validity of items before pushing punch list. New punch list item goes into draft stage and workflow starts back at the beginning.

Tips and Tricks: RCL Internal Disposition is a tool to track non-Gilbane RCL items that are outside of a Trade Contractors scope. If it is outside their scope, check Change Request Needed? and enter the CR number (equivalent to PCI number in CMiC) in the appropriate field. Once the change is approved, click Change Request Approved. Attaching pictures to RCL items often provides clarification to Trade Contractors. When re-inspecting RCL items, setup and save a grid view with the appropriate columns, filters and groupings. Print the grid view and mark up the paper copy as you re-inspect the items. When youre finished edit the items in iBuild using bulk editing and bulk workflow. This will speed up the process and is also applicable for the A/E and Owner while managing their Punch Lists.

Punch List Manager

Punch List Manager differs from RCL Manager in Step 6: Gilbane Reviewer indicates whether item is complete and Step 7: Owner or Architect approves item. The project team must decide whether or not sign-off by the Owner, Architect, and Item Author will be required for all Punch List items. These defaults are called Punch List Internal Flags and the iBuild Business Consultant updates Project Information accordingly. Meet with the Owner, Architect, and Consulting Engineers before starting the Punch List effort to determine which items they want to sign off. Be sure that they want to sign off items before pushing them into workflow. In individual records, Gilbane can check or uncheck these boxes at any time before confirming the item passed (Gilbane workflow for step 6). When Gilbane confirms
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Item Passed, it does not automatically go to the author of the record unless Author Sign-off Required? is checked.

If Owner Sign-off Required? checkbox is checked, it goes to Owner Punch List Sign Off Contact defined in Security Groups If Architect Sign-off Required? checkbox is checked, it goes to Architect Punch List Sign Off Contact in Security Groups If Author Sign-off Required? checkbox is checked, it goes to the Author as stated in the individual record

All signoffs can happen concurrently, but the record will not move to a Closed stage until all checked boxes are signed off. If a Consultant generates a punch list item, the Author Sign-off Required? checkbox must be checked in order for him/her to receive workflow action.

Safety Manager
Step Workflow Automated By When a new record is saved, it goes into Draft stage. No workflow is automated. Security Role(s) Reqd Any Gilbane user (iBuild gRole in Security Groups) Same as step 1 Watch-outs/BPs

Workflow button 1: Preview Workflow button 2: Send Notification Resulting Stage: Safety Notices Sent Workflow button 3: Do Not Send Notification No workflow automated except if record is change to lost time prompts user to send notification again.

Notification pre-populated (based on form entry), can be edited.

Same as step 1

Updates and edits made are based on the incident review at the jobsite Upload Principals Meeting notes, DBO2 reports as attachments Steps 3 and 4 can happen at same time

Reg Safety Manager notified in Step 2 but no workflow is required by system at this step

Internal Regional Safety Manager in Security Groups

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Workflow button: Review completed Close Record

Document creator

The PM has to give the OK to close record (offline) before Document Creator closes

Gilbane Policy for Notifications of Safety Incidents: For all incidents, you must send to at least the Safety Manager. Lost Time incidents are sent to: Safety, Corp Execs, PX, Reg Safety Manager, PM (default setting in iBuild) Non critical incidents are sent to: Safety, PX, Reg Safety Manager, PM (default settings in iBuild)

SmartViewer
You must download SmartViewer before using it. See Downloads for instructions. You can use SmartViewer to view both Attachments to workflow-based SmartApps (such as a sketch attached to an RFI) as well as view documents loaded to file-based SmartApps, like Contract Document Manager. While in SmartViewer you can perform multiple actions, like marking up drawings. Directions for performing those actions are listed in this section.

Opening SmartViewer
There are several ways to open files in SmartViewer. File Based SmartApps: In Grid View, check the box next to the document and click the SmartViewer button.

In an individual record, select Open in SmartViewer from the File menu.

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Hover over the thumbnail of the document (either in the Preview Pane in Grid View or in an individual record) and click the SmartViewer icon when it appears.

On the Attachments Tab of Workflow-based SmartApps: Check the box next to the document and click the SmartViewer button ( ). Hover over the thumbnail of the document and click the SmartViewer icon when it appears.

4 3 2

1 1 2
Navigation Tools like zooming and panning Markup Tools such as adding text and drawing arrows and clouds. Tools to Save changes and Manage Layers. If you have multiple documents open, they will each show up as separate tabs here. RFI Options, RCL Options, and Punch List Options offer the ability to post these items onto the document. Contract Doc Options enables you to create a link with other contract documents. IDC Options is not currently utilized.

3
4 5

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Using SmartViewers Navigation and Markup Tools

Navigation Tools are located at the bottom of the SmartViewer window and include: Rotate the drawing by 90 degrees Fit All zooms so that the entire drawing fits in the window Fit Width zooms so that the full width of the drawing fits in the window Zoom In/Out: Move the bar to the right to zoom in or to the left to zoom out. You can also use the mouse wheel. Pan/Zoom: click and hold the mouse, then move around the drawing to pan. When in pan mode, you can double click a SmartSymbol to launch a new window with the details of the item (RFI, RCL or Punch List). Zoom Window: create a zoom window by clicking and dragging the mouse Magnifier: an enlarged window appears similar to a magnifying glass. Move the window to enlarge different areas by clicking and holding the mouse and moving it around The following Markup Tools are available in SmartViewer: Select a markup Draw an Arrow Pointer Add Text. You can customize font, font size, and font style. Draw a Cloud, Polygonal Cloud or Highlight Sketch (freehand or polygonal) Draw a line, polyline, arc, etc. Draw a rectangle, rounded rectangle, ellipse, etc. Strikeout, strikethrough, highlight or underline text

To Delete a markup, select it using the Select tool, right-click on it, and select Delete from the pop-up menu. Tips and Tricks: Its a good idea for regular iBuild users who regularly work in SmartViewer to leave SmartViewer open. This increases file loading speeds. You can have up to 15 files open in SmartViewer at one time. To close out a file but leave SmartViewer open, use the red x ( ) instead of the x at the top of the window. Use the drop down menu ( ) at the top right of the SmartViewer window to navigate quickly between the files currently opened. If your project has a Smartboard, keep a session of Contract Document Manager and a session of SmartViewer open. Open the most popular drawings such as floor plans in SmartViewer. This encourages project team members to use these electronic drawings for reference, like an electronic posted set.

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Layer Management
In order for your markups to be viewable to other iBuild users, they must be saved and published.

First, save the changes by clicking (

).

Next, click Publish Markups to Private Layer ( ) or Publish Markups to Shared Layer ( ), using the following guidelines: o Always use Private Layer for Submittals. o Generally use Shared Layer for Contract Documents, unless an audit trail is desired, in which case use Private Layer. Name your markups under Mark Up Description, and select which users and security groups can view the markups. In most cases, you will want all users to see markups; click the topmost checkbox to Select All. Then click Publish. In order for the markups to appear automatically when a user opens the drawing in SmartViewer, they must be publicly approved. Select the markups using the select tool ( and click Set Publicly Approved ( markups Publicly Approved. ) ). It is Gilbanes responsibility to make

It is Gilbanes responsibility to make markups Publicly Approved. When you receive a submittal back from the designers, make sure all markups are set to Publicly Approved. Use <CTRL> + A to select all markups, so that you can set them all to Publicly Approved at once.

You can customize which markup layers you want to view by clicking Mark-Up Layer Management ( ). Here you can select both markups and SmartItems (such as RFIs) to view. To enable changes, click Refresh ( ) then exit out of the window by clicking ( ).

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When uploading a new version of a contract drawing, all markups will automatically appear on the new version. A Gilbane iBuild user (often an engineer) can then manage which markups are still relevant, and turn off markups that have been addressed by the new version of the drawing. For all other types of files, only Publicly Approved markups pull over to the new drawing.
Using SmartViewer to Manage Submittals Gilbane, Architects and Consultants can manage the submittal process electronically in SmartViewer. Here are a few tips for doing so:

In SmartViewer, all reviewers can stamp the submittal with their company stamp ( ). These stamps are set at a company level; to add a company stamp for your Architect or one of your Consultants, contact your iBuild Business Consultant. Tips for stamping: o A stamp can be added to a single page, a range of pages, or all pages of a document o Once a stamp is applied (right click the stamp and select Confirm Company Stamping) to make it permanent. After doing so, it cannot be removed from the document (not even by an administrator). o To delete a stamp (before confirming), right click the stamp and select Cancel Company Stamping or Delete Company Stamp from Page. o You can rotate stamps for optimal placement on the page. o A stamp must be Publicly Approved in order to be viewable. It is possible that the Architect will not want Gilbanes or the consultants markups to be viewable by all until he/she has reviewed the submittal; therefore, these markups will not be publicly approved. In order for the Architect to see these markups, they must go into MarkUp Layer Management and turn them on. Establish a color coding system for markups. Gilbane traditionally marks up submittals in green. Make sure the Architect and Consultant(s) use unique colors. All users should publish their submittal markups to their Private Layer, not the shared layer, in order to more easily identify each users markups. When consultants are publishing their markups, the best practice is to select all users in the Publish Mark Up window. (If not, and the Architect does not incorporate the markups, they will not be viewable to anyone other than the Architect.) Even if you are not using SmartViewer as a collaborative submittal tool, Gilbane can mark up and stamp submittals using SmartViewer (instead of in Adobe or BlueBeam), then Publish Publish to PDF. This will generate a PDF document with all markups shown.

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Posting SmartSymbols
RFIs, RCL items, and Punch List items can be posted to documents using SmartViewer. Contract documents like sketches can also be posted. This enables a project team to have an electronic posted set of documents. Suggested Posting Setup (for RFIs) Have one session of iBuild open with Contract Document Manager maximized. Have another session of iBuild open with RFI Manager maximized. Once you determine which drawings to post a particular RFI to, multi-select those drawings in grid view of Contract Document Manager and open them in SmartViewer. This works best with dual monitors but can also be achieved by opening the dual iBuild sessions in two browser windows or in two tabs of the same browser window. To Post an Existing Record to a Document from SmartViewer: Click RFI Options (or RCL Options or Punch List Options) Select View All RFI Items (or View All RCL Items or View All Punch List Items) Find the item you want to post. Check the box next to the item and click Map.

The cursor will change to a stamp icon. Move the mouse to the location where you want to post the item, and click once. You can resize the pin, called a SmartSymbol, and move it. SmartSymbols will come in as a specific color based on the current workflow stage of the item, as shown below:

Color Yellow Magenta Red Cyan Blue Olive Purple Green Maroon Teal Pine Dark Blue

RFI SmartSymbols Corresponding Stage Draft Awaiting Gilbane Review Rejected Awaiting Primary Review Awaiting Answer Awaiting CM Acceptance Awaiting Author Acknowledgement Closed Awaiting Answer Clarification Awaiting Question Revision Awaiting Consultant Review Canceled Sub Item

RCL SmartSymbols Color Corresponding Stage Yellow Draft Magenta Awaiting CM Validation Cyan Awaiting Completion Blue Awaiting Re-inspection Red Rejected Green Closed Purple Awaiting Sign Off Teal Awaiting Verification of Completion Dark Blue Closed Pushed to Punch List

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Contract Document SmartSymbols Color Corresponding Stage Green Posted Red Draft

Punch List SmartSymbols Color Corresponding Stage Yellow Draft Magenta Awaiting Validation Cyan Awaiting Completion Blue Awaiting Verification of Completion Olive Awaiting Sign Off Red Rejected Green Closed Maroon Not Valid White Awaiting Gilbane or Awaiting Reinspection

Set the SmartSymbol to publicly approved by selecting it using the select tool ( ) and clicking Set Publicly Approved ( ).

Posting a SmartSymbol to a drawing will automatically create a Link within the record to the appropriate contract document. In the record, it will also indicate the contract document in the Mapped On field of the Details tab. To Create a New Record from SmartViewer: Click RFI Options (or RCL Options or Punch List Options) Select Add RFI Item (or Add RCL Item or Add Punch List Item) The cursor will change to a stamp icon. Move the mouse to the location where you want to post the item, and click once. A new window will pop up with a details view of the record, exactly as it would in iBuild. Proceed with entering all required information into the record as you would with creating any new record. Set the SmartSymbol to publicly approved by selecting it using the select tool ( ) and clicking Set Publicly Approved ( ).

Grouping Markups to SmartSymbols Adding markups to the drawing to clarify the SmartSymbol is often helpful. You can then group those markups with the SmartSymbol. To do this, multi-select markup(s) and a SmartSymbol using the Select tool, then click ( ). Then, set the grouping to be publicly approved (you do not need to publish markups to a layer if they are grouped with a SmartSymbol). You must group objects before making them Publicly Approved. (You cannot group a Publicly Approved item to an item that is not Publicly Approved.) You cannot group markups to each other, you can only group them to a SmartItem

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To Copy and Paste SmartSymbols You can copy SmartSymbols with <CTRL> + C or right click Copy. You have two options to paste SmartSymbols: Right click Paste as Link creates another SmartSymbol for the same record. An RFI changed a soffit detail and it impacts three rooms; copy the RFI SmartSymbol and paste it into each applicable room. Right click Paste as New creates a new record that contains all the information from the previous record, which you can edit accordingly (similar to Save and Copy in a record). Create a new Punch List item at each location that requires painting touchups. Most information (other than exact location) will remain the same from one record to the next. You can paste SmartSymbols onto other drawings in the same way. When deleting a SmartSymbol, be sure to select Delete SmartSymbol Only. Selecting Delete SmartSymbol and SmartItem would delete the associated record.

Drawing Overlays
You can compare versions and revisions of the same drawing using the Compare tool ( ). Menu options in black text are available for comparison. If other versions or revisions of the file exist in the system, hover over To Previous Version, To Another Version, or To Revision and select the version/revision to compare with. To compare the drawing to a file that exists outside of iBuild, select To File or, if the file is already open on your computer, select To Open File. In Compare mode, all changes between drawing iterations appear in green and red, while all similarities between drawing iterations are in gray. Green represents additions in the new version, while red indicated deletions in the new version.

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In this example, several of the key notes have been revised. Note this change is not bubbled.

You will also notice that most of SmartViewers menu options disappear or are grayed out, and a new menu appears at the bottom of the window:

Overlay View: both versions of the drawing appear in gray Overlay Differences View: differences between drawings appear in green and red; this is the default view Side-by-side View: compare drawings side by side. Zooming and panning features apply to both windows so that you can easily compare drawings when zoomed in Not used Open File (only) shows only the file you initially opened in SmartViewer Compare File (only) shows only the other version/revision that you opened when you initiated the Compare function Additions: shows only the additions in the latest version, in green Deletions: shows only the deletions (the items that do not appear in the latest version), in red Unchanged: shows only the information that is the same in both versions, in gray Slider Shows Changes Dynamically: as you move the slider to the left, you see only the additions; as you move to the right, you see only deletions Not used Nudge Alignment: if you find that the two drawings do not align properly (all lines are red and green, no lines are gray), you can nudge one of the drawings up, down, left or right to achieve better alignment Clear Alignment Points clears all alignment nudging

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Aligning Two Versions of the Same Drawing: Open the drawing Select Compare ( ) and choose the previous version you would like to compare Find a straight line that is identical in both drawings (the drawing scale is typically the same)

Select Open File (only) (

Select Set Alignment Point ( ), then select the two ends of the line. The cursor will automatically snap to intersecting lines (indicated by a pink diamond)

Select Compare File (only) (

Select Set Alignment Point ( ), then select the same two points. Click Overlay (to view both drawings in black and white) or Overlay Differences (to view the drawings with differences noted in green and red). ).

To exit Compare mode, simply click Close Compare (

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Other Common SmartApps

Issue Manager/Project Team Issue Manager
Issue Manager and Project Team Issue Manager function in the exact same way; the difference is the participants: Issue Manager is used exclusively by Gilbane issues sent to Gilbane users by other Gilbane users. Issues are only viewable by Gilbane users. Project Team Issue Manager can be used by all iBuild participants.
Step Workflow Automated By After creating and saving the record, select one of two workflow options: Workflow button 1: Delegate, Remove from My Activities Workflow button 2: Delegate, Keep on My Activities Resulting Stage: In Progress There is no workflow associated with this step; the assignee/author updates information about the issue, most commonly in the Issue Notes/Resolution field and by attaching files under Attachments. Workflow button 1: Issue Closed Resulting Stage: Closed Workflow button 2: Issue Cancelled Resulting Stage: Cancelled Security Role(s) Reqd Issue: Any Gilbane user (iBuild gRole in Security Groups) Project Team Issue: Any user Watch-outs/BPs Delegate, Remove from Responsibility removes edit rights from the author if the author is not the Internal Lead/Internal Lead

User designated as Internal Lead/Issue Lead, plus Author if Action 1 was taken in step 1 Use Issue Closed for resolved issues and Issue Cancelled when the issue is no longer deemed a problem

Tips and Tricks: In Project Team Issue Manager, all users can view all issues even if they are not participants in the record

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Task Manager
Step Workflow Automated By Saving the record kicks it into workflow. Resulting Stage: Awaiting Completion Security Role(s) Reqd Any user can create a task Watch-outs/BPs Gilbane users can view all tasks; external users can only view tasks they create or are assigned to.

There is no workflow associated with these steps. The assignee updates the task as information is received.

Workflow button: Task Completed

Stage does not update at this time; remains Awaiting Completion until step 5.

Workflow button 1: Task Verified Complete Resulting Stage: Closed Workflow button 2: Return Task as Incomplete (returns to step 2)
Issue Manager, Task Manager, or Both?

Add a comment when returning tasks as incomplete.

Issue Manager, Project Team Issue Manager, and Task Manager can all be used for interchangeable purposes. Decide as a team which one (or ones) to use, but here are a few key points that can help you make that decision. Issue Manager Good for tracking secure issues like claims Gilbane-only Simple workflow Project Team Issue Manager Good for tracking issues among entire project team (i.e. code compliance issue) Open to the entire project team Simple workflow iBuild User Manual Task Manager Good for assigning one individual a task (like an RFQ for a specific contractor) Gilbane can access all tasks; external participants can only see the tasks they either create or are assigned More detailed workflow enhances accountability 88

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Schedule Impact Manager

Step Workflow Automated By Saving the item pushes it into workflow. Resulting Stage: Awaiting Team Review Sent to: Internal Project Impact Reviewer Workflow button 1: Send to Scheduler (step 3) Workflow button 2: No Impact (closes item) Workflow button 1: Confirm Schedule Impact. If the Critical Path checkbox is checked when the schedule impact is confirmed, the Reg Scheduler will be prompted to send notification to the PX Workflow button 2: No Impact (closes item) Security Role(s) Reqd Any iBuild gRole in Security Groups Watch-outs/BPs

Internal Project Impact Reviewer in Security Groups (typically PM) Internal Regional Scheduler in Security Groups

If Internal Project Impact Reviewer is not assigned in Security Groups, item will get stuck in workflow

If Internal Regional Scheduler is not assigned in Security Groups, item will get stuck in workflow PXs notified are those in iBuild gProject Executive in Security Groups

Tips and Tricks: Set appropriate project team members as Internal Project Impact Reviewer and the projects scheduler as Internal Regional Scheduler. The intent of this SmartApp is to provide a regular mechanism for project teams to send notification of schedule impacts to the regions scheduler (so that the project schedule can be updated accordingly in Primavera). It is not designed to circulate schedule updates within the project team. A custom button exists on other SmartApps (like RFI Manager), so that a schedule impact record can be generated based on the originating SmartApp record.

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Read File Manager

Step Read file created by system Workflow Automated By Saving record initiates workflow. Resulting Stage: Item Available Sends to: Internal Project Team Security Role(s) Reqd Watch-outs/BPs A read file report must be setup in Manage Reports by an iBuild Business Consultant. He/she will schedule the report to run at a regular interval (i.e. every night at midnight) Report includes links only, not actual records Internal Project Team in Security Groups (all Gilbane team members must be included in this group)

Internal Project Team reads and acknowledges Read File

Workflow button: Acknowledge Read File

End

When all Internal Project Team members have reviewed, item is closed. Resulting Stage: Item Reviewed

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Document Library Structures

There are multiple file-based SmartApps that allow you to store and manage documents in iBuild, including Contract Document Manager, Gilbane Secure Document Manager, Public Project Document Manager, and others. Each has a unique purpose, which is detailed in this section.

Uploading Files into iBuild

Adding documents and other files to any of these SmartApps utilizes the File It wizard. [For specific instructions for uploading contract documents, see Task 8: Bring in Contract Documents.] 1. Click the Add Item button ( ) or the Upload button ( ), whichever is available. 2. The File It wizard will appear. Notice the tabs along the bottom of the window: Upload, Destination, Conflict Resolution, etc. Use the forward arrow after completing each step to move through the wizard.

Content type will filter automatically

Forward arrow advances you through wizard

Tabs help you track your progress

3. Upload: Click the Green Plus Sign ( ) and browse your computer for the contract documents you want to upload. You can select multiple files to upload at one time by using the <Ctrl> or <Shift> keys. Alternatively, multiple files can be dragged and dropped into File It (this requires Multifile Uploader installation). 4. Destination: Click the forward arrow and Select the project youre uploading the documents for. If you are already in a project, the wizard will automatically skip this tab.

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5. Conflict Resolution: If a file of the same name already exists within the project in iBuild, you will be brought to the Conflict Resolution tab. Choose from the following options: Version: a new file that supersedes the previous file. This is the option you will most likely select and is the system default. Revision: a new issuance of a document. Select this option when the A/E issues a new drawing (such as an ASI or bulletin). Rename: rename the current file before uploading. Remove from Upload: removes the file from the wizard. 6. MetaData: Click the forward arrow and provide information, or Meta Data, for the documents. This can be done two ways: Bulk edit ( ) information that is the same for multiple documents

Edit unique information directly in the grid use in-grid edit ( ). When using in-grid edit, hit the <Tab> key to move from one cell to the next. Required fields vary by SmartApp. If you fail to enter data into a required field, you will receive an error message. You can preview documents in SmartViewer ( ) before finishing.

7. Click the forward arrow again and click the Upload button. 8. If you would like to upload additional documents click the Yes button, otherwise click No.

Contract Document Manager

What? All contract documents should be stored here, including all drawings, specs, sketches, etc. Who? The Architect does not have security rights to upload; only Gilbane can upload contract documents. How? Typically Gilbane downloads from an A/Es FTP site to a local shared drive. Setup folders on local shared drive so that you can manipulate file names before uploading into system. Typically these folders are structured by drawing issuance. Revisions and file names: When uploading revisions, the file name must be identical to the previous version. You will get prompted to decide whether this is a revision or a new version. When its an official document issued by the A/E (e.g. bulletin or ASI), use revision, not new version. (Version is used for things like replacing drawings with errors.) Tracking revisions: currently there is no drawing history log report available in iBuild. Its therefore a best practice to generate a current drawing list whenever new contract drawings are issued. Revision, Document Revision and Designer Reference numbers: The revision number refers to a system-generated revision number. This is different from
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the document revision number, which should typically match the revision number stated on the drawings. Additionally, the designer reference number refers to the bulletin or ASI number. You can view documents by bulletin/ASI issuance by utilizing the By Designer Reference Number grid view. Dates: Be sure to enter all pertinent dates for each document issuance. Viewing superseded documents: The history of an individual document is available in the document record. To view previous versions, on the revision tab select the sub-item representing the revision you want to view. Then utilize SmartViewer or Details File Download to download locally. Viewing Posted Contract Documents: There are two ways to view posted versions of contract documents outside of SmartViewer: o In the Build PDF wizard, you can select which Markups you want shown on the drawings. The default selection is to show all Approved Public Markups. Choose other options if necessary; for example, checking the Details of Markups option will generate a PDF that includes all the actual RFI documents for the RFIs posted to those drawings. o In SmartViewer, under Markup Layer Management, turn all layers on. Then you can select Publish to PDF or Print. iBuild can print large size documents if the project has a plotter.

The best practice for downloading a current set of contract documents is to: Download drawings and specifications separately, and download drawings in chunks by discipline From the grid view in Contract Document Manager: o Right click any gray column header then click Filter Bar o Filter Type = drawing or spec o Filter Discipline = type part or all of the discipline name, such as arch, elec, mech, etc. o Click the blue filter icon ( ) and select Apply All Filters o Select Load More Data ( ), which loads the next 50 records; continue clicking until all records are loaded. o Click the top checkbox to select all records, then click Download Item ( ). o Click Save to save the file. The file will download as a .zip file.

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Bulletin/ASI Issuance
Bulletins, ASIs and other post-CD drawing issuances shall not be moved to Contract Document Manager until the project team has received written authorization from the Owner to proceed.

Processing Bulletins Receiving from Architect: Typically an Architect will upload bulletins to an FTP site and Gilbane will download them and enter them into iBuild. Gilbane shall upload to Public Project Document Manager, using unique file names for each bulletin (to prevent overwriting). Alternatively, the following processes can be utilized: o The Architect can create a Task and upload the bulletin as an attachment to it. The Architect then assigns the task to multiple Gilbane employees, thereby notifying them. o The Architect can upload it to Public Project Document Manager . The Architect must then notify Gilbane outside of iBuild (typically via email). If this is the process chosen, the appropriate Gilbane users should subscribe to Public Project Document Manager to get automatically notified when documents are uploaded. o A clone of Public Project Document Manager can be created and used exclusively for bulletins. Discuss this option with your iBuild Business Consultant, who can explain the limitations of this option. Processing Bulletins Action upon Approval: Upon written approval to proceed, Gilbane shall upload (or copy) the documents to Contract Document Manager, ensuring that file names are identical to previous versions. Processing Bulletins Sending to Trade Contractors: There are multiple options for sending bulletins to Trade Contractors. However you do so, make sure to include contractor-specific RFQs that have been generated out of CMiC. Suggested Method: o Use Build PDF to create a consolidated PDF with all bulletin documents. Select send single consolidate email with all selected items, then select send email with link to PDF. Email it to yourself. Then, in Outlook, send individual emails to Trade Contractors with their RFQ attached and CC: your projects Itinerary inbox. o Alternatively, use Task Manager. Attach the Trade Contractor-specific RFQ to a task and assign it to the appropriate Trade Contractor. You can attach all bulletin documents, or link to the documents in Public Project Document Manager/Contract Document Manager. For each additional Trade Contractor, Save and Copy the record and reassign it. Just make sure to remove the old RFQ and attach the new one. Only the users involved in a particular task record have access to it, so utilizing Task Manager for receiving and distributing bulletins is a way to restrict access and keep related documents secure.

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Correspondence Manager
Correspondence Manager is an alternative for projects who find that storing all correspondence documents in a shared Itinerary email is not sufficient. This is generally applicable when an Owner requires detailed correspondence filing, tracking and/or reporting. Correspondence is the only available document type when uploading Available Meta Data fields include: o To o From o Status o Correspondence content type o Correspondence type (such as mail, email, etc.) o Correspondence Info 4 (generic) o Correspondence Info 5 (generic) Correspondence type, content type, info 4, and info 5 are drop-downs which must be populated in Project Document Information. No Meta Data fields are required Could also be used during Preconstruction Note that instead of utilizing Correspondence Manager, project teams can include correspondence as a generic field value in Public Project Document Manager

Gilbane Secure Document Manager

Gilbane Secure Document Manager and Public Project Document Manager contain the same Meta Data fields (though values for each can be customized in Project Document Information). Documents in Gilbane Secure Document Manager are viewable only to Gilbane, making this application useful for sharing sensitive documents like cost reports, schedule delays, and claims to offsite project team members. It could also be used more extensively as a substitute to a project shared drive. If other entities are given Gilbane security roles (iBuild gRoles), such as JV partners, the project team will want to closely examine whether or not to share sensitive documents in iBuild. To mitigate this risk, documents can be password-protected in their native application.

IDC SmartApps
If your project is interested in managing the IDC process in iBuild, there are several IDC SmartApps available to do so. Note that IDC will continue to use Vela for their day-to-day operations.

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IDC Issue Manager assists project teams in tracking IDC conflicts, issues, comments and questions in a way thats more specific than tracking them via RFIs. There are many available fields, none of which are required, making this SmartApp flexible and adaptable to a project teams needs. When appropriate, RFIs can be generated from IDC Issue records. IDC Public Project Document Manager provides a method for Gilbane to share IDC markups on drawings with Architects and Consulting Engineers, and functions the same as Public Project Document Manager. Because both Gilbane and A/Es can upload documents here, it provides two-way collaboration.

Public Detailed Document Manager

Public Detailed Document Manager is currently being used exclusively for BIM documents. There are no required fields. Any user can upload and view documents here. This SmartApp could be configured by the iBuild Business Consultants to be used for other types of documents, if the need arises. All project teams with BIM coordination must meet and strategize the way in which theyll share BIM files. Establishing standard file nomenclature is essential. For example, MARO uses Building Floor Area Major Discipline Minor Discipline for their BIM files.

Public Project Document Manager

Public Project Document Manager is the main repository for all non-contract document files. This SmartApp is structured with the same Meta Data fields as Gilbane Secure Document Manager (4 generic fields determined in Project Document Information). While typically open to any user to view and upload documents, certain groups can be locked out of this function. For example, Trade Contractors may be locked out if payment applications (requisitions) will be shared in this SmartApp. An iBuild Business Consultant would perform this configuration for the project team. An alternative method of sharing sensitive documents would be utilizing Task Manager. **ProjectDocumentType is the only required field; it is required to help project team be able to sort, filter and report on these documents. Available types include:
Accounting Document Administration Document Change Management Document Closeout Document Contract Document Engineering Document Insurance and Bonds Document LEED Document Miscellaneous Document Permits Document Preconstruction Design Phase Document Project Photo Document Purchasing Document Regulatory Services Document Report Document Safety Document Schedule Document

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There are several grid views in Public Project Document Manager that filter on **ProjectDocumentType, such as Financial Documents, Photo View, Safety Documentation, and Schedule Updates, among others. For additional customization, you can create a custom dashboard which contains a Public Project Document Manager widget with a filtered grid view. Remember to name the widget to reflect the filtered grid view. For additional instructions see Creating Custom Dashboards.

Tips for Document Uploading

Adding values for the various content types permits the uploaded documents to be categorized for filtering, sorting and reporting. Consistency in creating and applying the values allows the system to provide its maximum benefit. Plan out how you will use the various metadata fields (typically generic 1 through generic 4) so that the Public Project Document Manager and/or Public Detailed Document Manager can truly function as file repositories. Your iBuild Business Consultant can help you determine the best way to organize your files. Values are applied when uploading the document but can also be added or changed using the in-grid edit feature. The values applied to the files can also be used to filter records for display in custom dashboards. For example, a project schedule update loaded into Public Project Document Manager with Generic 1 = Schedule can be programmed to display on the Executive Dashboard. If customizing values in the Type fields does not provide enough customization, the Public Project Document Manager SmartApp can be cloned and renamed on a project by project basis to provide specific document management functionality. If this were requested by the team, it is important to define the Data Types associated with the new application and to update Project Document Information accordingly. For example, Public Project Document Manager can be cloned to create Photo Manager with Types Generic 1, 2, 3 and 4 all available for more detailed photo attributes. The decision to clone a SmartApp depends on the level of detail required to track and categorize the uploaded data. Many factors, including the time required to maintain the database, must be taken into account when deciding to clone a SmartApp.

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Intermediate Importing
Standard Importing Steps
In iBuild you will often find it faster to populate data in an Excel spreadsheet and import into iBuild instead of creating records individually within the system. Several of the tasks associated with setting up iBuild allow for importing. What follows are the standard steps for importing any information into iBuild. Importing is a three-step process: 1. First, you generate an Excel template, 2. Second, you populate that template, 3. And third, you import the populated template.
Which SmartApps Allow Importing?
You can only import into record-based SmartApps, not file-based SmartApps like Contract Document Manager. (File-based SmartApps use the File It wizard to import files.) You would commonly import into: Project Document Information Submittal Manager Project Locations Punch List Manager RCL Manager CSI Codes IDC Issue Manager Contacts

Its strongly recommended that you perform your first few imports with the assistance of your iBuild Business Consultant or Regional Manager of Engineering.

Select Toggle Tree Mode then select the SmartApp youd like to import to

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1. Start by selecting the Import Data button ( in SmartApps that allow importing.

). This button is only available

2. The Data Importer wizard will appear.

There are three options for importing data: draft, submitted, and legacy. Save Imported Data as Draft: this option will import data without pushing it into workflow. A Gilbane user must then manually start workflow on each imported record. If you select this option, you can fill in the minimum number of fields to get the shell record created in iBuild. Submit Imported Data: this option automatically starts workflow on all imported records. If you select this option, you will have to populate all fields that are required at the first stage of workflow. Recipient and sender will receive notifications. Import as Legacy Data: These records are imported as closed and can never be pushed into workflow. Only use this option to import historical records. The template generated will contain the fields in the view you select. 3. Under the Generate Import Template options, select the appropriate import option (draft, submitted or legacy) then click the Generate Import Template button. 4. Open the Excel template file. The template contains three tabs: Sheet1 (blank), ImportTemplate (this is the tab you will populate), and DataKey. Do not add, delete, or rename any tabs.

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The Data Key is your guide for importing. It tells you how each field should be formatted. For fields with pre-populated values (e.g. drop down lists), it also provides a comprehensive list of valid values. For fields with a list of valid values, make sure to copy and paste these values from the Data Key tab to the Import Template tab. For fields with specific formatting (like date fields), follow the format from the Data Key exactly. Any deviation from the data key will result in import failure. Always leave the first two columns (Name and Description) blank; these are system fields that iBuild will populate during the import. 5. Save and Close the file. 6. Back in the iBuild Data Importer wizard, under Import Data options, select the import option that matches your selection in step 3 (draft, submitted or legacy). When performing a legacy import, be sure to select the Closed stage from the Stage drop-down menu. 7. Click Browse and find the Excel template file, click Open, then click the Import Data Now button. 8. When the File Download dialog box appears, click the Open button and review the ImportTemplate tab of the Excel template file. The column marked INQUESTSTATUS will specify SUCCESS or FAILURE. iBuild will also generate names for all records imported successfully.

Once you address the issues on the records that failed and are ready to try the import again, be sure to delete any records from the sheet that were successfully imported. Otherwise, you will create duplicate records in iBuild.

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The records that you have imported will then appear in grid view in the SmartApp.
Importing Best Practices and Watch-outs Only Gilbane users can import. Importing speed if improved if done in Office Anywhere. Do not utilize the import feature to update existing records (use bulk editing instead). Its a good idea to export a single, completed record and use it as a guide when populating the import template. Make sure you are in toggle tree mode. The import button is only available there. Do not change the tab labels. Make sure all companies are entered before an Import Template is created on an Account Import. Never touch Sheet1 on the template. Dont enter any information in the first two columns of the Import Template (Sheet 2) tab. These will be populated by the import. Hide the columns that youll be leaving blank. Copy and Paste from the Data Key (Sheet 3) where applicable to prevent keying errors. Fill out as much information as possible (unless importing into draft stage). Everything must be imported as the same stage. When possible, import Items as a draft stage. You can go in later and bulk edit and push to another stage, but this allows you to make changes to the import and prevents you from needlessly overloading the My Activities box of a Trade Contractor. Importing is data intensive; for best results, do not try to import more than 500 records at a time. Use a high speed connection. After you receive an email confirming your import is complete, you may have to hit refresh to see the imported items. Save these emails in case you encounter a problem with the import. Import a few records (to see what happens) before entering a few hundred records. Dont go it alone reach out to your RMoE or iBuild Business Consultant to check your template before importing. Submittal Importing Tips (see also TASK 9: Set Up Submittal Register and Submittal Manager SmartApp information): Make sure all CSI codes and Bid Packages are entered and CSI codes are mapped to the Bid Packages before a Submittal Register Import Template is created If you are importing the submittal register before the trade contract is awarded, the cleanest way to do so is to leave the Bid Package field blank and import the items as draft. Then, bulk edit the Bid Package field before assigning the records to the trade contractor. This requires less re-work than the practice of creating dummy bid packages and assigning register items to them. If you chose to have the submittal prefix bid package spec section, you can utilize a formula in Excel to prepopulate the prefix: =CONCATENATE(E2, -,AB2), where the E column is the Bid Package column and the AB column is the CSI Code column. Make sure you know the exact reviewers of the submittals before importing in order to make a note on the items that need review by atypical reviewers like the Commissioning Agent or the Owner.

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Intermediate Project Setup

What follows is a detailed set of step-by-step instructions for setting up iBuild on a project. Before starting on an iBuild project: The PX shall meet with the Client and A/E to determine, on a high-level, their needs and wants from the system. See Doer Seller Expectations. All project team members shall participate in a session of the iBuild Overview webinar as well as view Introduction to iBuild and basic Just-in-Time Tutorials: http://www.gilbaneco.com/university/iBuild/Training/index.html Purchase optional Tools and Hardware to enhance iBuild usage.

Summary of Setup Tasks

Task 1: Conduct Internal iBuild Kickoff Meeting In this meeting, run jointly by the PX, RMoE (or similar setup coach), and the iBuild Business Consultant, the project team strategizes the best way to setup iBuild for the project. Task 2: Conduct External iBuild Kickoff Meeting After strategizing internally, the PX, RMoE, iBuild Business Consultant, and other project team members meet with the Client and A/E. Task 3: Enter Project into System The project team provides the iBuild Business Consultant with basic information (such as project names, companies associated with the job, etc.) so that he/she can create the project in iBuild. Task 4: Enter All Known Users into System The iBuild Champion creates user accounts for all new users to the system, and/or associates any existing users to the current project. He/she also assigns users to all the appropriate roles and security groups. Task 5: Set up CSI Codes Before a submittal register can be created in iBuild, the iBuild Champion must first import CSI codes (this task), then set up a bid package for each Trade Contractor (task 7). Task 6: Set up Project Information and Drop Downs Project information (like RFI review days, submittal naming format, etc.) is entered by the iBuild Business Consultant. Any customizations to drop down menus (like submittal status and RFI discipline) are made by the iBuild Champion. Task 7: Set up Bid Packages The project team creates a bid package for each trade contract. Main points of contact for various SmartApps for Gilbane, the A/E, and the Trade Contractor are entered here. These fields feed information for other SmartApps. Task 8: Bring in Contract Documents Contract Documents are loaded into iBuild by the iBuild Champion/project team.

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Task 9: Set up Submittal Register Once all requisite information has been entered, submittal registers can be imported by the project team. Before doing so, the team should get agreement from both the A/E and the applicable Trade Contractor so that the register matches the way in which submittals will be packaged and reviewed. Task 10: Populate Project Locations RCL, Punch List, and Inspection and Test Manager include fields for project locations such as building, floor, room, and system. These project locations are populated by the iBuild Champion/project team before utilizing these SmartApps. Task 11: Populate Project Document Information All file-based SmartApps except Contract Document Manager have metadata fields that must be populated before they can be utilized. This is also done by the iBuild Champion/project team as part of the setup process.

General Setup Tips

Consider the following general tips, watch-outs and best practices before setting your project up in iBuild:

Trade Contractors cannot see Daily Work, RCL, or Punch List records for other Trade Contractors. Once a record has been pushed into workflow, changing a contact field within the record will not change the workflow assignment. To change the workflow assignment, utilize Item Delegation. When you Item Delegate a record, do not remove the Old User. This ensures that the original responsible user can still take action on the record. Make sure your Internet Explorer windows are always at a zoom level of 100%, particularly when in MetaData editing windows. Otherwise, not all information will display. When making changes in a record, always click Refresh ( ) after saving, especially before making any additional changes. When you email out a record in iBuild, a copy is not saved to your Sent Items in Outlook. Therefore, when emailing out to non-iBuild participants, its a good idea to CC: your projects Itinerary file for incorporation into the Read file. Confirmation of the email is also available in the Audit tab of the record.

Additional Watch-outs, Frequently Asked Questions, Tips and Tricks can be found at the end of this manual.

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TASK 1: Conduct Internal iBuild Kickoff Meeting

Meeting Goal: Establish Gilbanes protocols for the use of iBuild throughout the life of the project. This meeting is typically held after the PX has spoken with the Client to determine their overall goals for the system (see Doer Seller Expectations and Task 2). Here, the team is brainstorming the best way to setup iBuild. Meeting Participants: All of Gilbanes project team. This includes: The Project Executive, who can represent the Clients interests and ensure that the setup of iBuild will meet the Clients needs The Regional Manager of Engineering, who helps the project team make strategic setup decisions The iBuild Business Consultant, who answers technical questions and uses information gained in the meeting to setup iBuild accordingly Meeting timeline: This meeting generally happens before the project is set up in iBuild and before the external iBuild kickoff. This allows the project team to formulate an appropriate plan first, and then present it to the Client and A/E. This kickoff could be a series of meetings and, when appropriate, Tasks 1 and 2 can be reversed. Sample Agenda: 1. Discussion of iBuild abilities Collaborative tool Allows for clear workflow processing Gilbane-controlled Obvious ball-in-court task tracking Hardware requirements Which tools, hardware were bought? What type of data line does the project have? Will a workstation be setup for external users? 2. Discussion of team dynamics Will the team split based on tasks or bid packages? i. Tasks: one person responsible for RFIs, one for submittals, etc. ii. Bid Packages: one responsible to 06A, one for 07A, etc. Which project team member will have primary responsibility for each bid package? Which dashboard will each team member want to view? i. Provide examples How will the team delegate responsibilities of team members who are absent or taking PTO?

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Who will be the iBuild Champion (project-level administrator)? Getting acquainted with the primary iBuild Business Consultant. Review responsibilities for project team involvement vs. Business Consultants support role. 3. Client Considerations Who will provide the primary support for the Architect (and Client) while theyre learning iBuild the iBuild Champion or RMoE? Will the A/E upload documents to iBuild, or will they insist on using an FTP site? Will the A/E make comments in SmartViewer, or will they expect us to scan returned submittals? What reports will the Client want, and what information will they want? Are there fields that we want to keep out of view? Try to anticipate if the Architect will want all submittals circulated back to them, or if Consultants can review directly. Discuss how to set up workflow both ways so that youll be able to discuss the topic intelligently at the external kickoff meeting. 4. Trade Contractor considerations Are there (or are there anticipated to be) any Trade Contractors who refuse to use iBuild? How will the team track emails that are sent to Trade Contractors? 5. Application Discussions Review entire list of available Smart Apps. Which SmartApps will be applicable to the project? (e.g. may not use scheduling app) Will the team use iBuild for Design Phase? IDC? What will the task manager be used for beyond the automatic entries? (RFP responses, Revise and Resubmit submittals, etc.) What type of files will the team need to upload? Can pre-existing document management applications (file-based SmartApps) be used? How will correspondence files, secure files (e.g. requisitions), schedule uploads etc. be filed in iBuild? What will be the naming convention for files, and how will they be organized? (BIM files, submittals, contract docs) Will transmittals be required by the Client or can the team skip them? Will there be recurring meetings that can be established, with attachments, in iBuild? Will RFIs be posted electronically in SmartViewer? How will the posted set of documents be shared among the project team? How to get informed: Read File, CC notification, copying Itin email, etc. How will the project be broken down into locations in Project Locations?
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TASK 2: Conduct External iBuild Kickoff Meeting

Meeting Goal: To establish an understanding of the team approach to be taken to collaboratively execute and manage the communications, documents, and interactions for the life of the project. There is a two-level approach to this kickoff and having different Gilbane team members lead the items is critical to success: High-level strategic setup and structure of the project team within iBuild PX, RMoE, PM Low-level setup of security, customizations, and workflow execution PE, PM Meeting Participants: High-level: PX, RMoE, PM, iBuild Business Consultant, Client, Architect, Consulting Engineers (optional) Low-level: PX, PM, PE, iBuild Business Consultant, Architect, Consulting Engineers, Client (optional) Meeting timeline: High-level setup commonly takes place first, followed by the internal kickoff (see Task 1), followed by the low-level setup. This order is particularly effective if the team intends to brainstorm the best possible structure of iBuild and propose it to the Client and A/E. Conduct the meetings in whichever order makes the most sense for the project, and coordinate iBuild kickoff with other jobsite kickoff meetings. Sample Agenda: 1. Recap of what iBuild is, and what it isnt A software package of Smart Applications meant to help manage communications and documents for the project team Requires team involvement, internet connection, sufficient RAM, Internet Explorer 7 or 8, Wi-Fi, tablets, etc. Utilize iBuild Overview PowerPoint presentation, if necessary Stress different features including: email out, build PDF, and customized reports and dashboards iBuild is not an application that can be used solely by Gilbane; needs full participation and engagement, specifically the Architect is the most important participant Explain iBuild general terminology: dashboard, workflow, SmartApps, etc. 2. Preconstruction and its setup (if applicable) Can be its own project, but documents can be shared to the construction phase

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3.

4.

5.

6.

7.

Outline differences between the SmartApps used in preconstruction versus construction Will iBuild be used for meeting minutes? (note only Gilbane can create meeting minutes in iBuild) Workflow and how it is implemented on the project Workflow routing options for submittals, RFIs and Gilbane quality inspections. If possible, provide visual diagrams to show the various options. Establish Client and A/E participants for each core SmartApp. Timelines submittal review, RFI responses, etc. How construction documents, bulletins/ASIs will be issued and uploaded into iBuild PDFs should not have securities on them Show them emails and explain notifications real time vs. digest for workflow (not cc copies) Review the file-based SmartApps and explain the ways in which files (like purchasing documents) can be shared in iBuild Identify Distribution Groups for each SmartApp and/or discipline Information thats critical to the Client, and how they want to see it Customizations for dashboards and grids Customized reports through grids or creating new reports Determine which SmartApps will be used Closeout and turnover package discussion: what does the Client expect to receive and in what structure? o FDA? Think more cGMP o Federal? Is everything included? Consultants and other third party partners Schedule a date for training Structure of submittal reviews and RFIs Joint Venture and Program Management (if applicable) Impacts on routing of submittals and communications Assignment of duties: who is responsible to maintain construction documents, daily reports, meeting minutes, etc.? Determine next steps List action items Test the system: create a task in Task Manager to get partners comfortable with the basics of iBuild Schedule training

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TASK 3: Enter Project into System

The project team (PX) shall notify the regions iBuild Business Consultant of the intent to use iBuild in advance. The project team shall then provide the following information to the iBuild Business Consultant via email: Project number (must match CMiC) Project name as it should appear in iBuild List of Gilbane users and their roles

Available roles include: PE, Superintendent, PM, PX, Scheduler, Safety Manager, etc. (See iBuild Roles). Use the role they will perform (can be multiple) on the project regardless of their official title. List of external companies currently associated with the project (so they can be added to the system). For each company, also provide: o Exact website address o Company role (Owner, Trade Contractor, Architect, Consultant, or Inspector) o The Gilbane team member who shall have administrative rights to manage the company in iBuild. (If this person ever changes, be sure to tell the Business Consultant so they can update it.) o The iBuild Company/Contact Information can be used for this information. Identify Gilbane project team member who will serve as iBuild Champion Once given access to iBuild, all project team members shall download and install SmartViewer and Multi-file Uploader, which can be accessed in iBuild. Any optional Tools and Hardware shall be setup and installed at this time.

Remember to have your iBuild Business Consultant add or associate Trade additional Trade Contractors as they are brought on board.
One project or multiple projects?

On projects with multiple buildings, locations, or sub jobs, the project team must decide whether to set up iBuild as one project or multiple projects. Use the following guidelines but make the decision thats best for the entire project team:
Because of the structuring of workflow, always set up multiple projects when different Architects design different portions of the project. Multiple projects require more extensive setup. For example, all users working in multiple projects must be assigned to each project individually.

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TASK 4: Enter All Known Users into System

For each external company, the project staff must populate the users. New users (using iBuild for the first time) must be added to the system; users who have been on previous iBuild jobs must only be associated to the project. This is done by the iBuild Champion or other Gilbane employee(s) given the appropriate administrative rights to manage the company in STEP 1. If you need to perform this function and do not have appropriate administrative rights, contact your iBuild Business Consultant.

Adding a Single First-Time User

1. Click your User Name and Admin Console.

2. In the Administrative Center, click User/Security Administration then click Manage Companies. 3. A listing of companies will appear. Find the company associated with the user you want to add, and double click to manage the company.

If you do not have security access to the company, an error message will appear. Contact your iBuild Business Consultant to gain access to the company.

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4. Click the Contacts tab in the Manage Company window.

5. Click New ( ) and select IQ9 Account. Do not select any of the other options. The following screen will appear:

Note the four tabs that appear: Details, Application Roles, Groups and Dashboard Groups. Each tab must be filled out properly to ensure the individual being added can access everything he/she needs to. 6. In the Details Tab, enter basic information including: First and Last Name, Email, Location, and Phone/Fax numbers. For external users, the username shall be their email address (ex: jsmith@gbcotrade.com). For internal users, the username shall be the Gilbane domain name (typically first initial of the first name followed by their last name (ex: jsmith)). iBuild will generate a temporary password and notify the user.

Verify all the information entererd before saving. Once the user is created, he/she cannot be removed from the system.

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7. Click the Application Roles tab (you do not need to save at this time).

The General User role is checked as a default; uncheck this box. Check External User for external users (Architect, Trade Contractor, etc.) Check Internal User for any Gilbane user 8. Click the Groups tab. Select the Region associated with the project. If you do not do so, you will not be able to associate the user to the project.

9. Click the Dashboard Groups tab. These assignments dictate which dashboards the user will have access to. This does not tie to security groups and a user can be added to as many dashboards groups as appropriate. Assign dashboards based on the users role. Add Consulting Engineers to the Consultant group, add Architects to the Architect group, etc. As a general rule of thumb, also add all users to the Public Project Documents group. 10. Click Submit to complete the process. Although the user has been added to iBuild, they will not have access until they are associated with the project and assigned security roles.

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Preparing Multiple First-Time User Data for Import

Importing user accounts is currently a function performed by iBuild Business Consultants only. He/she will generate an Excel import template after all companies have been added and send it to the Gilbane project team. A member of the team (typically the iBuild Champion) is then responsible for populating the template. For general information for populating import templates, see Standard Importing Steps. In this import template, you will notice that the fields on the Import Template mirror the fields in the Manage Account screen described in Adding a Single FirstTime User. Before entering data, review the values pre-populated in the data key. If you notice needed information is missing (for example, the company you requested to be added is not listed), contact your iBuild Business Consultant to make the needed revisions and then re-create the template. Never use an old template. Columns A-H represents the fields you enter the users basic contact information in the Import Template tab. The Data Key is blank in these columns because they are text fields. Use the same conventions as used when adding single first-time users.

Columns I and J represent the company name and locations associated with the company (for companies with multiple offices).

Always copy and paste values from the Data Key into the Import Template. Do not attempt to retype values. Any discrepancy (even punctuation) will cause the import to fail. The rest of the columns represent the Application Roles, Groups, and Dashboard Groups. The data entry is logic based and the available values are TRUE or FALSE. Enter TRUE in appropriate column of the Import Template tab if the user belongs to this group (and you would check the box next to it if you were doing so in Manage Accounts). Otherwise, leave it blank (you do not need to enter FALSE).

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Column Category IQSEC_ IQROLES_ IQDASH_

Group Represented Groups Application Roles Dashboard Groups

Example IQSEC_13-MWRO = TRUE for MWRO users, blank for all other users IQROLES_External User = TRUE for External Users (Architect, Trade Contractors, etc.) IQDASH_Architect = TRUE for all users who should have access to the Architect dashboard

Once you have finished populating the template and checked it thoroughly for accuracy, forward it to your iBuild Business Consultant so he/she can upload it. You are now ready to bring users into your project.

Associating Users to the Current Project

Once a user account is created in iBuild, the user must be Added to the Project Team and assigned one or more Security Roles. Doing so will make the project visible and functional for the user and allow the user to take action in the system, so its critical to do it correctly. 1. Select Project Team from the project menu on the dashboard.

2. Click Add User.

3. Utilize smart search to find and select the users. Click Add Selected.

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4. The next step is to assign the user to his/her basic security role by associating the user to the appropriate Security Group(s). Check the box in the users profile window. Make sure no other users are checked off. Any changes made will take effect on all contacts that are selected. 5. Click the drop down arrow next to Assign Groups.

6. Hover over Security Group and select the appropriate Security Group(s). See iBuild Roles and Security Overview for guidelines on associating security groups. All users must be associated with a Security Group starting with the word iBuild in order for them to have access to the project. Assign all Gilbane project team members to the Internal Project Team group in order for them to view all project documents (including meeting minutes). 7. Click Apply Changes. 8. To check that the group has been successfully assigned, you can sort users by Security Groups using the Group By drop down menu.

You may have noticed two other menus under Assign To: Distribution Groups and Project Locations. You can associate users to these groups the same way you associated users to Security Groups. You can also create new Distribution Groups and Project Locations; see Appendix A: Creating and Populating Distribution Groups and Project Locations. If you need to remove someone from a Security Group, perform the same steps from the Remove From menu.
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iBuild will function most effectively when all project partners participate. However, if a project team finds themselves in a situation in which a project partner such as a Consulting Engineer or Trade Contractor refuses to participate, there are three work-around options for the project team. This should be treated as a last resort. OPTION 1: Global Delegation: Most Preferred With Global Delegation, two users are always assigned to the same item. Either user can take action on the item at any time. This option can be used if the user needs assistance in the beginning but will eventually be using iBuild on his/her own. This option poses the least amount of risk to Gilbane. OPTION 2: Email Swap Add the user as you normally would, but enter the appropriate Gilbane contact in the email address field. This allows Gilbane to log in as the non-participating user and push workflow on his/her behalf. The user is also capable of logging into the system, accessing and viewing items, but he/she will not receive notifications. This option poses a higher risk than Option 1 because Gilbane is taking action on behalf of another user and only the Gilbane contact will receive notifications. OPTION 3: Full Control: Least Preferred In this option, the non-participating user has zero access to iBuild. In the users company, the appropriate Gilbane contact becomes the main contact in Bid Package Manager. Because Gilbane is performing all workflow and the user cannot access the system, this option poses the most risk to Gilbane. Reports will show Gilbane taking all action. In addition, Gilbane must email out to the non-participating user each time action is taken on his/her behalf resulting in a significant amount of additional work. With this method, notifications must be tracked in Outlook. NO EMAIL? Trade Contractors may express that they do not have an email address. If the company has email, require the Trade Contractor to establish an email account through the company. Gmail, Hotmail, and similar accounts can be used when required, but should be a last resort.

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TASK 5: Set Up CSI Codes

After users are set up in iBuild, the next task for the iBuild Champion to perform is setting up CSI codes. 1. Select Project Information from the project menu on the dashboard.

2. Under ibuildProjectDefaults, make sure the value in the CSI Code Formats field (5 digit CSI codes or 6 digit CSI codes) is correct. If not, change the value and Save the record before continuing. 3. Switch to Toggle Tree Mode and select Project CSI Codes. 4. Select the Import Data button ( ) and perform the standard importing steps. 5. There are 4 fields to edit in the Import Template:
Column C E F G Column Header iBuildProjectSpecificCSICodes_Use iBuildCSICodes_Code iBuildCSICodes_Description iBuildCSICodes_Division Instructions Type Yes for all Type the specification number Type the specification title Copy and paste the CSI division from the Data Key

6. When importing, import as Submitted.

TASK 6: Set Up Project Information and Drop Downs

Project Information
The iBuild Business Consultant or iBuild Champion enters all Project Information into iBuild. These values are edited in the Details tab of Project Properties:

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In order to do so, values for the following fields must be decided by the project team (values shown are commonly used). Some values may be pre-determined in the Gilbane-Client contract. Do not alter these values without approval from the Client.
CSI Code Format Options: 5 Digit (15634) 6 Digit (40 16 29) RFI # of Days refers to the time between item creation and completion. Submittal Naming Format Options: Bid Package Spec Section Bid Package Spec Section

MESR Update Frequency Options: Monthly Bi-weekly Weekly

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Modifying Drop Down Selections

All SmartApps that contains drop down information (e.g. Inspection and Test Manager, Punch List Manager, Submittal Manager) are populated with standard values. However, these can be modified to fit the specific needs of a project. Some common examples of drop downs that would be altered include Submittal Status and RFI Disciplines. Be sure to perform this step before importing to any affected SmartApp. 1. Select Project Properties from the project menu on the dashboard.

2. Select the App Settings tab. A list of SmartApps will appear.

3. Select the SmartApp where the drop down that you wish to modify is located. 4. Click Manage MetaData Settings on the right half of the Project Properties window.

5. A new window will appear; double click the field you would like to modify. In this example, RFI Discipline will be modified.

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Only drop down selections for String fields can be modified. 6. A new window will open. Locate the Field Values section and click the New button.

7. Complete the Value field with the new drop down option. When you <Tab> to the Display Name field, the value you entered in the Value field will
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automatically populate in the Display Name Field. Change it if necessary (they are generally the same). Click the Submit button.

8. Close all open windows. The process is complete; repeat as necessary. When modifying the drop downs for submittal status, there are two fields that need to match: the item action on the main submittal, and the item action on Consultants sub items. Update these two fields: In iBuildSubmittalManagerLT: OfficialItemAction under iBuildSubRegItemReviewLT In iBuildSubmittalManagerSubItemLT: ItemAction under iBuildSubRegConsultInfoLT

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TASK 7: Set Up Bid Packages

Much of iBuilds workflow is structured according to information entered at a bid package level. The Bid Package Manager SmartApp is the application that the project team will use to manage this workflow. Trade Contractors are assigned to bid packages; Gilbane team members and the Architect are assigned the following responsibilities for those bid packages:
Gilbane Multiple Gilbane users can be designated for each of these roles Architect Only a single outside user can be designated in each of these roles

1. Access Bid Package Manager from the dock (

2. Click the Add Item button ( ) 3. Fill in as many of the required fields as possible. At a minimum fill in the required * fields. The following steps provide guidelines for filling in fields. 4. The Bid Package Number and Bid Package Name of each Bid Package record must align with the bid package designations in the Purchase & Award Schedule and i.BidPro. 5. You can use the Bid Package Description field to record important information about the bid package (e.g. scope). 6. The CSI Code Assignments grid is where you enter the specification sections that you want to include in the bid package. These appear as sub-items in the grid. 7. Click the Add Item button ( ) 8. Select the appropriate values from the drop down menus in the Division and Code fields. Description will auto-populate.

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9. Select Save & New to enter additional spec sections, or Save & Close. Spec sections can be entered at this time or later, but in order for the spec sections to appear in drop-down menus in other SmartApps, like Submittal Manager, you must make sure to enter the specification sections here. Here are a few tips for speeding up the process: When setting up the bid packages, Save & Copy the Bid Package record after tagging general spec sections (like Division 1) to the bid package but before tagging any trade-specific spec sections. Another option is to assign all spec sections to all bid packages.

10. Bidding information including Released for Bidding Date, Bid Due Date, Bid Due Time, and Bid Due Address can all be entered under the Bid Package Bid Information. This is optional. 11. The Bid Contact auto-populates with the current users information. If you are not the appropriate bid contact, remove your name and use the picker to select another user. 12. Use the picker to select users for each Bid Package Assignment. 13. Bid Package Award Information and Bid Package Trade Assignments are completed upon contract award. a. The Bid Contact will have a workflow activity to enter this information. The Activity is designated as Award Bid Package. b. In the record, select an Award Date and Award to Main Contact. Award to Company will auto-populate. c. Click the workflow drawer and click Award information entered button. d. iBuild automatically assigns any existing Submittal and Inspection and Test records to the Award to Main Contact. The Award to Main Contact is an important field. The name entered here becomes the default for all Trade Contractor assignments for the project (such as Contractor Daily Work, Inspections and Tests, and Submittals). 14. Like any SmartApp, click Save & Copy to create additional records or Save & Close to close out of the SmartApp. For complete workflow mapping to determine all SmartApps impacted by Bid Package Manager data, see the SmartApp Workflow and Security section.

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TASK 8: Bring in Contract Documents

All contract documents, including drawings, specifications, sketches, ASI and Bulletin narratives, etc. are uploaded to the Contract Document Manager SmartApp by the Gilbane project team. A standardized nomenclature should be established for all contract documents before they are uploaded into iBuild. 9. Access Contract Document Manager from the dock ( ).

10. Click the Add Item button ( ) 11. The File It wizard will appear. Notice the tabs along the bottom of the window: Upload, Destination, Conflict Resolution, etc. Use the forward arrow after completing each step to move through the wizard.

Forward arrow advances you through wizard

Tabs help you track your progress

12. Click the Green Plus Sign ( ) and browse your computer for the contract documents you want to upload. You can select multiple files to upload at one time by using the <Ctrl> or <Shift> keys. Alternatively, multiple files can be dragged and dropped into File It (this requires Multifile Uploader installation). The Architect will commonly post contract documents to an FTP site. Download those documents from the FTP site before attempting to upload them into iBuild. 13. Click the forward arrow and Select the project youre uploading the documents for. 14. Click the forward arrow and provide information, or Meta Data, for the documents. This can be done two ways: Bulk edit ( ) information that is the same for multiple documents

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Edit unique information directly in the grid use in-grid edit ( ). When using in-grid edit, hit the <Tab> key to move from one cell to the next.
These fields are recommended Document Revision Date Document Received Date Category

These fields are required Discipline Designer Reference Number Design Company Type Design Contact Title Designer Issue Date Drawing/Spec Number

You can preview documents in SmartViewer (

) before finishing.

15. Click the forward arrow again and click the Upload button. 16. If you would like to upload additional documents click the Yes button, otherwise click No. 17. iBuild creates a record for each document you uploaded. Documents are automatically sorted in grid view by Type and Discipline

iBuild assigns a record number with a prefix of CD followed by what was entered in the Drawing/Spec Number field. The last digit indicates the revision number.

You cannot create placeholders or blank contract document records in iBuild. If the Architect sends you the specifications as a single file and your project team decides not to break it out into individual files for each specification sections, you must still create individual records in iBuild for each specification section. You can utilize the dummy files located on the W: drive (W:iBuild/iBuild Dummy Spec Sections) to do so.

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TASK 9: Set Up Submittal Register

Importing the Submittal Register
Unlike Prolog Manager, which housed individual submittal items in the Submittal Register application and packaged them in the Submittal Packages application, iBuild features a consolidated Submittal Manager SmartApp. However, to prevent submittal items from being submitted into workflow on a completely individual basis (which may become overwhelming from a data entry and workflow perspective), the concept of packaging multiple items into single submittal records still applies in iBuild. Its critically important for the Gilbane project team to meet with the Owner and A/E to decide how submittals will be routed and processed before proceeding with setup. A standard nomenclature for submittal files should also be established. The following are guidelines that project teams can use to most effectively structure and load submittals into iBuild. In order to successfully import a submittal register into iBuild, the project team must set up the CSI codes, create the bid packages, and associate the specification sections to the bid packages. First, create a submittal register in Excel that lists all individual items you expect to receive using an import template generated from iBuild. Group the items into topics, then list individual submittals as sub-items within the topics. A topic as listed in the register will be imported as a single submittal record. Some suggested structuring of the submittal register includes: Straight lining the specs: Define topics by straight lining the specs or listing one submittal record per line item listed in the specifications (e.g. 03300 Product Data, 03300 Shop Drawings, etc.). Each individual submittal expected is listed as a sub-item under these topic designations. Sort by equipment: Some categories of submittals, particularly MEP equipment (chillers, AHUs, etc.) can be grouped as a single topic even though they cross multiple spec sections. Again, individual submittals should be listed as sub-items. Sort by sequence or area: Steel, curtain wall, and other disciplines with defined sequence of construction should be grouped together. They will likely be submitted in the same sequence they will be constructed. Sort by submittal types: In general, do not combine different submittal types. This provides better reporting metrics for submittals. Samples are separate: Always create individual submittal records for each sample. This makes tracking approvals of samples much easier. CSI code complete package: in some instances, all submittals within a single spec section would be submitted at one time.

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Separate by bid package: Regardless of the submittal structuring, never combine submittals from different Trade Contractors into a single grouping, even if they are submitting on the same product.

How are individual items tracked? If only the topics or groupings are imported as submittal records, how are individual submittal items tracked in iBuild? There are three options for tracking single items: the Notes field, the Detailed Item Tracking Grid, or linking records. This section will outline pros and cons of each. OPTION 1: Notes Field List the individual sub items in the Notes field of the submittal record. Update it as the submittal moves through workflow. PROS: Notes can be imported into iBuild. Does not require copious data entry. CONS: Not the easiest way to update detailed tracking information for each submittal item.

OPTION 2: Detailed Item Tracking Grid Add a line item in the detailed item tracking grid for each sub item included in the submittal package. PROS: Allows for very detailed tracking of each individual submittal item. Status items are open or closed. CONS: While you can report on these items, they dont appear in grid view.
OPTION 3: Linking Records This is the only option by which separate submittal records would be created for each sub item. A parent record is established for the submittal package (youll need to add a type for package). This is the record that the A/E will take workflow action on. List the submittal numbers for the related sub-items, or child records, in the Notes section of the parent record. Link each child record to the parent record. On the child records, change the External Reviewer to the appropriate Gilbane user and uncheck the Architect Review Required checkbox. Upload files either all files to the parent record, or individual files to individual parent and child records (be consistent). Push the parent record into workflow, and then update all records as they are reviewed. PROS: Allows for detailed tracking; reports will show all individual submittals. Can be imported. CONS: Substantial data entry required by Gilbane user to update records.

The A/E must have input on the level of granularity of the submittal register. While they will generally prefer multiple submittals to be packaged into single records, if they want to see individual submittal records for each submittal then the team will need to set it up that way. Unlike Prolog, it is not recommended to import a submittal register into iBuild before the applicable trade contract is awarded. It is strongly recommended to review the submittal register and intended grouping/packaging with the Architect, related Consulting Engineers, and Trade Contractors in order to get team agreement on how items will be packaged, submitted, and reviewed. Dont import your register into the system until you get

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this agreement. This will allow you to make changes to the way submittals are structured before creating the records in iBuild. It may be challenging to get a Trade Contractor to review a submittal register in a short period of time. Approach them to do so on day one and be persistent with getting a review. Remember they typically owe you a submittal schedule by contract anyway. Import the submittal register immediately after obtaining agreement on the way in which submittal records will be structured. The ability to report against your submittals is an essential tool for tracking. There are multiple fields that can be used flexibly to ensure the organization of submittals will facilitate reporting. One Gilbane project team repurposed Sub Section to designate Construction Submittals from LEED and Closeout Submittals. They could then report with two levels of detail (from Type and Sub Section), such as reporting all Closeout Submittals and reporting only Warranties. Utilize Transmittal Manager to package and send multiple submittals to the A/E at one time.

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TASK 10: Populating Project Locations

Any SmartApp that contains location information (e.g. Inspection and Test Manager, Punch List Manager, RCL Manager) cannot be used until someone on the Gilbane team sets up location values for the project. To set up project locations, you must be in Toggle Tree Mode; you cannot be in dashboard mode.

Adding Single Project Locations

Like most SmartApps, you can add project locations one at a time. 1. In Toggle Tree Mode, click the Project Locations SmartApp. 2. Click the Add Item button ( ). 3. Select the Type field from the drop-down menu (Building, Floor, Room, System or Other) and fill in the Value field. 4. Repeat as necessary.

Importing Multiple Project Locations

This is the most efficient way to set up multiple locations at one time. Utilize the Standard Importing Steps to do so. Type fields can be repurposed based on the projects needs, but do so before importing. Get the room finish schedule from the Architect as early as possible to import it into Project Locations.

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TASK 11: Populating Project Document Information

Loading Project Document Information
The Project Document Information SmartApp defines the project-specific data fields to be used by the document management SmartApps. Setting up the project criteria in Project Document Information is an important first step to fully utilizing the functionality of the various document management SmartApps. This must be done before uploading documents into these SmartApps and can be done by any iBuild gRole. Alternatively, Project Document Information can be imported. To set up project document information, you must be in Toggle Tree Mode; you cannot be in dashboard mode. 1. In Toggle Tree Mode, click the Project Document Information SmartApp. 2. Click the Add Item button ( ). 3. Each SmartApp has several predetermined Types associated with it, and each Type represents a separate field. Multiple Values can be defined for each Type.

SmartApp(s) Public Detailed Document Manager

Types BIM Info 1 Minor Discipline Major Discipline Area Floor Building Generic 1 Generic 2 Generic 3 Generic 4 Correspondence Info 1 Correspondence Info 2 Correspondence Info 3 Correspondence Info 4 Correspondence Info 5 Correspondence Content Type Correspondence Type

Sample Value(s) Meeting 1, Meeting 2, Meeting 3 HVAC, Piping, Power, Lighting Mechanical, Electrical, Plumbing Quad1, Quad2, Quad3, Quad4 First, Second, Third, Fourth A Wing, B Wing, C Wing Regulatory, Logistics, Financial Dept of Health, Building Dept. Varies by project Varies by project Varies by project Varies by project Varies by project Varies by project Varies by project Email, letter General Correspondence

Gilbane Secure Document Manager, Public Project Document Manager Correspondence Manager

4. Save and repeat as necessary (utilizing Save & Copy or Save & New).

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Intermediate Other
Creating and Populating Distribution Groups and Project Locations
Distribution Groups save you time when distributing iBuild records, particularly when using the CC: Notification fields. Instead of notifying the same individual users each time a particular type of record is created or moved through workflow (such as MEP submittals), you can instead create a distribution group with the relevant users and notify the group. Project Locations refer to physical addresses associated with particular users. This is an optional field that gives the ability to establish project-based addresses (otherwise, users are tagged to the main location of their company). Generally, iBuild Business Consultants can create and edit these locations for the project team, but this can also be done by the Project Champion. Distribution Groups and Project Locations are created in the Project Settings tab of Project Properties. Users are associated to these groups in Project Team. You cannot utilize Distribution Groups to push a record into workflow to multiple people. Distribution Groups do not currently pull into Transmittal Manager. Project Locations is not currently reportable.

Creating New Distribution Groups and Project Locations

1. Select Project Properties from the project menu on the dashboard.

2. Select the Project Settings tab.

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3. Click the plus ( ) under the Distribution Lists or Project Locations heading. 4. Name the Distribution List/Location and add a brief description. When adding Project Locations, provide the address. Click Submit. 5. Click Close.

Associating Users to Distribution Groups, Project Locations, and Additional Security Groups
This procedure is identical to initially adding users to Security Groups. Follow steps 4-7 of Task 4: Associating Users to the Current Project. Note that additional Security Group associations can be made at any time during the project, but should be made prior to pushing items impacted by those Security Groups into workflow.

Configuring Grid Views

There are many ways to customize your grid views so that you see exactly the information you need, including sorting, filtering, grouping, and adding columns. You can also save any customizations as personal grid views and use these personal grid views in custom dashboards.

Sorting Grid Views

To sort, click on the column header of the column you would like to sort by. Click the column header again to reverse the sort. Click once to sort your My Activities grid from oldest to newest item. Click it a second time to sort from newest to oldest.

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You can also sort by right clicking on the column header and selecting a sort order from the pop-up menu: Sort Oldest to Newest/Sort Newest to Oldest (for Due Date) or Sort A to Z/Sort Z to A (most other columns). If the triangle next to the column header is pointing up ( ), the sort is in ascending order. If its pointing down, the sort is in descending order.

Filtering Grid Views

To filter a grid, right click the column you would like to filter by, and select Filter Bar ( ) from the pop-up menu. The filter bar then appears below each column header:

Type the filter criteria and click the filter icon ( ). A menu will pop up with a series of operators to select from. Some commonly used operators are: Contains: this is the most commonly used operator and acts like a traditional search function. (This is the default option.) Equals to: only data that exactly matches the search criteria will appear. Does Not Equal To and Does Not Contain: will return records that do not contain the search criteria. Is Empty: returns records that have this field blank. Is Not Empty returns records that have any value. Is Between: use this to filter based on a date range; when typing the filter criteria, use the format MM/DD/YYYY and MM/DD/YYYY Select Apply All Filters.

To hide the filter bar (while maintaining the filters), right click any column header and select Filter Bar again. To clear a filter, click the filter icon ( ) and select Clear This Filter or Clear All Filters.

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Grouping Grid Views

Unlike sorting and filtering, grouping a grid view changes the appearance of records in the grid. RFI Manager grouped by Stage:

To group a grid, again right click on the column you want to group by, and select Group By This Field ( ). Click ( ) to expand the group and view the records contained in the group. To group a grid by multiple fields, right click any column and select Group by Box ( ). You can then drop and drag the gray column headers you wish to group by into the white box which reads Drag a column header here to group by that column.

Continue dragging and dropping column headers until you have the groupings you want. Saving various group by box configurations also enables you to view Contract Document Manager in different ways. To revert back to the previous, ungrouped view, click Refresh ( ).

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Changing Columns in the Grid

Columns can be rearranged in iBuild. To do so, click and hold the column header of the column you want to move, drag it left or right to the location of your choice, and release. If you do not see a particular data field in your grid, you may need to add it as a new column. All columns that are available in the form can be brought into grid view.

Click the down arrow of the custom button ( ). Mouse-over Main Item Fields. A list of data fields will appear. Any field with

a checkbox next to it ( ) is already included in the grid. Search for the data field you need, such as Description in RFI Manager, and click it. Select Apply Changes. The column will now appear at the far right of the grid.

Saving Configured Grid Views

To save a customized grid view: Click the down arrow of the custom button ( ). Select Save As. Type a name for the grid view. You can only save it as a Private Grid View, meaning that only you will be able to use this grid view. Grid views are not customizable at the project level. The grid view you saved will now appear on the drop down menu of available grid views, sorted alphabetically.

Creating Custom Dashboards

Every iBuild user is assigned a standard dashboard based on the users role on the project. You may want to create a custom dashboard that contains a different set of data. Select add new dashboard from the dashboard drop down menu.

In the Dashboard Name field, enter a title for your custom dashboard. The Copy From drop down menu allows you to use an existing dashboard as the starting point for customizing your dashboard. If you select None, you will start with a blank dashboard.

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Click Submit and OK. Use the drop down menu to select the dashboard you just created

Edit the layout to include the SmartApps and other elements you want to view. There are two ways to do this: Select edit dashboard layout from the dashboard drop down menu,

Or click the Edit Dashboard button ( series of editing icons will then appear (

) next to the dashboard tab. A ).

In edit mode, you can remove, add, resize, and reposition widgets on your dashboard. To remove a widget, click the x in the upper right corner of it.

To remove a button on the dock, click the button and select Delete (

To add widgets, click the Open Item Manager button ( Manager Interface appears.

). The Item

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Use the Category drop down menu to access the various types of items you can add to your dashboard, like Document Management Apps (i.e. Public Project Document Manager) or Workflow Apps (i.e. RFI Manager). IQ: Enterprise Widgets includes My Activities and Reports. External Widgets allows you to add web addresses for important information like weather and web mail. When you locate the item you want to add to your dashboard, you have several options for doing so: Icon Action Adds the item as a button on the dock Adds the item as a widget on the dashboard Adds the item to both the dock and the dashboard

Assign a title of your choice to each widget you add. For External Widgets, enter the appropriate URL under Web Address. For Workflow Apps, you can select which grid view you would like displayed (defaults to Basic View or Default View, but you can also use custom views youve already created).

Resize widgets by clicking and dragging the bottom right corner. Reposition widgets by clicking and dragging the widget header. The dashboard template is set up as a grid, and widgets will automatically snap into place. Move buttons on the dock by first clicking the button, then using the left and right arrow buttons ( and ).

Save your dashboard using (

or

).

Delegation
Delegation can be done at two levels: for an individual record, known as delegating a workflow step or for all records, known as global delegation. Delegating a workflow step is useful when someone is unavailable on a short-term, temporary basis, such as offsite for a meeting, and the particular record must be moved through workflow because it is time-sensitive. Delegating a workflow step is also useful when the need arises to work around a project team member for a single instance such as the case in which a contractor sends a resubmittal via email (instead of submitting it through iBuild) and a Gilbane user delegates the submittal to him/herself in order to speed up the resubmittal process. Global delegation is used when a project team member will be on vacation or otherwise unavailable for several days. Global delegation is also necessary when a user will no longer be participating in iBuild. [For more information about addressing

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non-iBuild participants, see Addressing project team members who will not be participating in iBuild.]

Delegating a Workflow Step

There are two ways to delegate a workflow step: select one or more records in grid view and click the Delegate Responsibilities button ( ), or select Delegate Responsibilities from the Actions menu when in an individual record.

In the Original User field, use the picker to select the iBuild user who is currently responsible for the workflow step. In the New User field, use the picker to select the iBuild user to whom you want to delegate responsibility for the workflow step. Folder Security, Item Security, and Workflow Access all default to removing the original user, meaning that the record will not appear in the original users My Activities widget and the original user will not be able to perform the workflow step. It is recommended that you change these values to Keep Original User Permissions and Keep Original User as Workflow Participant so the original user can still work with the record and perform the workflow step, if necessary. Click Submit. The user to whom you delegated responsibility will receive an email notification and the record will appear in their My Activities.

Global Delegation
Global delegation is an administrative function that can only be performed by an iBuild Business Consultant. He/she will need the following information in order to process the delegation: The Original user The Delegate user (the person who will be taking action on behalf of the original user) There can only be one delegation for any Original User. In addition, anyone in the Delegate User field for any delegation cannot be an Original User for any delegation. This is to ensure that delegated users take action on behalf of the original user (instead of further delegating).
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Responsibilities of John Jones, a subcontractor, is delegated to Fred Smith, a Superintendent. Both John Jones and Fred Smith cannot delegate responsibility to anyone else. The Reason for the delegation. The default reason is Leave, which indicates that youre delegating because the original user will be away from the project for a certain period of time. If the original user is remaining on the project, and youre delegating for another reason, use the drop down menu to change the value to Onsite. If there are any Special Instructions regarding the delegation, provide them to the Business Consultant. Provide a Start Date and an End Date for the delegation. If the delegation is permanent, provide an end date that is beyond the end of the project.

Global Delegation is not limited to a project. Therefore, you cannot use Global Delegation when a Gilbane user is transferred to another project that uses iBuild. Instead, remove the user from any roles in Bid Package Manager and item delegate all records currently in workflow (use grid view to speed up the process).

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Appendix
Appendix A: Resources and Training
Project-specific Training
Training sessions are run by the iBuild Business Consultant and typically held via webinar, unless there is a need for in-person session in order to build relationships with team members. Its the project teams responsibility to schedule training, not the Business Consultants. The extent of training may vary by project but shall, at a minimum, include: 1. Internal Discovery Session: 1-2 hours with the Gilbane team to provide an overall understanding of the look, feel and functionality of the system. This is typically combined with the internal kickoff. 2. External Kickoff Session: 1-2 hours with the Architect, Consultants, the Client, and optionally Trade Contractors. This training shall explain the look, feel and functionality of the system. The PX shall attend and support iBuild during the session. The iBuild Champion (or PE) should also attend. 3. Role Based Training for A/Es: 2-3 hours with the Architect and Consultants. The Client may optionally attend. 4. Role Based Training for Trade Contractors: 1-2 hours. At the beginning of the job, you will only have a few Trade Contractors on the project, so it is likely that you will want to host additional offerings once more Trade Contractors are onboard. Make these sessions as valuable as possible by scheduling them in conjunction with other meetings onsite (such as the weekly Trade Contractor meeting). Business Consultant resources are limited, so do not schedule a session each time a Trade Contractor comes onboard. Offer the training for a large group of Trade Contractors, not one or two. The iBuild Champion (or PE) should also attend.

Resources
The following resources are available to you for help in answering questions: The iBuild Business Consultant assigned to your project The GTG Service Desk: (401) 456-5911 or Servicedesk@gilbaneco.com The Regional Technologist (RT) assigned to your region Your Regional Quality Manager and/or Regional Manager of Engineering GU webinars (iBuild Overview and iBuild Forums) and the just-in-time tutorials embedded in the application iBuild Portal

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Appendix B: Glossary of Terms

Item Build PDF Description Function that allows a user to select one or more records to be built into a customized PDF format including attachments and links (if selected) A links clipboard whereby a user can copy a record to be pasted into a links field of another record A bulletin board for each record where permitted users can post comments for others to view and reply to The home screen of iBuild. Can be customized by each user for individual requirements To give permissions to another project team member to act on an individuals behalf To be provided Ability to select one or more records and distribute them in a custom format to other project team members or direct addresses The module to import files into a specific SmartApp or project document library Toggle button to view all projects a user has access to at one time. Will refresh all grids to include data from multiple projects Found in SmartApp Grid and Actions list in a record Notes Easy way for users to archive records

Clipboard

General iBuild

Comments

All SmartApps

Dashboard

General iBuild

Delegate (-tion)

All SmartApps

This is not the standard clipboard and copy/paste. It is related to links only Important: public comments can be seen by all users. Private comments can only be viewed by those who were selected at the comment creation Standard dashboards deployed for each role but individual users have the ability to customize their owner refer to training link This can be set globally by Business Consultant or on an individual record by clicking Actions in an opened record Sends as a PDF or preferably an unsecure link to a PDF file so that large files arent bogging down email accounts Multiple file types can be imported at once Global mode is useful for users that have access to multiple projects (regional executives, Safety Managers, etc.) but most project users will only be working in one project Referred to as picklist in Prolog the grid is simply a view of the data

Dock Email Out

General iBuild SmartApp Grid

File It

File It

Global Mode

General iBuild

Grid (In-)

Link(s)

Project portfolio

Primary view of a SmartApp that shows multiple records at once. Here a user is able to make edits to records, filter, sort, and report generation A hot link to an associated record, stored within both records to be able to navigate quickly to one another Area where a user can access any project they are associated with

All SmartApps

All SmartApps

Example: Link a drawing to a RFI record or link an Inspection to a Daily Work log Most users will only have access to one project

General iBuild

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Reports

A library of standard reports built by Gilbane for project use A record is updated with a new file or record to reside with its previous revision, this is caused through rejecting a record and calling for resubmission or selecting revision upon upload of a file A module to enter records and push items to participants and project partners An individual record found within a SmartApp (i.e. RFI-001) A pushpin placed onto a contract drawing to represent SmartItem

General iBuild

Revisions(s)

File It, SmartApp workflow

To have a custom report created, one must contact their iBuild Business Consultant Revisions in iBuild are created based on a formal process, versus versions that are automatically created by the system to maintain a full audit history on records

SmartApp

General iBuild

SmartItem SmartSymbol

All SmartApps SmartViewer

SmartViewer Sub-item(s)

Tree Mode

Version(s)

Widget Workflow

The electronic document viewer that is provided with iBuild A secondary item located within a record that can have its own security, be activated by workflow, or house information for that record Ability for Gilbane users to work within a file structure like Windows Explorer where all SmartApps are listed on the left side of the screen and grids open on the right As a record is modified and updated at each iteration, a new version is created A window found on a dashboard or SmartApp located on the dock To push a record into a project team members court for their action

General iBuild RFI, Submittal, Meeting Minutes, Master Daily General iBuild

A record or a document in iBuild is called a SmartItem When trying to delete a SmartSymbol, do not delete the SmartItem as well unless you intend to delete the associated record. Items cannot be returned once deleted from SmartViewer. Requires installation on a users machine iBuild SmartApps consist of main items and some SmartApps have sub-items, which are distinct entities used for different purposes and area sub-tier to the main item Great feature for internal users to be able to jump from one SmartApp to another quickly

All SmartApps

General iBuild All SmartApps

Versions are different from revisions (see revisions for definition) Can interact with a SmartApp while the widget is on a dashboard All SmartApps have a preconfigured workflow process that has been defined based on Gilbanes business practices, and each user role plays a different part in the process

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Appendix C: Watch-outs
Topic/Keywords Deletion of records Deletion of pushpins Found in All SmartApps SmartViewer Description Select users have rights to delete records (SmartItems); do so only when appropriate. When a user selects to delete a dropped pushpin on a drawing, the application offers two options: delete the SmartItem and SmartSymbol, or delete the SmartSymbol only. To delete both means that the user is also deleting the associated record (i.e. RFI001 is the SmartItem to that pushpin) By using this feature, all records selected will be updated with the fields that are altered. To ensure the change is made, a user must select the checkbox in the bulk edit window next to that field. If it is unchecked, any data in the field will not be applied upon Submit. Global delegations are set up so that all items that are assigned to one user are delegated to another user. If a user has the same workflow step delegated to them multiple times from multiple users, they will see a separate line item for each in their My Activities widget. iBuild is designed such that any time a user rejects an item via workflow, the system is configured to force them to put in a comment indicating a reason for the rejection. When uploading a contract document, the system will assign the unique Name ID to the document based on the drawing number that you have entered (i.e. CD-A101-0). Because this system name cannot be changed after the record is submitted, it is imperative that you put in the correct drawing number as part of the File It upload wizard. When a Master Daily Work Report (MDWR) is setup, it looks for any Contractor Daily Work Reports (CWR) that may have been created by the Trade Contractors (TC) for that day reporting. IF there arent any CWRs it will auto-generate the CWR for each of the TCs listed in the TC section of the Details tab. But if the TC does not take action using that auto-generated CWR and creates a new one for the same day, there will be duplicates. The Gilbane Superintendent will need to delete whichever report lacks the correct hours and notes from the TC. The Manpower grid section located on the Details tab of the MDWR is only for entering manhours for Gilbane, Owner, Consultants, and Visitors, even though trades are listed in the dropdown menu. All TC manhours will be entered within the CWR. From the widget window of a SmartApp there are two major types of reports: All or item level printing. The first set listed is to report on all items in the SmartApp for that project, regardless of what is selected in the grid view. The second set is an item-level filtered report, depending on what is checked off in the grid view. When uploading a file using the File It wizard, your final chance to make changes is when you are completing the in-grid edits for the different fields. Once you reach the final upload screen, there is no back button (if you right click and select Back, it will log you out of
142

Bulk-edit changes

SmartApp grid, File It

Delegation

All SmartApps

Comments

Rejection Comments

Contract Documents CD (drawings and Numbering specs)

Master and Contractor Daily Work Report

CDW TC creation and MDW autogeneration

Manhours for Gilbane and visitors

MDW Manpower grid Reports all or item

Running reports

No back button in File It

File It final screen

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All SmartApps

Downloading markups from SmartViewer Download locally

SmartViewer

the system). When selecting a rejection or revise and resubmit workflow, a comment will be required and will be posted to the Comments tab of the item. This comment is public to all that have access to the record, not just the user that is receiving the rejection. A new revision is created on top of the existing revision, but the revision history is maintained and a user can always go back and see the history of the record. Download Locally from a SmartItem file does not bring down SmartViewer markups. To download the markups from SmartViewer, you need to print from SmartViewer to PDF writer in your print queue.

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Appendix D: Frequently Asked Questions, Tips, and Tricks

Topic/ Keywords Help and Troubleshooting Records Question I need help, where do I go? (How do I?) Can I access more than one record at a time? Found in Home screen or in any SmartApp All SmartApps Answer There is a Help icon on each SmartApp and on the dashboard screen that provides just-in-time help to users. If that fails, call the Help Desk at (401) 4565911. No. Only a single record can be opened at a time. However, by using links within a record, a user can open another existing record. You can also utilize Grid View to quickly jump to different records within a SmartApp. Yes, be sure to change the Item view to a Gilbane custom view which has our header and format already included.

Email Out

Ad Hoc Reporting

While trying to email out a report, I keep getting a default view that does not have the Gilbane logo on it. Can this be changed? What do I do if I need to produce a report on the fly? Is spell check available? How do I blank out a field in multiple records?

Email Out

All SmartApps

Spell Check

Bulk-edit (blanking out fields) MDW creation tip (save and copy)

Notes fields in SmartApps All SmartApps

Grid print function has been customized to include the Gilbane logo and header so that ad hoc reports can be generated by the end user anytime using this function. In all notes fields, Spell Check is available and will check all text in the box. You can use bulk edit to blank out or clear out fields for multiple records by multi-selecting the records and choosing to update the field with a blank value. The easiest way to create a new MDW record is to open the previous days record, Submit and Copy it, change the date on the new record and enter your information. All TCs from the previous day will be brought over along with all notes so you can just made edits to the notes and manpower and your record will be complete. Users must use the refresh buttons on the grid to refresh and update the results set that they are viewing. If youve made a change to a record and its not being reflected as expected, use the refresh button to re-query the database. Build PDF is the fastest way. Use the custom button on the toolbar of any SmartApp window to create a PDF file of the SmartItem and any attachments. This saves you the time of printing the record and downloading each attachment. When logging into iBuild the first time, you are in

How do I easily get MDW my master daily work records created?

Refresh records and grids

How do I know if Im looking at up-to-date information in my grid? How do I easily print attachments?

All SmartApps

Print attachments

All SmartApps

Global

How do I get my

Home

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mode/load project

project info to show up at the top of my dashboard? How do I use specialized meeting minute naming conventions?

screen

Meeting minutes naming convention

Report Level Differences

What is the difference between the reports that are listed when clicking on the report icon? How do I get a project specific logo added to iBuild?

Project Logos

Custom Reports Tree Mode

What do I do if I need to produce a custom report? What is tree mode?

Searching file names

How do I search for a specific file in the system? Can I post drawings electronically?

Electronically posting drawings

Bulk review and pushing workflow File It Load 50 of XXXX

How do I process multiple records at once? What functions are available in File It? Why does my grid only load 50 items at a time?

SmartViewer

Where is help for

global mode until you go to Project/Project Portfolio select your project from the list and double click it to put you in the project. Then on the dashboard the project name will appear. Meeting The Meeting Number field typically auto-numbers Minutes as to bring in the next sequential number. But it can also be edited to help keep track of different meetings of the same type (i.e. Preconstruction meetings could have the Big Package added to the front). Reports From the widget window of a SmartApp, you can use the custom button for All or Item level Reports, or use the Print button for a custom ASPX report. As noted in the Watch-outs, All will report on all records, whereas Item Level or Print will only report on records selected in grid view. Reports Currently, the Gilbane logo is hard coded in the reports and custom logo capability does not exist. This is currently being discussed as an enhancement to support program management projects. Reports Contact your iBuild Business Consultant for assistance with custom reports. Remember ad hoc reporting is also available in grid view. All Toggle Tree Mode allows Gilbane users to get to a SmartApps tree view (vs. dashboard view) of all the SmartApps they have access to. This functionality is available to internal Gilbane users only, as we didnt want to confuse external users with too many different ways to access the data. Dashboard The search features is available at the dashboard level and within all SmartApps. This is a powerful tool that lets you search the database for records, users, and files (by file name). SmartViewer SmartViewer gives the user the ability to place pushpins on any drawing or PDF document opened in SmartViewer. Currently a user can post a new or existing RFI, RCL item, PL item and a link to another drawing or sketch. All Multiple items that are in your workflow action can SmartApps be reviewed and edited in grid view, then multiselected and pushed in workflow. File It File It is the wizard that allows you to upload files into iBuild. All Initial load is 50 items for performance reasons. SmartApps Click Load More Data to get more records (50 at a time). This is an enhancement request to load all the remaining records when clicking Load More Data. SmartViewer If you click on the ? on the dashboard and select

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SmartViewer? Comments What is the Comments tab for, and how does it work? All SmartApps

New contacts

How do I add a new contact to iBuild?

Company Manager

Views and filtering

How do I work with only a subset of records?

All SmartApps

Manpower Notes

What is the difference between CWR unit notes and Manpower General Notes? How do I manage due dates on Meeting Minute items?

Contractor Daily Work Report

Meeting items due date

Meeting Minutes

Project Directory

How do I run the project directory report?

Reports

SmartApp Tutorials, youll find SmartViewer help there. General comments can be posted on the Comments tab of any record in iBuild by anyone that has access to the record. When comments notifications are turned on (currently off in production), all users that have access to the item will receive a notification that a comment has been posted. The ability to add contacts has to be granted for individual users at each company they need to manage. For pilot projects, access is granted to one iBuild Champion (Super User) per project. To add a new Gilbane user, contact your iBuild Business Consultant; for all other contact additions, contact your iBuild Champion. Views can be customized for on-the-fly reporting, or saved for repeat use. Filters can be applied to views to only see and work with a defined set of records. (See just-in-time tutorials for more on these functions.) When TCs enter their notes for the day, they should not use the Unit Notes column where they entered their hours. Rather, they should use the notes section located on the details tab under Manpower in the section grid titled Manpower General Notes. When adding a new MM item, there are two methods of tracking the completion of an item. First is using the MM Item Due Date which does not auto-populate or create a task. The second is by creating a task that can be tracked in MM or Task Manager. Once the task is completed, you can close the item. Go to the Reports SmartApp located on the dock. Sort by Name and double click on any of the reports starting with Project Directory. Make sure you are in a single project (you cannot run the directory out of global mode).

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Appendix E: List of Available RFI, Submittal Reports

What follows is a detailed list of available reports for RFI Manager and Submittal Manager, the two most commonly reported SmartApps.

RFI Reports
RFI Detail Description: Detailed report of all RFIs All, Filtered, or Both?: Both Audience: All users Filters, Groups Applied: None Fields Included: RFI Number Revision Number Author Reference Number Date Created Answer Company Answered By Author Company Authored By Subject Discipline Category CC Notification List One Time CC Notification List Question Date Required Suggestion Answer Date Answered Links Attachments Comments

RFI Detail With Consultant Reviewers Description: Detailed report of all RFIs including the Consultant reviews All, Filtered, or Both?: Both Audience: All users Filters, Groups Applied: None Fields Included: RFI Number Revision Number Author Reference Number Date Created Answer Company Answered By Author Company Authored By Subject Discipline Category CC Notification List One Time CC Notification List Question Date Required Suggestion Answer Date Answered Consultant Review: Stage Date Answered Answer Contact Answer Company Answer Links Attachments Comments

RFI Graph Active vs Closed Over Time (was titled RFI Over Time) Description: Cumulative line chart showing the number of open RFIs over time and the number of closed RFIs over time All, Filtered, or Both?: All Audience: Used for Internal Tracking Filters, Groups Applied: The active line filters out Rejected, Draft, and Closed. The closed line represents only closed RFIs. Calculates using dates from workflow. Fields Included: Vertical Axis: Quantity of RFIs Horizontal Axis: Time (months) The green line represents the cumulative number of active RFIs; the blue line represents the cumulative number of closed RFIs.
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RFI Graph - Architect Turnaround (was titled RFI Architect Turnaround) Description: Displays RFI turnaround time in graph format and a summary log of all RFIs highlighting review dates All, Filtered, or Both?: Both Audience: Gilbane, Owner Filters, Groups Applied: None Fields Included (in Graph): Vertical Axis: Quantity of RFIs Horizontal Axis: Duration (days) Fields Included (in Summary Log): RFI Number Subject Author Company Answer Company Date Issued Date Sent for Review Date Answered Days in Review

RFI Graph Number Opened per Month (was titled RFI Open RFIs) Description: Graph showing number of RFIs opened per month All, Filtered, or Both?: All Audience: Used for Internal Tracking Filters, Groups Applied: Filters out Rejected, Draft, and Closed. Calculates using dates from workflow. Fields Included: Vertical Axis: Quantity of RFIs Horizontal Axis: Time (months)

RFI Graph Response History (was titled RFI Response History) Description: Displays RFI turnaround time in graph format followed by a summary log of all RFIs (same as Architect Turnaround report, but different fields shown in log) All, Filtered, or Both?: All Audience: Used for Internal Tracking Filters, Groups Applied: None Fields Included (in Graph): Vertical Axis: Quantity of RFIs Horizontal Axis: Duration (days) Fields Included (in Summary Log): RFI Number Subject Author Company Answer Company Date Created Date Required Date Responded Cost Impact Schedule Impact Drawing Impact

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RFI Summary All RFIs (was titled RFI Log All RFIs) Description: Summary log of all RFIs All, Filtered, or Both?: Both Audience: All users Filters, Groups Applied: None Fields Included: RFI Number Subject Question Created By External RFI Reviewer Date Issued by Author Days in Review

Stage Date Sent for Review

RFI Summary All Stages Grouped by Company with Action (was titled RFI - OACM All Stages) Description: Summary log of all RFIs (including closed), grouped by company with action All, Filtered, or Both?: Both Audience: Typically historical reference Filters, Groups Applied: No filters; groups by Company with action Fields Included: RFI Number Subject Stage For Action By Date Sent for Review Days in Review Date Required Days Late

RFI Summary Awaiting Design Team Response Grouped by Company with Action and Stage (was titled RFI - OACM with Consultant Reviewer) Description: Summary log of RFIs awaiting consultant review, grouped by company with action All, Filtered, or Both?: All Audience: Intended for OACM meetings Filters, Groups Applied: Filters for stage = awaiting consultant review or awaiting primary review (for main item); groups by Company with action Fields Included: RFI Number Subject For Action By Date Sent for Review Consultant Reviewer Consultant Stage Date to Consultant Days in Review Date Required Days Late

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RFI Summary Awaiting Design Team Response with Question (was titled RFI - OACM with Consultant Reviewer Question and Comments) Description: Summary log of RFIs awaiting consultant review, including RFI question and consultants comments, grouped by company with action All, Filtered, or Both?: Both Audience: Intended for OACM meetings Filters, Groups Applied: Filters for stage = awaiting consultant review or awaiting primary review (for main item) or awaiting consultant comment (for subitem); groups by Company with action and then by Stage Fields Included: RFI Number Subject Question Date Sent for Review Consultant Reviewer Days in Review Date Required Days Late Comments

RFI Summary Open RFIs (Excludes Awaiting Author Acknowledgement) (was titled RFI Log Open RFIs Excludes Awaiting Author Acknowledgement) Description: Summary log of all open RFIs excluding ones awaiting author acknowledgement All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: Filters out Closed, Draft, Rejected, and Awaiting Author Acknowledgement Fields Included: RFI Number Subject Question Created By Stage External RFI Reviewer Date Issued by Author Date Sent for Review Days in Review

RFI Summary Open RFIs Grouped By Company with Action (was titled RFI OACM) Description: Summary log of open RFIs, grouped by company with action All, Filtered, or Both?: Both Audience: Intended for OACM meetings Filters, Groups Applied: Filters out Rejected, Draft, and Closed RFIs. Groups by Company with action Fields Included: RFI Number Subject Stage For Action By Date Sent for Review Days in Review Date Required Days Late

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RFI Detail Blank Description: Provides a blank template for RFIs. Note: you must select one record from grid view in order to run this report. All, Filtered, or Both?: N/A Audience: All Filters, Groups Applied: None Fields Included: RFI Number Revision Number Author Reference Number Date Created Answer Company Answered By Author Company Authored By Subject Discipline Category CC Notification List One Time CC Notification List Question Date Required Suggestion Answer Date Answered Links Attachments Comments - Subject Comments - Message

RFI Detail Previous Versions Description: Identical to RFI Detail, but provides a separate page for each version of the RFI All, Filtered, or Both?: Filtered Audience: All Filters, Groups Applied: None Fields Included: RFI Number Revision Number Author Reference Number Date Created Answer Company Answered By Author Company Authored By Subject Discipline Category CC Notification List One Time CC Notification List Question Date Required Suggestion Answer Date Answered Links Attachments Comments - Subject Comments - Message

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Submittal Reports
SUB - Detail Description: Detailed report of all submittals All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: None Fields Included: Submittal Number Revision Number Stage Assigned to Company Assigned to Contact Primary Reviewer Secondary Reviewer Description Type CSI Code Sub Section Routing Method Category Notes Item Action Official Review Notes Construction Manager Notes TC Created Item Trade Contractor Notes Review Due Date Submittal Due Date TC Submit by Date Submitted to Construction Manager Date Submitted for Review Date Returned to Construction Manager Date Returned to Trade Contractor Date Submittal Revision Date Submittal Accepted Date Links Attachments Comments

SUB Detail With Consultant Reviewers Description: Detailed report of all submittals, including the Consultant reviews All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: None Fields Included: Submittal Number Revision Number Stage Assigned to Company Assigned to Contact Primary Reviewer Secondary Reviewer Description Type CSI Code Sub Section Routing Method Category Notes Item Action Official Review Notes Consultant Review: Use Comment Consultant Contact Consultant Company Stage Date Reviewed Consultant Review Item Consultant Review Notes Construction Manager Notes TC Created Item Trade Contractor Notes Review Due Date Submittal Due Date TC Submit by Date Submitted to Construction Manager Date Submitted for Review Date Returned to Construction Manager Date Returned to Trade Contractor Date Submittal Revision Date Submittal Accepted Date Links Attachments Comments

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SUB Summary Architect and Reviewers Turnaround Grouped by Contractor (Includes Submittals in Review) Description: Summary log of submittals, grouped by Contractor, highlighting days in review All, Filtered, or Both?: Both Audience: Intended for OACM Meeting Filters, Groups Applied: Filters to only show submittals in an Awaiting stage; grouped by Contractor Fields Included: Assigned to Company Bid Package Number (heading) Submittal Number Revision Number Description CSI Code Type Reviewers Stage Submittal Due Date Submitted for Review Date Sent to Reviewer Date Returned Date Returned from Reviewer Days in Review

SUB Summary Architect and Reviewers Turnaround Grouped by Contractor (Excludes Void, Superseded, and Draft) Description: Same as the previous report, but shows other open stages All, Filtered, or Both?: Both Audience: Used for Internal Tracking Filters, Groups Applied: Filters out only void, superseded, and draft submittals; grouped by Trade Contractor Fields Included: Assigned to Company Bid Package Number (heading) Submittal Number Revision Number Description CSI Code Type Reviewers Stage Submittal Due Date Submitted for Review Date Sent to Reviewer Date Returned Date Returned from Reviewer Days in Review

SUB Summary Grouped by Contractor (was titled SUB Summary All Stages) Description: Summary log of submittals grouped by Trade Contractor All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: No filters, grouped by Trade Contractor Fields Included: Assigned to Company Bid Package Number (heading) Submittal Number Revision Number Description CSI Code Type Notes Stage Submittal Due Date Submitted to CM Date Submitted for Review Date Submittal Accepted Date

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SUB Summary In Review Description: Summary log of submittals in review, grouped by Review Company. Also shows consultants review. All, Filtered, or Both?: Both Audience: Intended for OACM Meeting Filters, Groups Applied: shows only submittals awaiting external review (primary and secondary), awaiting CM acceptance, and awaiting CM review; grouped by Review Company Fields Included: Review Company (heading) Submittal Number Revision Number Description CSI Code Type Bid Package Submitted for Review Date Review Due Date Days Late Consultant Review: Company Contact Stage Item Action Date Reviewed

SUB Summary In Review Sorted by Review Due Date Description: Same as Summary In Review report, but sorted by Review Due Date All, Filtered, or Both?: Both Audience: Intended for OACM Meeting Filters, Groups Applied: shows only submittals awaiting external review, awaiting CM acceptance, and awaiting CM review; grouped by Review Company, sorted by Review Due Date Fields Included: Review Company (heading) Submittal Number Revision Number Description CSI Code Type Bid Package Submitted for Review Date Review Due Date Days Late Consultant Review: Company Contact Stage Item Action Date Reviewed

SUB Summary In Review A/E Only Description: Same as SUB Summary In Review, but filters out items with action to Gilbane All, Filtered, or Both?: Both Audience: Intended for OACM Meeting Filters, Groups Applied: shows only submittals awaiting external review, awaiting CM acceptance, and awaiting CM review; filters out items with action to Gilbane; grouped by Review Company Fields Included: Review Company (heading) Submittal Number Revision Number Description CSI Code Type Bid Package Submitted for Review Date Review Due Date Days Late Consultant Review: Company Contact Stage Item Action Date Reviewed

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SUB Summary In Review A/E Only (with Awaiting Sign Off) Description: Same as SUB Summary In Review A/E Only, but also shows submittals awaiting for record sign offs All, Filtered, or Both?: Both Audience: Intended for OACM Meeting Filters, Groups Applied: shows submittals awaiting external review, awaiting CM acceptance, awaiting CM review, and awaiting for-record sign off; filters out items with action to Gilbane; grouped by Review Company and then by Status Fields Included: Review Company (heading) Submittal Number Revision Number Description CSI Code Type Bid Package Submitted for Review Date Review Due Date Days Late Consultant Review: Company Contact Stage Item Action Date Reviewed

SUB Summary Outstanding Grouped by Contractor Description: Summary log of all submittals that have been put into workflow, grouped by Trade Contractor All, Filtered, or Both?: Both Audience: Used for internal tracking Filters, Groups Applied: filters out draft submittals; grouped by Trade Contractor Fields Included: Assigned to Company Bid Package Number (heading) Submittal Number Revision Number Description CSI Code Type Consultants Stage Submitted for Review Days in Review Days Late

SUB Summary Review Description: Summary log of all submittals in review, grouped by Trade Contractor (same as SUB Summary In Review, but grouped by Contractor instead of by Review Company) All, Filtered, or Both?: All Audience: All Filters, Groups Applied: shows only submittals awaiting external review, awaiting CM acceptance, and awaiting CM review; grouped by Trade Contractor Fields Included: Assigned to Company Bid Package Number (heading) Submittal Number Revision Number Description CSI Code Type Consultants Submitted for Review Date Days in Review Days Late

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SUB Summary Sorted by CSI Code Description: Summary log of all submittals (all statuses), sorted by CSI code All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: None Fields Included: Submittal Number CSI Code Responsible Company Bid Package Revision Number Description Type Stage Submittal Due Date Submitted for Review Date Submittal Accepted Date

SUB - Detail Previous Versions Description: Identical to SUB- Detail, but provides a separate page for each version of the submittal All, Filtered, or Both?: Both Audience: All Filters, Groups Applied: None Fields Included: Submittal Number Revision Number Stage Assigned to Company Assigned to Contact Primary Reviewer Secondary Reviewer Description Type CSI Code Sub Section Routing Method Category Notes Item Action Official Review Notes Construction Manager Notes TC Created Item Trade Contractor Notes Review Due Date Submittal Due Date TC Submit by Date Submitted to Construction Manager Date Submitted for Review Date Returned to Construction Manager Date Returned to Trade Contractor Date Submittal Revision Date Submittal Accepted Date Links Attachments Comments

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Appendix F: iBuild Company/Contact Information

Company Name: Address: Website: City/State/Zip: Telephone: Fax: Company Role:

iBuild Access: (Provide the names of the people who will need access to iBuild) Name: Title: Telephone: Email: Gilbane Admin: Name: Title: Telephone: Email: Gilbane Admin: Name: Title: Telephone: Email: Gilbane Admin: Name: Title: Telephone: Email: Gilbane Admin: Cell Cell Cell Cell

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Appendix G: Project Controls Market Analysis

Prolog Converge + Prolog Manager Primavera Contract Manager Constructware

Bluebeam N N N N N Y N N N N N N N N N N N N N Y Y Y N Y N

Customized to Gilbane's Process and Design to meet our needs 1. SUBMITTAL MANAGER

Y Y

N Y

N Y

N Y

? Y

N N

2. RFI MANAGER 3. MASTER DAILY WORK 4. CONTRACTOR DAILY WORK LOG 5. CONTRACT DOCUMENT MANAGER 6. MEETING MINUTES 7. RCL MANAGER 8. PUNCH LIST MANAGER 9. INSPECTIONS AND TESTS MANAGER 10. SCHEDULE IMPACT MANAGER 11. SAFETY INCIDENT MANAGER 12. MY ACTION ITEMS 13. BID PACKAGE MANAGER 14. TASK MANAGER 15. ISSUES MANAGER 16. TRANSMITTAL MANAGER 17. READ FILE MANAGER 18. MATERIAL STATUS TRACKING Viewer Disconnected mode (offline access)

Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y

Y Y N Y Y N Y Y N Y Y N Y Y Y N N Y YProlog on PC YConverg e N Y Y

Y Y N Y Y N Y N N N Y Y N Y Y N N Y

Y Y N Y Y N Y

Y Y N Y Y N Y ?

Y Y N Y N N Y Y N N Y N Y Y N N Y Y

N N Ycalled issues Y???? N Y N Y Y Y N N Y N Y Y N N Y Y

N Y

Y Y N Y Y Y Y N Y N Y Y Y Y Y N N Y

N N Y Y ? ? N N N Y

? ? ? Y Y ? Y N N Y

Y Nsyncs N Y iPad

Internet-based Fully Web Based Collaboration with arch and client Bidirectional mobile device access (Blackberry)

Y Y Y Tablet PC's

Y Y Y ?

Y Y Y Y

Y N Y ?

Y Y Y Tablet PC's

Y Y ? N
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Latista

iBuild

CMiC

Vela

Microsoft Office integration ability to work with Office files, download/upload to Office products, get notifications to MS Outlook Integration with SharePoint (define)

Y Y

? ?

? ?

? ?

? Y

? Y

? Y

? Y

Dashboards/KPIs BIM integration (clash to RFI direct, define) Reporting tools DBO2-like Safety Checklist Commissioning Financial Management Procurement Module Scheduling Document Storage (CE = Central, CL = Client) Study conducted 8/27/2010

Yweak KPIs Y N N N N N CE

N Y N N Y Y N CL

Y Y Y Y N N N CL

Y Y Y Y N N N CE

N Y ? Build each custom N N N N N Y Y Y Y Y Y Y N N Y CE CE CE

N Plugin N N N N N N CL

Y N Y N N Y Y Y CL

"Y" means it has some level of functionality, however, RFI in iBuild may be more robust than RFI in another product

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Appendix H: RFI Routing Options and Worksheets

Case 1: RFI Answered Solely by the Architect

External RFI Reviewer/ Primary Architect can: 1. Answer question and send it back to Gilbane 2. Forward question to Consultant(s)
QUESTION QUESTION

Trade Contractor (RFI Author)

ANSWER

Gilbane
ANSWER

External RFI Reviewer/ Primary Architect

QUESTION

ANSWER

Consultant Reviewer(s)

Required Security Groups:

Primary Architect: iBuild Architect RFI Primary Architect

Consultant Reviewers: iBuild Engineer or iBuild Owner

iBuild Entry:

Notes and Watch-outs:

The External RFI Reviewer/Primary Architect controls the review process If forwarded to Consultants, the Primary Architect has the ability to Cancel Monitor to take control of RFI and provide answer This requires more involvement by Primary Architect to distribute to Consultant Reviewers If a member of the Architects firm is functioning as a Consultant they must have security role of iBuild Engineer The RFI Primary Architect security group must only have one associated user

Architect Review is required External RFI Reviewer = Primary Architect Gilbane Workflow Action = Send to External RFI Reviewer

Fill in Project Team Members Names:

External RFI Reviewer/ Primary Architect

Consultant Reviewer(s)

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Case 2: RFI Answered Jointly by Architect and Consultants

When Gilbane sends to Consultants, Primary Architect is automatically notified
QUESTION QUESTION

Trade Contractor (RFI Author)

ANSWER

Gilbane

Consultant Reviewer(s)

Consultants answer question in Consultant Review area

AN SW

ER
QUESTION

ANSWER

QU ES TIO

Primary Architect

ANSWER

Additional Consultant Reviewer(s)

Primary Architect can Cancel Monitor and take control of the RFI at any time

Required Security Groups: iBuild Entry:

Primary Architect: iBuild Architect RFI Primary Architect

Consultant Reviewers: iBuild Engineer or iBuild Owner

Notes and Watch-outs:

This is the Gilbane best practice for processing RFIs Example use: MEP RFI sent directly to MEP Engineer whose answer routes back through Primary Architect The Primary Architect is required to move/copy the consultant answer into the main Answer box Trade Contractors have no access to view the Consultant Review area The RFI Primary Architect security group must only have one associated user

Architect Review is required External RFI Reviewer must = Primary Architect even though External RFI Reviewer field is not used Gilbane Workflow Action = Send to Other Reviewers

Fill in Project Team Members Names:

Primary Architect

Consultant Reviewer(s)

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Case 2Alt: RFI Answered Jointly by Architect and Consultants This workflow is generally used when the Architect requests the Consultant submit his/her answer using the official Answer box instead of answering in the Consultant Review area.
QUESTION QUESTION

Trade Contractor (RFI Author)

ANSWER

Gilbane

External RFI Reviewer (non-Architect)

External RFI Reviewer (Consultant) answers in Answer box

AN SW

ER
QUESTION

ANSWER

Primary Architect

ANSWER

Additional Consultant Reviewer(s)

Primary Architect is not notified until External RFI Reviewer submits answer.

Required Security Groups: iBuild Entry:

External RFI Reviewer: iBuild Architect

Primary Architect: iBuild Architect RFI Primary Architect

Consultant Reviewers: iBuild Engineer or iBuild Owner

Notes and Watch-outs:

The Primary Architect can also enter text in the Answer box; he/she has workflow options to Forward to Consultants or Submit Answer. The common hold-up with this workflow is that no one can Cancel Monitor on the External RFI Reviewer; cannot proceed in workflow until he/she takes action The RFI Primary Architect security group must only have one associated user

Architect Review is required External RFI Reviewer must not = Primary Architect Gilbane Workflow Action = Send to External RFI Reviewer

Fill in Project Team Members Names:

External RFI Reviewer (non-Architect)

Primary Architect

Additional Consultant Reviewer(s)

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Case 3: RFI Answered Solely by a Single Non-Architect (Consulting Engineer or Owner)

QUESTION QUESTION

Trade Contractor (RFI Author)

ANSWER

Gilbane
ANSWER

External RFI Reviewer (non-Architect)

Once Gilbane receives answer from External RFI Reviewer, it can be finalized or sent to additional Consultants.

Additional Consultant Reviewer(s)

The External RFI Reviewer answers the RFI in the official Answer box and sends it back directly to Gilbane.

ANSWER

QUESTION

Required Security Groups:

External RFI Reviewer: iBuild Architect

Consultant Reviewers: iBuild Engineer or iBuild Owner

iBuild Entry:

Notes and Watch-outs:

Used primarily for consultants not under contract with the Primary Architect; also for Owner RFIs There is no involvement by the Primary Architect in this workflow. If they want to be copied, make sure to notify them via CC: Notifications. No one can Cancel Monitor on the External RFI Review; cannot proceed in workflow until he/she takes action If Gilbane forwards to additional consultants, they can Cancel Monitor at any time. Gilbane must coordinate answer between all relevant parties.

Architect Review is not required External RFI Reviewer must not = Primary Architect Gilbane Workflow Action = Send to External RFI Reviewer

Fill in Project Team Members Names:

External RFI Reviewer (non-Architect)

Additional Consultant Reviewer(s)

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Case 4: RFI Answered by a Multiple Non-Architects (Consulting Engineers and/or Owner)

The External RFI Reviewer answers the RFI in the Consultant Review area

QUESTION

QUESTION

Trade Contractor (RFI Author)

ANSWER

Gilbane
ANSWER

Consultant Reviewer(s)

ANSWER

QUESTION

Additional Consultant Reviewer(s), Primary Architect

Gilbane controls the entire workflow and can Cancel Monitor at any time, for both the original and subsequent reviews

Required Security Groups: iBuild Entry:

Primary Architect: iBuild Architect RFI Primary Architect

Consultant Reviewers: iBuild Engineer or iBuild Owner

Notes and Watch-outs:

Used primarily for consultants not under contract with the Primary Architect; also for Owner RFIs Gilbane controls the RFI process and can Cancel Monitor at any time. Gilbane must move Consultants comments into Answer box. Gilbane must coordinate answer between all relevant parties. If Gilbane sends to Primary Architect after initial review, the Primary Architect can also Cancel Monitor. Longer process if Primary Architect chooses to forward to additional consultants. The RFI Primary Architect security group must only have one associated user

Architect Review is not required External RFI Reviewer and Primary Architect are not relevant (they must be completed because they are required fields but they dont impact routing) Gilbane Workflow Action = Send to Other Reviewers

Fill in Project Team Members Names:

External RFI Reviewer/ Primary Architect

Consultant Reviewer(s)

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