Hi, I am Daniel from Wrench Solutions,
I will take you through a short presentation to demonstrate how Wrench-Smart project can be used to manage and monitor the Engineering deliverables in real-time.
What you see is a typical Master deliverable list or Master Document list which is commonly called as MDL in MSExcel that is prepared by the Engineering department. In the MDL, the document number, document description and the key milestones are specified. Some of the key milestones are Start of the document, IDC stage, issue to the client, comments from client and issue for IFC. For each milestone, the weightage or rule of credit is also specified, for example, 10% for Start, 20% for IDC etc. All the documents to be delivered to the client are listed in the MDL and for each milestone, the planned completion dates are also specified.
Most companies updates manually the actual dates for each document on a weekly basis, the planned and actual S-curve are automatically produced from this data. The catch-up plan is updated by providing the forecast dates for the future milestone in case there is a delay in completing the earlier milestone within the planned dates. The manually updated MDL or MDR and some expediting reports are published to the management and also to the Client for their Information.
Project managers or Project control managers spend a lot of effort to capture the actual status for all these deliverables and to manually update the MDR and produce all the reports.
I am going to demonstrate to you how Wrench-SmartProject automates the captures of the actual status or progress and also how it automatically generates all the reports.
The Excel MDL or the deliverable list is imported into Wrench Smart Project. The deliverables from the MDL can be grouped as Internal generated deliverables and Deliverables that are produced by other consultant or vendors or contractors. They can be further categorised based on Discipline, document type etc., Deliverables can also be categorised as documents to be submitted to review, for approval or for information.
For each deliverable or document, you can assign a standardized process flow as per the quality management system. This would include the internal process of creation, review and submission to the client. Capturing the comments from the client and then incorporating the same and issuing the approved drawing for construction. For each activity in the workflow, the user identified for each activity is also specified. As you can see the first stage the responsibility is assigned to the Originator, disciple check to the checker etc., The milestones identified in the MDL which is used for monitoring the progress of the deliverable can be mapped to specific activities in the workflow. The planned dates from the MDL sheet will be automatically assigned to that activity in the workflow. You can see the planned dates for all the milestones in the MDL are now assigned to different activities in the workflow. The weightage or Rule of credit is also automatically updated against each milestone of the deliverable. When the deliverable has approved the users assigned to the activity is notified and the deliverable is posted in the To-Do-list of the first person in the workflow.
When the first person in the workflow which is the originator logs on, the user will find the deliverable in the To-Do-List. The originator can now start creating a new document or attach the drawing or document that has been created earlier. The native file that the originator has been working and its related PDF file can be attached. If the work on the drawing is completed then the originator can send the file to the next person in for review. As per the workflow the drawing is automatically sent to the next stage and the deliverable is posted in the To-Do-List of the next user for necessary action and the deliverable is automatically removed from the To-Do-List of the Originator. As part of the quality process, if checklist is used to prompt the users to check thoroughly the drawing before it is sent to the checker, this checklist can be popped up to the user. Only after the user’s ticks all the checkpoint can that user send the file to the next stage. The user in the next stage is notified by an email in Outlook on the action to be taken. The user can sign in directly from the email to the To-Do-list if the single sign-on facility, is enabled.
As per the workflow as next stage is checking the document will be published automatically in the To-Do-List of the checker for commenting. As we had attached a PDF file also for the same document the system will open that file using Adobe Reader or other PDF commenting tool for commenting. The comments written by the checker on the PDF drawing is stored as a separate file. This file can be attached as the comment file from the checker to the original file and stored in the vault as a reference file. This comments can be sent to the originator so that the changes to the drawing can be made based on the comments put by the checker.
The status in the workflow is automatically updated and the actual dates are captured and the progress is also automatically updated as you can see for the activities that are completed. The different colours in the workflow show’s the status of the document as Yellow is the current stage and Blue is the completed stage and brown is the stage to be completed. The system automatically maintains an Audit trail which includes the actual file attached with the date and time when it was attached. So as the document is moving through the workflow, the system automatically captures the deliverables from the user assigned and also maintains, the audit trial automatically in the background. It also updates the actual date and time, when the milestones identified have been completed and, thus the actual progress is updated. As you see the progress achieved is 30% as we have completed checking. Using this progress information and actual date the system updates the S-Cures and the reports automatically.
Another important stage in any Engineering project is the inter-discipline check stage or IDC stage, in which multiple users comment on the drawings simultaneously. Multiple users are assigned for the IDC activity and this activity is posted in each users To-Do-List. Wrench-Smart project opens the IDC drawing on the cloud, similar to a document that is kept open in a conference room for commenting, and provides access to the IDC users and also keeps it’s open for the duration of the IDC. The IDC users can connect online and markup on the drawing online. The markup done by one user can be seen by the other user and the consolidation is done automatically. Once all the members in IDC have completed commenting or when the due date for IDC has reached the system automatically closes the commenting session and the consolidated comments are attached against the document. The IDC comments can be sent to the Lead Engineer for his review and then send to the originator to modify the document by incorporating the comments and resubmit the updated document.
3D models can be submitted for a review into Wrench-Smart project from the 3D design application in Naviswork format. Comments can be put by the reviewer using the navis work viewer and the comments can be sent to the designer.
The next important step in any Engineering deliverable process is to submit the deliverables to the client for review or approval along with a transmittal sheet. The document controller is notified in the To-Do-List the document that is ready to be transmitted to the client. The document controller can choose the list of documents to be transmitted and create the transmittal online. The transmittal number can be created automatically based on the defined logic. The transmittal covering sheet is produced automatically in the format followed by the company. On the release of the transmittal, an email is automatically created with the transmittal covering sheet, the hyperlink to the document is released to the client online and the distribution list that has been specified for the project.
If the client is using Wrench Smart project then the system will publish the list of documents transmitted to the To-Do-list of the client. The client can choose the documents in the transmittal and review each document and open it for commenting using Adobe reader or Bluebeam. Comments from the graphical comments can be extracted to create the comment resolution sheet or can be entered into an Excel sheet and uploaded in the system. The client can also choose the client approval status code such as Approved, Approved with comments, Rejected etc., If the client is not using Wrench Smart project then the transmittal with the linked document is sent as an email to the client. The client can download the documents from the hyperlink and open it for commenting.
The client can send the commented document to the next stage in the workflow which is assigned to the checker or project manager. The checker can review each of the comment put by the client in the comment resolution sheet and enter the response for each comment. On receipt of the client feedback to the response entered the checker \ project manager can send the document to the originator for modifying the documents as per the client’s comments. If the approval status code is Rejected or approved with comments then the originator can modify the drawing by checking out the native file for modification. After modification, the updated drawing is then uploaded into Wrench Smart Project by the originator. The system automatically increments the revision number of the drawing and then the originator can re-submit the document by creating a workflow and send it through the workflow.
Wrench Smart project will automatically supersede the older revision and links the latest revision to the deliverable. The comments put on the older revision is archived along with the audit trail for future reference. The checker can choose any two revision and compare between them. Wrench Smart project shows the changes between the two drawings visually in different colours as you can see on the screen.
As the deliverable moves through the workflow, the system automatically captures the actual date for each of the key milestones identified and also updates the progress of the deliverable. This information can be updated automatically into Primavera or MS Project activity. Also using this information the realtime S-curve is generated and if the progress is below the planned S-curve then the system will list the deliverables that are not progressing as per the plan, The project manager can drill down to the document that is not progressing as per the plan and identify the cause of the delay and take necessary corrective action by publishing the forecasted dates for the remaining milestone based on the catchup plan. The revised forecasted dates can be immediately notified to the resources of the remaining activities. All reports that are created by the project control or by the planning department will be automatically generated and published. The commonly generated reports are the “Drawing approval status report, Drawing quantity report. Overall % progress report, Overall Engineering report, Look ahead reports, Client review trends etc., These reports can also be extracted into an Excel sheet or PDF file if the same is to be sent to resources who are not given access to Wrench Smart project. Wrench-Smart project has an out of the box library of standard dashboard and reports which can quickly configure as per the client’s requirement. All Dashboards are developed using MS PowerBI and SSRS. New dashboards and reports can also be developed by the customer or can be developed by Wrench support team from the Wrench-Smart project database.
Wrench Smart project can be used for handling vendor documents. The vendor deliverable list from each vendor can be imported from an excel file with their commitment date. The vendor automatically sends a notification and they can log in over the internet and upload one or multiple deliverables at the same time. A submittal sheet can be generated and the documents can be submitted online Based on the type of document Wrench Smart project can send the document to the identified distribution list. The deliverables can be sent through a serial or parallel workflow and the comments can captures digitally on the linked documents. Based on the approval status code the documents can be sent to vendor with comments for modification. The vendor after incorporating the changes can upload the revised document. Dashboard and reports of the vendor deliverables can be generated automatically.
Other than dashboards, for better visualisation of the status of the packages, deliverables and document can be shown on the 3D model by colouring the different facets of the model based on the status. For a linear project, the status can also be updated on a GIS map. The user can select the area in the map and drill down to view the status.
This completes the full circle of the process of an Engineering deliverable planning, collaborative execution and monitoring using Wrench Smart project.
Correspondence management: A lot of communication takes place between the stakeholders of the project and Wrench Smart project can be used for the same. Outgoing RFI’s can be created using a standard template with the data in the template mapped to the project or deliverable fields. The RFIs can be sent through the workflow process internally and automatically produces a correspondence reference number, that is used as a reference. Wrench Smart project integrates with the companies mailing system and also automatically links the replies received and maintains the communication thread. Reports can be automatically generated using the correspondence history maintained in Wrench-SmartProject.
All drawings \ documents and correspondence that are stored in Wrench Smart project are indexed automatically. Any user of Wrench Smart project based on their access rights can search based on any linked attribute or metadata or the content and retrieve the associated document. The latest revision of the drawing can be viewed online and on printing the drawing the QR code of the drawing can be printed on the drawing. Using the Wrench Smart project mobile app the user can scan the QR code to check if the printed drawing is the latest drawing.
Minutes of the meeting can also be captured and documented in Wrench Smart project. The action items in the minutes of the meeting will be posted in the To-Do-List of the responsible user and if the user does not update the action taken the system will send automatic notifications and also escalation notification can also be sent. Minutes of the meeting can be captured in Excel format and can be imported into Wrench Smart project.
Wrench-Smartproject’s Time Sheet module can capture the timesheet entry by all resources working on the project and the timesheet can be submitted for approval through the system. The Budgeted time for the packages and deliverables can be captured and maintained in Wrench Smart project. From the timesheet entry, the variation between the budget vs actuals can also be reported. Dashboards and reports based on timesheet can also be generated automatically.
Wrench-Smart project provides a digital platform for collaboration between the different stakeholders in a project, monitors all the deliverables, ensure the project deliverables follow the processes defined as per the quality management system and maintains the complete audit trail.
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- EVM Progress monitoring using S Curves and histograms of engineering deliverables - November 20, 2019