IDP Vendor Document Updates

IDP Vendor Documents - Summary of Proposed DrawMGT Updates

Contents

  1. IDP Vendor Document Updates
  2. IDP Vendor Documents - Summary of Proposed DrawMGT Updates
  3. Introduction
  4. Version Upgrade
  5. Updates For Vendor Portal
    1. Database Model Update
    2. Configuration
    3. Menu
    4. Business Transactions
    5. Data Migration (IPD only)
    6. Event Handler
  6. Documents
    1. Document Code Configuration
    2. Search
    3. Document List
      1. External Key processing
    4. Document Detail
    5. Document/Revision New/Update
    6. Revision File Upload
    7. Document/Revision Metadata Upload
  7. Tasks
    1. Task Configuration
    2. Task Input
  8. Named Baskets
    1. Named Basket List
  9. Transmittals
    1. Transmittal Search
    2. Transmittal List
    3. Transmittal Detail
    4. Transmittal New
    5. Transmittal Cover Sheet Template
    6. Transmittal Email Template
    7. Transmittal ZIP File
  10. Users
    1. User Login
    2. User List
    3. User Detail
    4. User New
  11. History
  12. Event Daemon and Apache
    1. WebDAV
    2. File Upload
  13. Data Migration
    1. Data Migration – Documents

Introduction

This section contains a list of proposed updates for the IDP DrawMGT system, for implementing new features in DrawMGT for managing vendor document.

Notes:

  1. The Specification referenced below is the document: SXS-T-000381, stored in the tracking system.

Version Upgrade

  1. Upgrade IDP DrawMGT test and production systems from V11.3 to V11.5

Updates For Vendor Portal

Database Model Update

  1. Alter Table Submittals

    • Include all classification fields:
    • projectPhaseId
    • workCategoryId
    • documentTypeId
    • categoryId
    • locationId
    • workTypeId
    • siteClassification1Id
    • siteClassification2Id
    • siteClassification3Id
    • siteClassification4Id

  2. New Table GroupClassification

    • Contains classification sets to be used on filtering transmittals for group members Fields:
    • groupClassificationId
    • groupId
    • projectPhaseId
    • workCategoryId
    • documentTypeId
    • categoryId
    • locationId
    • workTypeId
    • siteClassification1Id
    • siteClassification2Id
    • siteClassification3Id
    • siteClassification4Id

  3. New Table UploadedFiles

    • Contains metadata for files uploaded by vendors Fields:
    • uploadedFileId -- key field
    • contractId -- contractId, groupId and sequenceNo are an alternate key
    • groupId
    • sequenceNo
    • fileName
    • fileTypeId
    • fileSize

    • statusId -- foreign key to new table UploadedFileStatusRef

Configuration

  1. Create a Vendor contract

  2. Create a Group for all procurement package

  3. Create a Vendor role

  4. Create a Vendor Admin role

  5. New ObjectType: File

In the left-hand menu:

Business Transactions

  1. 'List Incoming folder' transaction. The list includes:
    • Upload date
    • (ZIP) file name, with link for downloading file
    • Description (optional)
    • Status (which can only be set by the administrator) – example values: uploaded, processed. The status is set to uploaded when the vendor uploads the file
  2. 'File detail'
    • 'Set status' (for Vendor Admin)
    • 'History' (for Vendor Admin)
    • 'Delete uploaded file' (for Vendor Admin)
  3. File upload transaction.
    • Site configuration setting for:
      • to set the file types that can be uploaded (only ZIP files for IDP)
      • defining the upload file naming convention. Works like a transmital code. Suggested naming convention for IDP:

        • {staticTextPrefix}-{procurementPackageCode}-{sequenceNo}

    • The upload form:
      • Shows the procurement package code (which might also be the group code)
      • Shows the expected upload file name (including he correct sequence number)
      • Has a check box that causes the file to be renamed when it is uploaded
      • File select field
  4. 'List Outgoing folder' transaction. An entry only appears in the list when the transmittal is sent. The list includes:
    • Transmittal date
    • Transmittal code
    • (ZIP) file name, with link for downloading file
    • Transmittal subject line
  5. Update transmittal transactions:
    • Add classification field blocks to input and detail display forms

    • Create site specific input and detail display blocks for IDP that only have Procurement Package field in the classification block.

Notes:

  1. Update the transmittal processing transaction so that it places a file entry, including the download link to transmittal ZIP file, in the download folder???
  2. When ZIP files are uploaded, downloaded, deleted or have there status changed, then a record is made in the file’s history

Data Migration (IPD only)

  1. Assign procurement package to submittal records based on the transmittal code

Event Handler

  1. Send emails on File events

Documents

Document Code Configuration

See Specification section 12

Implement new classification values Unknown for the following classification fields:

  1. Engineering Discipline (CategoryRef)

  2. Vendor Document Type (SiteClassification1Ref)

The classification value should be, if possible, a series of question mark characters.

Add a new search screen that looks similar to the drawing code entry form of Document New. A user should be able to enter part of a drawing code and the search will be based on the corresponding classification codes.

Document List

Add new report layout: Vendor Report. See Specification section 4

Display a warning if the user presses the Replace Basket button and the basket contains more than n items (when n is a system configuration variable). See Specification section 13, point 3

External Key processing

  1. In V11.3 the field externalKey is in the Summary list format (type=1)

  2. Update the default report so that the external key for the revision is displayed
  3. Migrate all the external keys associated with the document, to the revision (This item has been completed)

Document Detail

  1. Eliminate the classification fields that appear in the document code from the classification block.

Add new list or all transmittals in which a revision the document was included. Sort by the revision, date (descending), with the newest revision, date at the top.

The transmittal list has the following columns:

  1. Revision (and file version)
  2. Date
  3. Transmittal code
  4. Transmittal status(?)
  5. Transmittal subject line

Document/Revision New/Update

  1. Set a pink background color for required fields in the input form. See Specification section 13, point 11

  2. Fix Get Next Sequence Number so that it always starts checking from the value one. See Specification section 6) (DONE)

  3. Enable gaps in revision numbers and allow the initial revision number to be larger than one. See Specification section 13, point 5

  4. Make it possible to enter earlier revisions into the gaps. See Specification section 13, point 5

  5. Make external key revision a required field

  6. Allow document codes to be changed. Provided: (See Specification section 13, point 6)

    • - No workflow steps have been completed - No file revision files have been uploaded - The user has administrator role(?)

Implement custom revision workflow Vendor Document Review

  1. Model steps as Receive-Check
  2. Check step should be named Review

  3. Configure check status values. See Specification lits in section 5 for allowed check status values and their mappings to the standard values

Revision File Upload

  1. Eliminate the confirm step in the file upload. See Specification section 13, point 7

  2. Investigate to see if the size of the upload file can be increased to approximately 250 MB. See Specification section 13, point 2.

Document/Revision Metadata Upload

  1. Define metadata spreadsheet format. See Specification section 13, point 9

Metadata upload requirements:

  1. Document data can be created

  2. Document data can by updated – Subject to restrictions (to be defined)

  3. Revision data can be created
  4. Revision data can be updated

Tasks

Task Configuration

  1. Add a new task type Document Control. See Specification section 10

Task Input

  1. Set a pink background color for required fields in the input form. See Specification section 13, point 11

Named Baskets

Named Basket List

  1. Sort the named basket contents. See Specification section 13, point 10

    • - Document baskets: Sort by document code - User basket: Sort by last name, or based on site configuration, by first name - Task Basket: Sort by comment code, or based on configuration by comment number
  2. Allow for alternate display formats, like document/task lists(?)

Transmittals

  1. Search by recipient email address, or part of email address
  2. Other search capabilities required? Procurement package, vendor company, recipient name

Transmittal List

Transmittal Detail

  1. Add ‘Buttons operate on All/Selected’ radio buttons to allow adding to/replacing basket

Transmittal New

  1. Set a pink background color for required fields in the input form. See Specification section 13, point 11

  2. Allow transmittals of up to 250 documents. See Specification section 13, point 2.

  3. Add Buttons operate on All/Selected radio buttons to allow efficient removal of all documents

Transmittal Cover Sheet Template

  1. Add Hatch logo
  2. Implement template selection based on transmittal type

Transmittal Email Template

  1. Implement template selection based on transmittal type

Transmittal ZIP File

  1. Put a copy of the cover sheet PDF in the transmittal ZIP file

Users

User Login

  1. Disable the user account locking caused by failed logins. Settings: MaxNumberOfFailedLogins. See Specification section 13, point 4

User List

  1. Set default sort order to sort by First Name

User Detail

  1. Display a list of the user lists to which the user is assigned to

User New

  1. Set a pink background color for required fields in the input form. See Specification section 13, point 11

  2. Send vendor welcome email when a new user is created that has a Vendor Portal vendor role. The email should include a link to a PDF file that explains how vendors log into and use the Vendor Portal

History

  1. Where possible display links for the items displayed in history screens (this may cause finite state machine errors)

Event Daemon and Apache

WebDAV

  1. Make sure that users with the file upload permission are allocated a WebDAV login. See Specification section 3.2 and section 13, point 9

File Upload

  1. When a file is uploaded, rename the file so that ‘DONE’ is in the filename, and then delete the file after a timeout. Use a configuration variable, defaulted to 2 hours(?)

Data Migration

Data Migration – Documents

  1. Clean unused fields

IdpVendorDocumentUpdates (last edited 2011-09-07 14:19:05 by 195)

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