Introduction

Deliverables Management provides secure deliverables exchange between business entities. It ensures that deliverables package information can be trusted, speeds up preparation process, and makes it easy to identify and resolve urgent issues.

Key benefits:

• Provides status visibility of all incoming and outgoing deliverables, RFIs and General Correspondence.
• Ensures that only authorized contractors and subcontractors have access to deliverables packages.
• Enables recipients to easily acknowledge, download, review, and respond to the documents.
• Makes the deliverables review process easy to track through email notifications and the built-in audit trail.

Deliverables Management services allow you to Configure or Copy settings to comply with your deliverables standards.

Deliverables Management settings are found under Administration - Deliverables settings.

Deliverables Settings

General

Copy settings from your organization

Deliverables Management settings help manage contractual communication rules. To setup your project faster, you can copy Deliverables Management settings from your other (template) project.

Settings to be copied:

• Identification
• Cover letters
• Purposes and response types
• Package types and their attributes
• Scheduling
• Incoming data storage
• Notification texts
• Submittal Issue forms.

Copy settings from external organizations

Copy settings from your client, partners, vendors or subcontractors to make sure you are using the same contractual communication rules.

Settings to be copied:

• Identification
• Package types and their attributes
• Purposes and Scheduling.

Identification and Classification

Identification

Each package in the project is automatically assigned an ID number when it is created, based on the default numbering rules of your project. The ID number consists of a prefix and an auto-incremented number. You can use the default prefixes as is or modify them as needed.

To modify the default package ID numbering rules,

• Select Identification under Deliverables Settings

• Click in the Prefix field of the Package type whose numbering rules you want to change.

Default package type prefixes in new projects:

Package Type	Prefix	Preview
Transmittal	{ProjectID}-TR-	Daph123-TR-0000001
Outgoing RFI	{ProjectID}-OutRFI-	Daph123-OutRFI-0000001
General Correspondence	{ProjectID}-GC-	Daph123-GC-0000001

[Note: The {ProjectID} variable in each default prefix resolves to the ID of the Infrastructure Cloud project.]

When finished editing a prefix, click the check mark icon inside the Prefix field to apply the changes

Classification

Classification labels help you identify and categorize transmittals, RFIs and General Correspondences.

Classification labels are optional and they get assigned by the person who is creating the outgoing packages.

When a transmittal, RFI or General Correspondence has a classification label, you can sort those items in a list by their Classification attribute.

The list of classification labels is empty by default. You can name the labels whatever you want. You can create new ones (+ icon), edit existing ones, move them up or down in the list (as you want them to appear in the transmittal and RFI draft windows), and delete unused ones.

Classification field can be set as Required, so packages cannot be Submitted if they don’t have a validate Classification.

Cover letters

A cover letter PDF is automatically generated for and sent out with each transmittal issued from the project. The cover letter is generated from the cover letter template designated as the default cover letter template in your project.

Deliverables Management delivers one cover letter template, which is automatically set as the default cover letter template. The delivered template is a Microsoft Excel spreadsheet that contains various variables that will be replaced with real attribute values (describing the project, the transmittal, and the documents it contains) when the cover letter is generated upon issuing the transmittal.

You can use the delivered template as is, modify it, or upload one of your own. If you have more than one cover letter template, you can select which one you want to be the default.

You can modify your template as needed prior to issuing a transmittal. Also, you will get a chance to review your cover letter PDF prior to the transmittal actually being issued. If you are not satisfied with the contents of the cover letter PDF, cancel the confirmation dialog, save the transmittal as a draft, modify your template as needed, then return to the draft transmittal and issue it again. The PDF will be generated again, at which point you can review it once more and confirm when you are ready to finally issue the transmittal.

Create or Modify a Cover Letter Template

If this is the first time configuring the Cover Letter, you would want to Download the existing one as Template

• Select the desired Cover Letter file
• Click on the arrow to the right of Upload
• Click on Download

• Open the file and make changes as needed.

You can add your company logo, move things around, change the style, add text, or move, remove, or replace variables as needed.

If you added a file system attribute to the list of transmittal attributes in your portal settings and you want that attribute to also appear in the transmittal cover letter PDF, then you will need to add a variable that represents the attribute in the appropriate location of your cover letter template.

For example, if you add an attribute named Size (meaning file size) to the list of transmittal attributes and you want that attribute to be displayed for each document listed in the cover letter, then you need to add a "Size" or "File Size" column (the column name can be whatever you want) to the DOCUMENTS table and under that column enter the {$DocumentAttribute.GetValue(Size)$} variable. If you want the same Size attribute to be displayed for each reference listed in the cover letter, then you need to add a similar "Size" or "File Size" column to the REFERENCES table and under that column enter the {$ReferenceAttribute.GetValue(Size)$} variable. Remember, whatever you name the attribute in the portal settings, the same name must be specified in the GetValue parameter of the variable. In other words, if the attribute name is File Size, then you must use GetValue(File Size) in the variable.

• When finished, close the file and click Upload to upload it.

The delivered template cannot be overwritten, therefore even if you edit the delivered template, it will be added as a new template when you re-upload it. This way, the delivered template is always preserved.

Also, the newly uploaded file is not automatically set as the default, even if you downloaded and edited the delivered cover letter template.

Make a Cover Letter the default

To make the newly uploaded template the default, click the check box next to the template file, click the menu above the template list and select Set default.

Using Variables in the Cover Letter

Follow this link to learn more on How to Create or Edit a Purpose - click here

Purposes

Each transmittal you create requires that you assign a purpose to the transmittal. The purpose controls:

• Which reply actions are turned on or off by default for each participant that is manually added as a recipient to the transmittal draft
• Which response options the recipients can choose from, if they are required to respond
• Whether or not the confidential setting is turned on or off by default in the transmittal
• Which related distribution rules you can apply to the transmittal, if distribution rules are configured for this project

Each project contains a set of default purposes. You can edit the name or settings for any of the default purposes, add new purposes, change the order in which they appear in the Transmittal Draft dialog, or delete any purposes you do not need.

These are the default purposes:

• For Review
• For Approval
• For Information
• For Construction
• For Design
• For Estimation

Each purpose contains two reply actions which you can turn on or off as needed: Acknowledge and Response. When a reply action is turned on in the purpose and you apply the purpose to a transmittal draft, the reply action will be turned on by default for each recipient that you manually add to the transmittal and can also be turned off for each manually added recipient as needed. When a reply action is turned off in the purpose, then the reply action will be turned off by default for each recipient that you manually add to the transmittal draft, and cannot be turned on.

For each purpose you can also turn on the Confidential data included setting. When this setting is on and you apply the purpose to a transmittal, the transmittal is automatically marked as confidential. Whether you turn the confidential setting on or off in the purpose, you can always manually turn the confidential setting on or off in the transmittal draft.

When a purpose requires a response, you can configure what response options the recipients who are required to respond will be able to choose from. When a response is not required, the recipient is not able to respond and therefore is not provided with a list of response options.

Each response option consists of a name and an icon.

These are the default response options:

• Approved - by default contains the Approved response type and icon
• Approved with comments - by default contains the Approved with comments response type and icon
• Rejected - by default contains the Rejected response type and icon
• Revise / resubmit - by default contains the Revise / resubmit response type and icon
• Will not respond - by default contains the Will not respond response type and icon

When a response is required for a purpose, the purpose must contain at least one positive response option, at least one negative response option, and the Will not respond response option.

You can add new response options to the purpose, modify existing response options, remove response options, and change their order in the list. The order in which the response options are listed in the purpose is the order in which they will appear to the recipient.

Create or Edit a Purpose

Follow this link to learn more on How to Create or Edit a Purpose - click here

Package types

In the package type settings, you can configure Transmittal, RFI and General Correspondence package attributes and other settings.

Settings that can be configured for Transmittal package:

• transmittal documents attribute list (transmittal attribute list determines which document attribute information can be included in a transmittal draft).
• enhanced response visibility for external organizations.
• Hiding transmittal package type.

Settings that can be configured for RFI package:

• RFI package question and response attribute list.
• Request RFI draft response to be reviewed and approved prior to sending it back to RFI author.
• hiding RFI package type.

Settings that can be configured for General Correspondence package:

• General Correspondence package and response attribute list.
• General Correspondence confidentiality.
• hiding General Correspondence package type.

[Note: general correspondence is a type of package that is intended for managing various official project communications.]

Each project contains a general correspondence template, which lets you create as many package types based on the general correspondence template as you need. For example, you might create a general correspondence package type named "Meeting Notes", and another named "Contractual Documents". A default, preconfigured general correspondence package type, simply named "General Correspondence", is also available which you can use as is or customize (or even delete if it is not needed).

 

Create or Edit Transmittal Attributes and Settings

Follow this link to learn more about available Transmittal Attributes and Settings - click here

Create and Edit RFI Attributes and Settings

Follow this link to learn more about available Transmittal Attributes and Settings - click here

Create and Edit General Correspondence Attributes and Settings

Follow this link to learn more on Editing Email Notification Templates - click here

  

Scheduling

In Deliverables Management settings, on the Scheduling tab, you can set the default due dates for acknowledgements and responses that will be automatically applied to each new transmittal, RFI, or general correspondence.

For all package types, the default due date for acknowledgements is 2 days after the item is issued.

For transmittals, the default due date for responses is 14 days after the item is issued.

For RFIs and general correspondences, the default due date for responses is 7 days after the item is issued.

The user configuring the transmittal, RFI, or general correspondence can either keep the default due dates or change them as needed before issuing the item.

For RFIs, you can also turn on the option Reset response due date when RFI response is rejected, so that the RFI response due date will be automatically reset if the RFI author rejects the RFI response.

  

Distribution matrix

Deliverables Management's Document Distribution Matrix (DDM) allows project teams to define and enforce access control-based standardizations, helping to ensure that documents of a specific type are always reviewed by specific people. This capability allows administrators to manage project deliverables distribution more accurately, effectively and in a fully auditable way. - all this will help better manage risk and save a lot of time for our users' project teams.

Distribution rules are an optional feature in the project that can be used to ensure that transmittals are always sent to, reviewed by, and approved by the right people, and within the right time frame.

In the document distribution matrix, you can define as many distribution rules as you need for each purpose in the project. Then, when you are creating a transmittal, the purpose you select determines which of the distribution rules in the matrix you can choose from to assign to this transmittal (only the distribution rules that are associated to the selected purpose will be listed).

Configuring Distribution Rules for Transmittals

Follow this link to learn more on Editing Email Notification Templates - click here

Storage

In the Storage settings you can either connect your Deliverables Management with AssetWise repository or view ProjectWise Design Integration work area storage information.

When using the Deliverables Management connector for ProjectWise Explorer, the following actions will automatically import Deliverables Management files from the ProjectWise project into the associated work area in ProjectWise:

• Acknowledging an incoming submittal - files in the submittal package are imported
• Acknowledging an incoming RFI - files attached to the RFI are imported
• Opening an outgoing transmittal that has incoming responses - files attached to the transmittal responses are imported
• Opening an outgoing RFI that has incoming responses - files attached to the RFI responses are imported

The import process stores the files in the work area, under the default storage location specified for each item type. A reference scan is also performed automatically at the time of import.

Notifications

Each project has a set of default email notification templates for all of the possible events that may occur during the deliverables exchange process. You can use the default notification templates as is, or you can edit them as needed.

Each email notification template contains a default subject with a brief reason for the notification, and a default message body with a polite, detailed reason for the notification (and where appropriate, a suggested course of action).

When editing the subject or message fields, you can use plain text or a combination of plain text and variables. Each of the delivered templates uses a combination of plain text and variables.

Editing Email Notification Templates

Follow this link to learn more on Editing Email Notification Templates - click here.