bim4nr projectwise fundamentals (projectwise cde technology)

Capital Delivery

Document Reference Number

Project Code

Originator Code

Document ID Code

Discipline Code

Sequential Number

Revision

Work Instruction

This document is the property of Network Rail. It shall not be reproduced in whole or part nor disclosed to a third party without the written permission of the author.

© Copyright 2020 Network Rail.

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Work Instruction

BIM4NR ProjectWise Fundamentals

(ProjectWise – CDE Technology)

Document owner: Will Schoeman

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Supply

Copies of this document are available electronically via Sharepoint / NR BIM Portal: ProjectWise - Document Workflow - Work Instruction.docx

This document shall be deemed uncontrolled once printed.

Revision History

Issue Date Amendments and summary of changes

01 11/12/2020 First draft

02 14/12/2020 Second Draft – Updated with additional information

03 08/01/2021 Third draft – Updated with additional information

04 06/02/2021 Third draft – Updated with additional information

05 25/03/2021

Table of Contents

Revision History .................................................................................................................................... 2 1. Purpose .......................................................................................................................................... 3 2. Scope ............................................................................................................................................. 3 3. Abbreviations & Definitions ......................................................................................................... 3 4. Overview ........................................................................................................................................ 4 5. Document Numbering................................................................................................................... 4 6. Folder Structure ............................................................................................................................ 5 7. Document Creation ....................................................................................................................... 7 8. Workflow ...................................................................................................................................... 19 9. Audit Trail .................................................................................................................................... 19 10. User Interfaces ............................................................................................................................ 20 11. Microsoft Office Integration ....................................................................................................... 22 12. Search .......................................................................................................................................... 23 13. Sets ............................................................................................................................................... 28 14. Sending Documents and Links ................................................................................................. 30 Appendix A - Suitability Codes .......................................................................................................... 33

https://networkrail.sharepoint.com/:w:/r/sites/BIM4IPProgrammeTeam/Shared%20Documents/General/Service%20Transition/ProjectWise%20-%20Document%20Workflow%20-%20Work%20Instruction.docx?d=w4fc989e770b1424ebb9c8b49ce7cd64f&csf=1&web=1&e=kizyGG

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1. Purpose

The primary purpose of this document is to provide projects with guidance on how to use ProjectWise. It covers basic functionality, screen layout, document creation and searching.

2. Scope

This document is applicable to, and should be adhered to, by any persons producing documentation for Capital Delivery projects, both Network Rail employees and contractors.

3. Abbreviations & Definitions

Abbreviation or Phrase Definition

BIM Building Information Modelling

BIM4NR The Building Information Modelling for Network Rail project

BS1192 UK Standard for BIM

CAD Computer Aided Design

CDE Common Data Environment

CEM Contractor’s Engineering Manager

CPM Contractor's Project Manager

CRE Contractor’s Responsible Engineer

DPE Designated Project Engineer

DRN CAT Document Review Notice Category Score

IMS Integrated Management System

IP Network Rail Investment Projects, now known as Capital Delivery

ISO 19650 International Standard for BIM

pdf Portable Document Format

PM Project Manager

PW ProjectWise

TIDP Task Information Delivery Plan

WIP Work In Progress

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4. Overview

4.1 Focus

This information is for ALL users who need to create or access designs and documents in ProjectWise.

4.2 Description

This work instruction describes the process of creating documents and using the workflow process to approve, share and publish the documents. Version control and Microsoft Office integration as well Attribute Exchange is also covered.

4.3 Objectives

• Understanding how the system creates BS1192 compliant workflows and the automated process and management of information workflows.

• Data Production and Dynamic Security.

• Understand the document naming rules and folder Structures

• Running bulk uploads

• Withdraw and Supersede documents

• Creating pdf renditions for checking

• Publishing documents using the AssetWise Connector

5. Document Numbering

5.1 7 Segment Numbering format

The numbering system in the BIM CDE only allows for the 7-segment numbering format to ensure alignment with the industry standards and best practice. Previous 5 and 8 segment formats are not available. The lookup values for these segments are controlled centrally from the Master list managed by the document control team. The numbering format is defined in NR/L3/INI/P3M/131/02:

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Volume and Location codes are configured locally for each project.

5.2 Revision Prefix

Revision Prefixes and sequences are fully controlled by the CDE in accordance with the standard. Non-design documents do not have a prefix, only a sequence number.

6. Folder Structure

6.1 ProjectWise folders

A standardised templated folder structure is used to create the folder structure during the project on-boarding process. Hierarchical permissions are inherited from the folder structure and the workflow is also linked to folder. The design documents inherit properties from the folder structure, for example Project Number and Supplier. This eliminates retyping of data and reduces errors. The properties are then automatically inserted into the title block using linked attributes, this ensures that the title block always contains the correct version and status information. The folder structure is created by the support team as part of the on boarding process and the local administrator can create sub folders for Reference Data, Sets and Registers and Application files, where required. The folders use the following Structure:

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*Creation & management of sub-folders under local control ** Sub folders managed by on-boarding process When implemented in ProjectWise, the folder structure looks like this:

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7. Document Creation

7.1 Creating a document

Document placeholders might be created automatically for a project during the on boarding process using the TIDP. Single or multiple document can also be created manually using the document wizard as described in the steps below:

7.2 Document Creation Wizard

To create a new document, start by selecting the Projectwise folder where the document will be created. For example, the “Engineering – Signalling” folder under “Contractual, Financial and Legal” in the AECOM delivery team. By doing this the following information will already be known about the document and does not need to be entered again:

Supplier

Project

Design

Discipline

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• Project – Name and Number • Delivery Team – PM, DPE, CEM, CPM, CRE • Discipline, and • Document type This saves on the amount of data entry and data duplication and improves the accuracy of the information. This information does not have to be entered again and will be applied to the drawing metadata and will also be transferred into the drawing title block through the use of attribute exchange. From the Document Menu select - New - Document, or Right click in the empty area below the document list and select New – Document. (To create multiple documents, select New – Multiple Documents from the Document menu) Select Advanced Wizard from the Pop-up window:

Then click Next >:

Confirm the folder, or select a different folder:

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It's important to select the correct folder, as this determines the Document Number, meta data, workflow and security of the document. The document cannot be moved to a different folder after creation. Select a template: There are two options when deciding which document will be used to create the Projectwise document from:

• Use ProjectWise document as a template Use this option to select a drawing template from the resources folder in PW

or to use as existing drawing as the template for the new drawing

• Use external file as a template select this option to use an external document as a template. This option can

be used to import multiple external documents as a batch.

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Define the Document Code: Some of the values like Project and Originator will be pre-populated as these are known from the folder that was selected. Select the values for Volume and Level. - Document and Discipline codes are managed centrally via SharePoint using an approval

and change control process. - Volume and Level codes are project specific and are controlled using local approval and

change control processes.

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Select the Volume, Location and Document Type from the available values on the drop-down list. Click the Generate button to create the next numeric value:

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Enter a suitable description for the new document:

Enter the additional document attributes: Title lines, Document sub-type and Alternative Reference:

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The document is created with a suitability code of S0 – Work in Progress. Refer to Appendix A for a full list of suitability codes. Enter the additional document attributes where relevant. For example ELR and Asset:

Check and confirm the values that have been captured and click Next:

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Click Finish to close the Wizard:

7.3 Document Properties

When a document is selected the Document Properties are visible in the Properties pane at the bottom right:

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Due to the large number of properties that are recorded for each document, a number of different views have been created to group the properties together. Views can be selected from the drop down in the Document Properties Pane. Use the drop down list at the top right of the screen to display a different selection of Columns in the Document List. To View or Edit the Document Properties; right click on the document in the List pane, then Select Properties from the pop-up menu. Select the Attributes tab or More Attributes to view the information. When a new document is created the revision is set to P01.1 and the Suitability Status is S0 – Work in Progress. These values will be updated automatically as the document progrsees throught the workflow states. 7.3.1 Interfaces

Interfaces areused to group similair attributes. Use the Interface drop down in the main ProjectWise window to select a different inteface.

Folder Structure

Document List

Document Properties

Columns Interface

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Interfaces:

7.4 Viewing a document

To View a document, right click on the document and select view from the pop-up menu. The document will launch in the appropriate application, if it’s installed. The title page of the document will automatically be updated with the relevant information, including the Suitability Status and Revision, as determined by the workflow. The attribute exchange feature is used to add the linked attributes to the document template. Refer to the separate work instruction for more details on configuring attribute exchange.

Default Deliverables Tracking

Revision History Design

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7.5 Editing a document

A document can only be edited when it’s in the appropriate workflow sate: Work In Progress. To Edit a document, right click on the document and select Edit from the pop-up menu. The document will be opened in the relevant application, for example Microsoft Word. When a document is opened for editing, the document status is changed to Checked Out, and a padlock symbol appears to indicate that the document is locked. This prevents other users from editing the document. The latest checked in version can still be viewed.

7.5.1 Check Out:

The user that has the document Checked Out for editing will see a red tick mark next to the document.

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7.5.2 Check In:

When the document is closed after editing the following Check-in Window will appear:

Select Check In, to check the updated document back into ProjectWise.

Use the Update Server Copy option to keep the document checked out, or Free to discard the changes that have been made.

The document can be checked in before advancing it to the next workflow state.

7.5.3 Local Document Organiser:

To find documents that are currently checked out to you, open the Local Document Organizer from the Tools menu.

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Right click on a document and select Check in, to check the document back in.

8. Workflow

ProjectWise uses a workflow to move documents through the creation process. The workflow process controls the access to the document by applying Dynamic Security that is applicable to the particular document state. Revision numbers, suitability codes and document status are automatically updated as the document moves through the workflow. Documents can only be edited and updated if they're in the appropriate workflow step, (Usually WIP – Work In Progress). The Document Workflow is applied to all non-design documents, there is a separate Design Workflow for CAD designs. When changes are made the documents have to go through the appropriate review process again. Document renditions are automatically produced at key workflow states and attributes for tracking and reporting are updated. States are used to record business process steps. The Projectwise workflow automatically updates a documents attributes as it goes through the workflow. It ensures that the:

• Document is shared with the appropriate people. • Revision number is updated. • Suitability Status is updated.

To move a document through the workflow steps; Right click on the document and select Change State.

9. Audit Trail

The full Audit Trail can be viewed by selecting the Audit Trail tab on the Document Properties:

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To filter the items that are displayed on the Audit Trail, click on the Customize button.

10. User Interfaces

ProjectWise has multiple interfaces that users can use access documents; most user’s view of ProjectWise is with the ProjectWise Explorer client application. ProjectWise now accessible on many other operating systems:

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10.1 Projectwise Web

ProjectWise web can be used to access documents from a web browser. Log into connect.projectwise.com using your IMS account. Then click on the ProjectWise Web View icon:

ProjectWise Edge Desktop ProjectWise Edge Mobile

Web Browser – Microsoft IE/Edge Google Chrome Office 365 Teams

https://networkrail.sharepoint.com/sites/BIM4IPProgrammeTeam/Shared%20Documents/General/Service%20Transition/connect.projectwise.com

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11. Microsoft Office Integration

11.1 The CDE is integrated with Office 365 desktop applications as well as CAD/Design tools. The products are fully integrated with a Microsoft Office menu bar and file open/save as functionality.

Excel and Word

Excel & Word

Shows ProjectWise properties dialog for current document

Insert picture stored in ProjectWise to current document

Disable integration with ProjectWise

Insert any item stored in ProjectWise to current document as an object

Stores current document properties to ProjectWise document properties, according to pre-defined exchange rules

Updates current document properties with properties stored in ProjectWise, according to pre-defined exchange rules

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Open and Save As

Outlook

12. Search

12.1 Quick Search

Quick Search is available from the toolbar in ProjectWise Explorer:

Outlook

Exports current item to ProjectWise

Exports item attachments to ProjectWise. If this item is selected, the dialog will be shown, in which user will be able to choose which attachments to export

Click on this icon to select the type of search

Quick search bar

Run the search

Settings Previous Searches

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Search Type:

• Full Text Search – Searches the text within documents

• Document and Folder Properties – Searches the properties and attributes

• All Content – Searches Full Text and Properties The search will run in the currently selected folder, and subfolders. This is the default setting and if no results are found the search can also be performed across the entire datasource. To change the default behaviour, click on Settings. Settings: The default search action can be changed from this window.

Select the “Search Types” tab to change the default search type. Right click on one of the search types to set the default.

Previous Searches: Previous searches can be re-run from the drop-down at the right of the search bar.

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12.2 Advanced Search

Advanced search is available from the Binoculars icon on the search bar. There are two types of Advanced Search:

• Document Search; and

• Search Builder

Document Search: The Document Search can be used to search for specific document properties, for example: Title, Project Number or File name.

Advanced Search

Additional Search tabs General Search

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General Search: This tab is used to search for Document, File and Folder properties. Enter the required search criteria and click OK to Run the search. Use the “Add OR Group button” to search for multiple values. For example: documents with “London” Or “Birmingham” in the Title. The available attributes on the search form are grouped together on tabs:

• General – as shown above

• Attributes – The attributes tab shows fields that are relevant to a specific content type. For Example DRN’s. The available attributes cba be changed by selecting the relevant option from the Interface drop down.

• More Attributes – This tab contains the additional attribute fields like: ELR, Contract Code and Asset.

• File Properties – This is the information that is available in applications like MS Word when selecting File – Info – Properties. It includes: Author, Subject, Title and Word Count.

• Full Text – Use this tab to search for specific words or phrases within documents.

• Spatial – This tab can be used to search for documents that are linked to a specific geographic location.

Saved Search:

Document Search

File Search

Folder Search

Run the Search

Search for X or Y

Save The Search

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A set of search parameters can be saved to re-run the search at a later date. This is particularly useful is you have a complex search has to be performed regularly. Use the Saved Search button at the bottom right of the Search form to Save or Load a search. Saved Searches are available from the Saved Searches Folder:

Search Builder: Use the Search Builder to create a complex search with multiple criteria.

Saved Searches

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1. In the Define Search dialog, you first select the type of search (document, or work area and folder), then you select what you want to search by. When you reach the Value field, depending on the property selected, the Value field either becomes a list containing fixed options obtained from the datasource, or a field with an accompanying Format (...) button. Just like in the Search by Form dialog, you can either type in the field, or click the Format button to build a custom search expression.

2. Select whether you want to search for documents, or work areas and folders.

• To search for documents, at the top of the dialog set Look for to Documents.

• To search for work areas and folders, set Look for to Work Areas and Folders.

3. Select whether you want to search the entire datasource, or search in a particular work area or folder.

• To search the entire datasource, make sure the search criteria window is not configured to search in any particular folder or work area.

• To limit the search to look in a particular folder or work area, set Criterion Type to General Properties, set Property to Folder, click the Format (...) button to the right of the Value field and select a folder or work area; once the folder or work area appears in the Value field, click the Add Criteria button. If there was already a starting folder or work area specified in the search criteria window, you are asked whether or not you want to replace the starting folder or work area with this one. If that happens, click Yes.

4. Set other search criteria as necessary (see procedures below for details).

Note: Entering no search criterion will return a list of all documents in the datasource or selected folder or work area. 5. (Optional) To set the view to be applied to the search results list for this search only,

select a view from the View menu on this dialog. If you do not specify a view here, then whatever is set as the default view for the search results list will be used instead.

6. Click OK to run the search and close the dialog, or click Apply to run the search but leave the dialog open. Documents matching your search criteria display in the search results list.

General Notes About Searching:

• Work areas, folders, and documents that match your search criteria, but to which you do not have access, will not appear in the search results list.

• Work areas, folders, and documents displayed in the search results list are the actual items, not just links to them, so be careful not to accidentally delete something from the search results list.

• ProjectWise full text searches do not support the use of wildcards. If you do run a full text search using a wildcard, the wildcard will be ignored. For example, searching by "bentley*" will produce the same results as searching by "bentley".

13. Sets

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Sets (or Flat Sets as they’re sometimes referred to in ProjectWise) is a group of documents that are placed into a container for some purpose, such as for printing, or to simplify the check out of multiple documents across folders. Sets can be used to create work packages for DRN reviews or to group documents together for transmittal. When you right-click a set, you will see all of the options available to you for working with the set. When you have a set open, you can select and right-click the documents in the set and perform actions on them just as you would from any folder in ProjectWise Explorer . You can place a single document into as many sets as you want. The document is not physically copied into the flat set, but a record of the document is added to the set. Removing a document from a flat does not delete the document from ProjectWise, however deleting a document from ProjectWise will remove the record of the document from all flat in which it exists. Note: When you check out a flat set, all documents in the set are checked out. When you check in a flat set, and if you are required to enter change comments upon check in, you are only presented with one Check In dialog in which to enter your comments.

13.1 To Create a Set of documents

Select Document > Set > New.

Type a name for and optionally a description of the set, and click OK.

A new set window opens for you to add documents. If you had documents selected in the document list when you selected Document > Set > New, they are automatically added when the set windows opens. The title bar of the set window shows the name of the containing folder followed by the name of the set.

Select documents from any folder in the datasource and drag them into the set window.

The set window stays visible as you make selections in ProjectWise Explorer. Once the first document is added, the flat set is automatically created in ProjectWise, and displays in the

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documents window of the originally selected folder. Each document's name and status icon appear in the set's window.

13.2 Locking the Version of a Document Used in a Flat Set

A Next to each document in the set contents window there is a check box called Lock to Version. When off, the active version of the document will always be included in the set. When on, the set locks to the sequence number of the document's active version. This way, as new versions of the document are created and the active version's sequence number slides forward, the set will always use a fixed version of the document.

To use this feature, simply drag a document into a set and turn the check box on or off as needed.

14. Sending Documents and Links

14.1 Sending Documents by email

There are various ways to share links and documents from ProjectWise Explorer:

• Select a document or folder and right-click the address bar and select Copy URN.

This gets a link that you can use to paste in a document or email. A URN (Uniform Resource Name) finds the document based on its unique ID, rather that its location in the folder structure. A URN will still link to the document if it’s moved to a different folder.

• Select a document and then select Document > Send To > Mail Recipient As Link (sends a document link through email).

• Select a document and then select Document > Send To > Mail Recipient as Link (sends a link to the document through email).

• Select a document and then select Document > Send To > Mail Recipient (sends a copy of the document through email).

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14.2 Sending Documents by Transmittal

To send a document by transmittal; right click on the document, then select Send to – Deliverables Management.

This will open a new window with the transmittal details.

Fill in the relevant details and click issue.

15. Attribute Exchange

The attribute exchange feature of ProjectWise lets you link text fields in Word and Excel documents with ProjectWise properties. When you place a linked text field inside a Word or Excel document, the value of the corresponding ProjectWise property is displayed. The link works in both directions, so that you can modify the value of a property in ProjectWise and then update its linked text field in integrated Word or Excel, or you can modify the value of a linked text field from integrated Word or Excel and then run a command from Word or Excel that updates the value of the corresponding property in ProjectWise.

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When the ProjectWise iDesktop Integration module is installed you will see the following toolbar in MS Word and Excel:

If any of the fields on need to be updated, it should be done in ProjectWise rather than in the Word. This ensures that the correct information is captured at the source and will be re-used in other documents rather than having to re-enter the information every time it’s used. To see the fields that are linked to ProjectWise, use Alt + F9. This will display the links:

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Appendix A - Suitability Codes

Code Title Work Area Comment

S0 Work in Progress Work In Progress

S1 Suitable for Co-ordination Shared

The files is available to be 'shared' and used by other disciplines as a background for the information

S2 Suitable for Information Shared S3 Suitable for Review & Comment Shared S4 Suitable for Stage Approval Shared A1 Accepted for Stage 1 Published A2 Accepted for Stage 2 Published A3 Accepted for Stage 3 Published A4 Accepted for Stage 4 Published A5 Accepted for Stage 5 Published A6 Accepted for Stage 6 Published

A7 Accepted for Stage 7 Published

This suitability code can be used for As Built drawing submission to NRG

A8 Accepted for Stage 8 Published B1 Partially Accepted for Stage 1 Published B2 Partially Accepted for Stage 2 Published B3 Partially Accepted for Stage 3 Published B4 Partially Accepted for Stage 4 Published B5 Partially Accepted for Stage 5 Published B6 Partially Accepted for Stage 6 Published B7 Partially Accepted for Stage 7 Published B8 Partially Accepted for Stage 8 Published R1 Rejected for Stage 1 Published R2 Rejected for Stage 2 Published R3 Rejected for Stage 3 Published R4 Rejected for Stage 4 Published R5 Rejected for Stage 5 Published R6 Rejected for Stage 6 Published R7 Rejected for Stage 7 Published R8 Rejected for Stage 8 Published CR As Constructed Record Published AR Archived Information Archived

Source: Document Management - Suitability Codes - All Items (sharepoint.com)

https://networkrail.sharepoint.com/sites/DocumentManagement/Lists/Suitability%20Codes/AllItems.aspx