• V2UmaOya

V2 - Uma Oya

• Contents

  1. V2 - Uma Oya
  2. Goals
  3. Overview
  4. Create Metadata for Letters
  5. Upload the transmittal attachments as attachments to the letters
  6. Create Transmittals in System for Drawing Transmittal Letters
  7. Find and Upload the Source and Publish Files

Goals

Discussion notes AH & JK 2014.09.04

1. Step-wise import of the Uma Oya transmittals, drawings, etc.

2. Start with the JV to Farab letters in the Excel Outgoing Register

   1. Create the letter metadata
   2. Upload the transmitted documents as attachments to the letters
3. Accept that there will be duplicates of files in the as the additional metadata is created
4. Create initial spreadsheets of transmittal and document lists that:
   1. Can be completed and corrected by hand by project personnel
   2. That can be used to generate:
      1. Metadata upload files
      2. Scrips for renaming transmittal direcrories, document files, etc.

Overview

1. Upload metadata for letters
2. Upload the transmittal attachments as attachments to the letters
3. Create Transmittals in System for Drawing Transmittal Letters
4. Find and Upload the Source and Publish Files

Parties involved:

1. MG (Mahad Ghots) - Lead partner in Joint Venture
2. Pöyry - Doing project management for the client
3. FAB (Farab) - The EPC contractor and designer/builder
4. JV - The Joint Venture doing the project

There are two letter registers:

1. Incoming - Letters received by Pöyry from MG, and letters received by the JV from Farab

2. Outgoing - Letters sent by Pöyry to MG, and letters sent by the JV to Farab

There are four streams of letters:

1. Pöyry to MG
2. MG to Pöyry
3. JV to FAB
4. FAB to JV

Letters are either:

1. Transmittals with associated drawings, reports, etc.
2. Normal letters

Initially start working on the JV to FAB letters.

See the Uma Oya Quickstart guide in the tracking system for notes on how letters should be coded and filed.

Create Metadata for Letters

Check and potentially update the coding scheme for the letters. Suggest:

1. Sender code
2. Recipient code
3. Date

Check and potentially update the object types and classification schemes:

1. Use the Letter object type for letters.

2. Use the Issued revision type for letters

   1. It uses the Issued revision classification scheme

We might add a Is transmittal classification field to the corresponding document classification scheme and possibly other fields, depending on what information is available in the document registers.

Need to add workflow classification fields to the revision classification scheme (or create a new one) for letters.

Upload the transmittal attachments as attachments to the letters

1. Look in the Uma Oya document directories:
   1. Analyze the file types in the directories and identify non-document file types (Thumbnails, etc.)
   2. Delete all them
2. Upload the letter file as a revision file (in an automated way)
3. Create a note to attach the documents to
   1. The lette
   2. (WIth text simething like "attached files")
4. This is a temporary solution

Create Transmittals in System for Drawing Transmittal Letters

1. Ignore all the non-transmittal letters and focus on the letters that are really transmittals
2. Create the document metadata (but no files)
   1. Need to create the correct document codes
      1. And associated classification information
   2. Create maximum amount of information that can automatically be determined from:
      1. The files in the Uma Oya document directories
      2. The letter registers
   3. Put the information in a spreadsheet and have project people check and fill in missing information
3. Create a transmittal in the system

   1. By cloning the trasnmittal letters into transmittals

4. Create the document metadata
   1. For each transmittal create spreadsheet data with the correct drawing code and classification data
   2. This gives us a list of all drawing numbers
5. Attach the document to the transmittals

   1. Issue: This may not be possible to attach the documents, given there are no document files yet

   2. Create dossiers for each transmittal instead, or use links?

Find and Upload the Source and Publish Files

1. For each transmitted document find the source and publish files
2. Make sure the files are named correctly
   1. Could by done be creating a spreadsheet of the files in transmittal dircetory

   2. With columns current file name and expected file name

   3. Use the spreadsheet to generate a script to rename all the files