1 / 129

Architect Training Local Admin

Architect Training Local Admin. Today’s Agenda. Introduction to OAKS CI System Navigation: Tasks, Notifications, Drafts, Document Manager, Logs Creating Records in Logs Working with Tasks Document Manager and Attachments Subcontractor/Material Supplier Declaration

Rita
Télécharger la présentation

Architect Training Local Admin

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Architect Training Local Admin

  2. Today’s Agenda • Introduction to OAKS CI • System Navigation: • Tasks, Notifications, Drafts, Document Manager, Logs • Creating Records in Logs • Working with Tasks • Document Manager and Attachments • Subcontractor/Material Supplier Declaration • Professional Services Pay Request • Design Reviews • Review Submittals • RFI • Meeting Minutes

  3. Training Purpose • To give all users a basic understanding of navigating the OAKS CI system and a general overview of the necessary records pertaining to their project • We’re Here for you! • Additional training is always available, just contact us! • Support Desk assistance is just a call or email away! • oaksci@ofcc.ohio.gov • 614-644-2211

  4. Introduction to OAKS CI

  5. What does OAKS CI do for you? • Tracks your project progress • Automates workflows (based on Ohio Facilities Construction Commission forms and procedures) • Allows for improved project communication and collaboration • Housed in the Cloud so you can utilize any browsing tool to access • Now includes DocuSign which minimizes time spent in OAKS CI

  6. System Navigation

  7. Browser Information • When using the OAKS CI system, we recommend using Google Chrome or Mozilla Firefox. These browsers will give you the best user experience in the system.

  8. Navigate to OAKS CI Note: Please ensure that your pop-up blocker is disabled for this site • Navigate to: https://ohio-unifier.oracleindustry.com/bluedoor • Enter your assigned Username and Password • Click “Sign In”

  9. Home Page • The Home button is permanently located on the left hand side of project tabs • Your Home Page allows you to see all tasks for any of your projects Project Tabs Announcements Projects with Active Tasks

  10. Home Page- Switch to Standard View • Click Tasks on the left hand side in the dark gray menu • Change your view on the right hand side of your screen by clicking “Switch to Standard View”

  11. Home Page- Tasks • From the Home Page, you can click on Tasks to view tasks for all projects • Note: Your default view shows “Received in the last 7 days”. Change this view to “All Tasks” and that will remain your default for all projects.

  12. Finding your Project • To locate your project, click on the Plus sign to the right of the project tabs • When the second screen pops up, type your project number or type the Project Name then click the magnifying glass to search • Click the appropriate project to select it

  13. Additional Navigation • You can navigate to other projects that you have access to within your organization by clicking on the arrow in the blue file path

  14. Project Home Page • From your Project Home Page, you can navigate to your work and information • In the Main Menu, you will use: Tasks, Notifications, Drafts, Document Manager, and Logs

  15. Tasks- Switch to Standard View • Click Tasks in the dark gray menu to the left • Click “Switch to Standard View”

  16. Tasks (Your Work) • Tasks are any work that comes to you for your review or approval • Preview your Task details on the right hand side • Use the gear icon or double-click the Task to open it lToday l Tomorrow l Together l

  17. Notifications (formerly Messages) • Notifications are any records that you’ve been Carbon Copied on • You can leave these in your notifications or you can delete them • **Meeting Minutes will always be a Notification**

  18. Drafts • Drafts are any unfinished records that you have created and saved for later • You can delete any drafts you no longer need

  19. Drafts and Timeout OAKS CI times out after 60 Minutes of Inactivity • All unsaved work will be lost • No warning will be given Use “Save” if needed to save work as a draft Note: Typing General Comments is not recognized as accessing the system and the system will time out after 60 minutes. If you’re typing extensive notes, first type them in a Word doc then copy and paste into General Comments

  20. Document Manager- Switch to Standard View • Click Document Manager -> Documents in the dark gray menu to the left • Click “Switch to Standard View”

  21. About Document Manager • Document manager houses all supporting documentation for the project • The utilization of Document Manager will differ based on your particular project • For more information on uploading and attaching documents, please refer to the Document Manager Job Aids on our website: http://ofcc.ohio.gov/OAKSCI.aspx

  22. Logs- Switch to Standard View • Click Logs in the dark gray menu to the left then select the record type you wish to view • Click “Switch to Standard View”

  23. Logs • Logs houses All Records for your project • To view a specific record type, simply click the name under logs (ex: Action Items) • To view a specific record, click the record and a preview will show on the right hand side

  24. Basic Record Status • In Logs, choose Record type, click on specific Record • The basic status can be viewed in the “Record Details” preview

  25. Workflow Progress • Click “Workflow Progress” in the preview screen to view the step-by-step information about this record

  26. Create a New Record In Logs

  27. Create a New Record • Click on the Record Type you wish to create then click the “Create” button lToday l Tomorrow l Together l

  28. Add Information to the Record • Fill out all required information in the General Tab • Required information is marked with a red * • Attach any necessary documentation

  29. Add General Comments • General Comments are a good way to communicate with team members about a specific record • Click the General Comments link located on the bottom of the record • Click Add • Enter Comments and Click OK • General Comments become a permanent part of the record

  30. Send the Record • Verify Workflow Action • Click Send • This record now becomes a Task for users in the “To” box These recipients will receive a Task

  31. Successful Submission • You should receive a notification that your record has been submitted successfully • If you receive an error and need assistance, please contact the OAKS CI Support Desk (oaksci@ofcc.ohio.gov)

  32. Working with Tasks

  33. Task Email Notification • When you have a task to complete in OAKS CI, you will receive notification via Email • You can click the Unifier Login button to access the system and your task Click here to access your Task lToday l Tomorrow l Together l

  34. Click “Accept Task” • Once you open your Task, click “Accept Task” to begin work on the record Click to Accept Task (if not already accepted) lToday l Tomorrow l Together l

  35. Complete Work • Click all tabs and complete any necessary sections and required fields (denoted with a red *) or simply review the record lToday l Tomorrow l Together l

  36. Verify Workflow Action • Click the Action Details tab • Check to make sure a Workflow Action has been selected • If not, choose a Workflow Action from the dropdown menu • Click Send button to submit the record lToday l Tomorrow l Together l

  37. Document Manager

  38. About Document Manager • Document Manager houses all of your supporting documentation • All documents must be uploaded into Document Manager first before they can be attached to a record • Provides a platform for maintaining a wide variety of files and documents • Ensures that project participants are always working on the most current versions • Provides ready access to all documents from anywhere at any time

  39. Browser Information • When using the OAKS CI system, we recommend using Google Chrome or Mozilla Firefox. These browsers will give you the best user experience in the system.

  40. Viewing Options • You have two viewing options in Document Manager: Standard View and Classic View • Classic view can be seen below:

  41. AccessStandardView • You can access Standard View by clicking “Switch to Standard View” in the upper right hand corner

  42. AccessClassicView • If you want to get back to Classic View, simply click “Switch to Classic View” in the upper right hand corner

  43. UsingStandardView • To navigate to a folder, simply click the plus sign to expand the folder tree and locate the folder you wish to access

  44. UsingStandardView • You can also navigate to folders using the documents file path at the top of your Documents screen • Simply click the arrow next to documents, and continue selecting until you locate the appropriate folder

  45. UsingStandardView • When you click on a document, you can view more information about that document in a preview window on the right hand side. • Here, you can view which record numbers this document is linked to

  46. DocumentManager • To upload a document to Document Manager, select the folder you wish to upload to and then click the Upload Arrow button

  47. File Upload Window • A new window will appear for you to add files • Click Browse to choose files for upload

  48. Drag and Drop files • Find the folders and/or files your computer you want to upload • Drag and Drop the documents into the Upload Files window Choose your folder of Documents or Select Multiple Documents Drag and Drop the documents into the Upload Files window

  49. AddingDocuments • If all folders and files have been added, you will see a green “Success!” screen

  50. Upload Documents • You should see all of your documents in the Upload Files window • Click Upload button

More Related