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CUMC SKIRE User Guide

1. Software Solutions for Capital Program Management Integrated Workplace Management Project Portfolio Management Informatioraves Username Password cane Forgot Password into r has global project management and product development Unauthorized Access is Prohibited Unaithonzed use of Ihi system is etrolly prohibited and is subject to under Ihe C Fraud and Abuse Act of 1980 and Title 18 U S Code Seo 1001 and 1030 LOGGING IN AND OUT To log n to Unifier In the Unifier Login window enter your user name UNI and password supplied by the Unifier Administrator Eddie Cardozo and click Login If you have access to more than one company and are an active user in the companies select the company to log into as well If you have to change company access at any time you must log out and then log in again selecting the new company to access The Unifier application opens to your user home page To log out of Unifier Click the Logout link in the upper right corner of the Unifier window If you have trouble logging in e Be sure you are entering the correct user name and password as given by your administrator e Check the Caps Lock key on your computer user names and passwords are case sensitive Page 6 of 45 Gh COLUMBIA UNIVERSITY we MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide e If you need assistance contact your Company
2. To access company documents L Open the company workspace 2 Inthe Navigator click Document Manager to expand it 3 Click Company Documents Project or shell documents and company documents navigation Document Manager navigation works the same way at the company level and the project or shell level There are two panes in the project or shell and Company Documents node Folder view or folder tree Displays the project or shell or company documents folders and subfolders similar to a network or local drive Click the plus sign next to the folder name to expand it and reveal subfolders or click the minus sign to collapse the structure Project shell or company documents log or document view Displays the contents subfolders documents empty documents shortcuts of the folder selected in the Folders view in alphabetical order The pane also displays the Recycle Bin which contains files to be deleted from the system At the project or shell level a Phase drop down menu at the top of the pane allows users to display documents and folders applicable to the current phase or all phases referring to the project or shell phase as maintained by the project or shell administrator your project or shell may or may not contain phase specific documents Tip You can expand the project or shell Documents or Company Documents log and workspace by contracting the Unifier Navigator File Menu Menu Opti
3. Third party applications If you choose the Intermediate or Advanced File Transfer option you must have the Sun JRE applet and for Advanced the Unifier File Transfer Application installed Use of the Cimmetry Markup Tool also requires installation of Sun JRE These options are described in the Choose a file transfer option on page 11 Permission settings Like other modules within Unifier access and use of the Document Manager is fully permission based including for specific files and folders Contact your project or shell or company administrator regarding general permission access to the Document Manager About ownership and permissions Like other Unifier modules access to the Document Manager features is based on permissions set at the module level in Administration mode Each Document Manager node project or shell Documents Company Documents and Unpublished Documents have separate permissions The Unpublished Documents node is controlled by module level permissions in Administration Mode only In the project or shell and Company Documents nodes access to specific folders documents and shortcuts is also independently controlled by permissions that can be set within the Document Manager Note Folder and document permissions are set at the folder level and can be changed independently or inherited by subfolders and documents Unlike module level permissions permissions set at the folder level can differ from project or shell to p
4. These are indicated as being sent for Discussion in the Tasks log e You are designated as the Initiation step assignee for an auto created business process Validation for e mail task flow actions are as follows e Email address must match that of the assignee Valid Notification ID Password NID Active Unifier User BP record has not moved or been terminated Record has not already met completion policy Assignees must be Preassigned at the destination step Accept and complete a business process workflow task After a workflow BP has been created and sent Unifier adds the record to the log with a status of pending which refers to the status of the next step Unifier creates a task for each of the assignees in the next step in the workflow and a message for each of user that has been cc d If you are designated as an assignee of a task you will receive an e mail notification and the task will appear in your Tasks log To complete a business process workflow task L From your Tasks log or the BP log select a record and click Open The BP form opens for viewing On the view version of this form you can do the following Accept the task Decline the task Print the form Terminate the record Send uMail Transfer ownership of the record Add an assignee to the current step Copy users to the current step Page 34 of 45 07 COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training
5. Alert Users can receive notification when an alert is generated Change Phase Notification User receives notification when a phase is changed Auto e mail PDF Gates run User receives a PDF copy of an automated gates run Successful creation Administrator receives notification of the successful creation of a project or shell Project Shell This notification occurs if the project or shell is created manually through Web Services using a CSV file or through auto creation Alerts Gates CHOOSE A PROXY USER This feature allows users to designate another user as a proxy user Proxy users can be granted permission to access another user s account to complete tasks and perform other functions on that person s behalf if that person is unavailable such as on vacation Choose a proxy user carefully Remember that when another person logs in as your proxy user that person will have access to all of the records and functions that you do A proxy user logged in to your account cannot change your Preference settings Audit logs reflect that actions taken by a proxy user are on behalf of the original user You can limit the period in which the proxy user will have access to your account by specifying a start and end date or leave their access active indefinitely Proxy users who have the active status and during the time period specified using the Start Date Time and End Date Time if a time period is specified will receive e mail notification of t
6. Assignees need to be pre assigned on the workflow steps for the e mail workflow action to occur Attachments are ignored in the workflow action replies E mail clients supported for workflow actions via e mail include HTML and text If you are using a text client for your e mail the possible actions are listed but are static text not hyperlinks In that case you can reply to the e mail manually and provide the appropriate To Subject and body text Your subject should be the name of the action you want to take as shown in the e mail notification Attachments are ignored in the workflow action replies E mail clients supported for workflow actions via e mail include HTML and text If you are using a text client for your e mail the possible actions are listed but are static text not hyperlinks In that case you can reply to the email manually and provide the appropriate To Subject and body text Your subject should be the name of the action you want to take as shown in the e mail notification Tasks that are assigned to you are listed in your Tasks logs The Tasks logs display business process related tasks in which you are being requested to participate The following tasks may appear in your Tasks logs e You are part of a business process workflow and are requested or required to take some sort of action e You have been invited to join a discussion group by another user who is requesting assistance with drafting comments or markups on a BP
7. Consolidate discussion group comments In the Action Details area of the BP form designate the next assignees users and groups who will receive the next step in the workflow as a task You may also be able to designate the task due date for the next assignees Note You can choose the next users to send the BP to if the BP has been set up this way Some BPs have a fixed workflow If this is the last step in the workflow this is not applicable You may also add task notes for the next participants in the workflow Task notes apply to the next workflow step only and are not stored with the permanent record When you have completed any necessary edits or additions select an action or workflow action from the drop down list The action you take depends on the task assigned For example if this is a review step an action that you may be able to take is approve Click the Send button e If the business process workflow is not yet complete the business process will be forwarded to the next team members in the workflow e Ifthe workflow is complete that is your input was the last step of the workflow the BP record will appear as complete in the BP log Tip At any time you may save your work as a draft This is recommended if you are going to leave your desk or have a lot of work to do on it There is no auto save Notes on actions e Undo Action If you change your mind after making a selection click the Undo Action button and t
8. EHI EORR ORI DERE EH E OE ER ERE ces 15 ATTACHING FILES TT 17 ABOUT ATTACHING FILES IN UNIFIER 2 meer nee nde 17 File transfer methods ui tees 17 Attach files from your local system My Computer 18 Attach files from the Document Manager Unifier Folder 18 Neie 18 OPEN A PROJECT enr ins aaa AAA ac 18 View project location map A A Mme Desv ente cese eui ex ted ent ld 19 Page 2 of 45 o COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide What you can do in a project enne nennen nennan nasse sensit tasa nasse sss satia assa assa isse sa aa sas s ss sn satia ganan 20 COMPANY WORKSPACE erinin gatia teer e ad dec t Fa e EX cha UR Oa sedo aee AAA Pan nn tre 20 ACCESSING THE COMPANY WORKSPACE LL enne nene tnnn nennen tnnt oniani iiaiai iaia sete seres s testen st sn nenne nnns tnnt 21 BUSINESS erudi Degr Eege Eege dE ee gd CN 22 OVERVIEW OF WORKING WITH BUSINESS PROCESSES ire 22 THE BUSINESS PROCESS FORM AND WORKFLOW issseseeeeennee nennen nnne then tent nnne nnne insetti erns irre st rnit restes testen nns 22 About El Egeter ER Accessing BUSINESS Me 23 Accessing Business Process Logs and Records iii 24 VIEW TASKS sic H 25 Save and access draft business processes cccccccccseessesssececececeeseaesececececeesesaeeeeeeeceseeseaeeeee
9. Guide e Audit the progress of the record Click the Accept Task button The form becomes editable In some cases you may have the option to decline the task On the editable or action version of this form you can do the following Undo the task acceptance decline the task Select the step s next action Add or edit form content Save a draft of the record Terminate the record Transfer ownership of the record Display the view form of the BP Audit the progress of the record Spell check the record content Add attachments line items etc Send the form to the next step Note If the project or shell associated with a business process becomes View Only in process records are placed on the View form of the current step of the workflow After the project or shell is again Active the business processes revert to the Action form 3 Review the form carefully If you have the proper permissions you can perform the following additional functions as long as the BP is set up for them or is of the proper type to accommodate them Make changes or additions in editable fields of the BP Add edit or remove line items or summary line items Add or view file attachments View or add general comments Add or review graphic markups to an attached document Provide a link to another completed BP form Other participants will be able to click on the link and view the referenced BP form e Initiate or participate in a BP discussion e
10. e mail notification you must have at least view permission for that module and event See the option descriptions below for more information If a checkbox is not selected you will not receive e mail messages regarding that event These events pertain to business processes To receive notification you must have at least view permission for the business process BP You can opt to receive e mail notification when e Personal tasks You are part of the assignees list when a BP is sent this becomes a task for you e Decline tasks A task is declined by one or more of the assignees that you have added to a BP that you sent e Overdue personal tasks An assigned task is past the due date Messages Someone cc s you on a BP e Discussion group comments A discussion group participant adds and saves comments within the discussion group You will receive notification if you are the owner of the discussion group e Record workflow complete The workflow end step has been reached This is applicable on any workflow BP where you have been selected as part of the Notify users on workflow completion setup under the BP Setup gt Setting tab e A certain step occurs in a workflow if your Administrator has enabled workflow actions for the workflow step that needs action Actions are shown as hyperlinks in the e mail Users with view permission set in the Document Manager on the applicable document folder or shortcut target receive notification
11. form will print according to the layout that you select Note For PDF and HTML layouts the ability to print hidden comments will respect permissions if you can see hidden comments you can print them In custom print hidden comments are not printed To print a business process form with a custom print layout L Open the business process record that you want to print Be sure it is in a view mode 2 Fromthe File menu choose Print Preview Custom The Custom Format Print window opens The window lists custom layout options set up by the administrator Page 38 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide 3 Select a layout and click Ok The File Download window opens 4 Choose to Open or Save the file which is a Microsoft Word DOC file 5 Open the file in Microsoft Word and print This feature can be used with Microsoft Word 2003 and 2007 COST MANAGER The Cost Manager consists of the following modules and features COST SHEET Project Shell cost sheet The project or shell cost sheet is a detailed accounting of the project s or shell s budget and costs It works much like a spreadsheet within Unifier that calculates and maintains the project or shell cost information stored in the project or shell The project or shell cost sheet rows contain unique WBS codes or cost codes which can be used to link project or shell or program costs to the general le
12. in the Document evise EN E SS Manager The older version is accessed in the View Revisions window Check In Check in documents that you have previously checked out If the document was revised and checked back in the Pub No is updated Check Out Check out a document to edit or add markups or comments Cancel Check Out Cancel checkout of a document without saving any edits or comments Lock Lock documents to prevent editing by other users Unlock Unlock locked records Organize Folders Move folders within the folder structure View Menu Menu Option Description Comments Add or view comments on documents and file attachments on documents Refers to reference files associated with a base drawing file DWG or DGN format A checkmark in this column indicates that all the References a E SEN fe 3 S reference files are resolved an X indicates there is at least one missing reference file Linked BP Records Display list of business process records to which a selected document is linked Revisions Access previous revisions of a selected document Audit Log View the audit log history of actions for folders documents and shortcuts e Properties Search for documents folders or shortcuts by information that is part of their properties e g name owner etc Data Find that can be searched on can be customized by the project or shell Manager e Content Search by content or keywords within documen
13. iriiri M 36 Page 3 of 45 o COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Edit a business process record 36 Editimultiplerecords in bulk arta tr e red on ren rte Do e ER T bete tet tede e sod te ture 37 Tracking a Step through the Workflow inner 37 PRINT NG AND D ISTRIBUT I N G BUSINESS PROCESS FORMS iii 38 Print a business process Tom 38 COST MANAGER 39 ode der 39 WORKING WITH eege E 39 WORKING WITH PROJECT OR SHELL COST SHE TS inner 39 Open a project or shell cost sheet iii ia 39 DOCUMENT MANAGER rsp E tienne eee 40 Tee TN BEE A0 About oWn rshipand eg EE E A0 Access project or shell documents and company documents ss 41 Project or shell documents and company documents navigation 41 DOWNLOADING DOCUMENTS AND FOLDERS ooccoccccccccncconcconocononononononannanona ronca rr 43 Download documents and folders ie eter a iia 43 CUMC DOCUMENT MANAGER FOLDER STRUCTURE enne nennen nest tnsn nnns tes tnnt ttn cnn nr tnnt inns etse t sensere 43 Page 4 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Introduction to Unifier Design
14. is view only Work packages In addition to a project or shell cost sheet multiple work packages may also be defined A work package is a group of cost sheet rows that is a subset of the project or shell cost sheet Work packages provide insight into the budget without providing full access to the details of the project or shell cost sheet Worksheets Cost worksheets can be created to support the project or shell cost sheet They can be used as sub cost sheets enabling specific calculations or data entry in a separate sheet which can then be rolled up into a defined project or shell cost sheet column For example a worksheet can be used to offload complex calculations which can be rolled up into a single cost sheet column Worksheets support manual data entry and formulas Business processes do not roll up to worksheets Permissions can be controlled for individual worksheets Worksheets are not independently reportable however cost sheet columns that reference worksheets can be reported on WORKING WITH COST SHEETS This section discusses how to work with company program and project or shell cost sheets work packages and worksheets WORKING WITH PROJECT OR SHELL COST SHEETS The following procedures discuss how to open and work with project or shell cost sheets Open a project or shell cost sheet To open a project or shell cost sheet L Inthe Navigator in User Mode open the project or shell 2 Clickon Cost Manager then on Cost Sheet T
15. on the Projects tab For details on navigation see Navigating in Unifier on page 7 Unifier https ues skire com Microsoft Internet Explorer provided by CU Medical Center ras D 05 25 2010 Hector Cardoz Skire Unifier 5 25 ector Cardozo Home Company Workspace Projects f User Mode f File Edit View Help To access your projects From your Home page do one of the following e Click the Projects tab Page 18 of 45 COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead mo Skire Unifier User Training Guide File Edit View Help EH Open A Find Projects Current View All 429 Item s Page 1 of Number Project Name D Company Name Asset Name Proj 11240 Housing 154 Haven Avenue Local Law 11 Columbia University Proj 11239 Medicine PH 17 Relocation Columbia University Proj 11234 Housing New Work Order System Columbia University Proj 11233 FPO P amp S East 60th Street Master Plan Columbia University Proj 11232 Housing Georgian Bldg Summer Fall Refresh FY 09 1 Columbia University Proj 11231 Housing 100 Haven T3 Summer Fall Refresh FY 09 1 Columbia University Proj 11230 Housing 100 Haven T2 Summer Fall Refresh FY 09 1 Columbia University Proj 11229 Housing 60 Haven T1 Summer FallRefresh FY 09 10 Columbia University Proj 11228 Housing 50 Haven Summer FallRefresh FY09 10 Columbia University Proj 11227 Housing 390 Ft Wash SummerFall Refresh FY09 10 Columbia University
16. process you can open and edit any record that you can see listed in the log per your view access permission View User Records View Company Records or View All Records You must have at least one of these permissions to be able to view the record in the log to access it to edit Edits performed on the end step of a workflow business process affect the record directly as no draft exists Note Editors cannot edit a workflow record until the task assignee accepts the task and saves the draft Last One to Save Wins If multiple editors and the assignee are editing the business process at the same time the data saved by the last edit will over write all previous edits For example if User 1 changes an amount field from 15 000 to 23 000 and saves the change and User 2 changes a different field but does not touch the amount field when User 2 saves his her change Unifier will commit User 2 s edits and the amount field will show 15 000 rather than 23 000 e You have been invited to join a discussion group by another user who is requesting assistance with drafting comments or markups on a BP These are indicated as being sent for Discussion in the Tasks log e You are designated as the Initiation step assignee for an auto created business process Tasks that are late have passed their due date are shown in the log in red Task logs are found in projects and shells in the company workspace and in one central Tasks log for all company a
17. project or shell team members can better manage all data and business processes in one centralized system while reducing the reliance on older technologies such as e mail fax and desktop applications Unifier was designed from the ground up specifically for the facility owner based upon our industry domain expertise and knowledge of best practices combined with direct customer input gathered over decades of client interaction The result is a robust set of capabilities with an intuitive easy to use interface Unifier enables leading owners and operators to increase enterprise efficiencies reduce project and operating costs enhance visibility and improve time to market Page 5 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide GETTING STARTED The following section discusses how to access Unifier where to get first time user information for configuring your browser and how to log in and out of Unifier INFORMATION FOR FIRST TIME USERS Before using Unifier for the first time contact the Company Administrator Eddie Cardozo and they will configure your browser setting document view options and other important information To access the Unifier Login window 1 In Microsoft Internet Explorer enter the web address http www skire com 2 From the Customer Login field in the upper right corner select Unifier and click Go The Unifier Login window opens
18. the project When you open the Project Home page the Navigator expands providing access to project level features and business processes Unifier https ues skire com Microsoft Internet Explorer provided by CU Medical Center O OTE TN i5 COLUMBIA UNIVERSITY o to Dashboard Skire Unifier A Home Company Workspace Projects Usos e 8 Programs GF New tar Open Q Find a EI Projects Standard Housing 100 Haven T3 Summer Fall Refresh FY 09 10 Home amp Housing 100 Haven T3Sum E E File Edi View Help Items Requiring Your Attention Tasks 0 New 0 Late 0 Messages 0 New Draft Records 0 New uMails 0 New Links View project location map The Project Home page provides a link to an online map of the project location as defined in the project properties Page 19 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide To view the project location map 1 Open the Project Home page 2 Clickthe Location address link An interactive map of the project location opens 3 Youmay scroll through the map or zoom in or out upper left corner of the map window or change views select one of the options in the upper right corner e Map Displays the map view e Satellite Displays the aerial photograph view e Hybrid Displays the aerial photograph overlain with map markings What you can do in a project The Navig
19. view permission you must also have at least view permission on the specific documents or folders that would generate the event e mail These permissions are set from within the Document Manager In addition the owner of the folder has the option of not generating e mail notifications for specific events e External e mail accounts If you are using an e mail address from a generic e mail account Yahoo Hotmail etc your spam filter may filter out these notifications Refer to your e mail provider regarding how to allow these notifications To subscribe to or opt out of e mail notifications L From the User Preferences window Options tab select the modules and events for which you want to receive e mail notifications See the following table for details The events apply to the following modules Business processes Document Manager project or shell and company level uMail User defined reports Alerts Gates 2 Tooptout of receiving e mail notifications regarding specific Unifier events deselect the checkbox for the notification 3 To receive Unifier e mail notifications in one e mail summery per day click the Send notification in single daily digest checkbox The summary e mail will be sent if one or more events trigger an e mail notification Page 13 of 45 07 COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide User Preferences Microsoft Internet Explorer provided b
20. with duplicate files names will not attach PROJECTS A project is a collaboration space that allows project users to collaborate on and coordinate the execution of a project Related projects can be grouped together under a program If you are a member of a project that is part of a program you may be a member of that program As a Unifier user you may be part of a sponsor company or a partner company or possibly both Sponsor companies can commission and administer projects and programs Partner or member companies e g subcontractors and vendors work with sponsor companies in the successful completion of projects Note User access and permission levels for all functions are controlled by the Company Administrator Contact your Company Administrator if you have questions regarding access Within Unifier a shell is a construct that contains sub shells Shells are like standard projects but offer more functionality and flexibility in terms of how you work with them in Unifier Generic shells allow users to manage different modules Projects are also shells which are predefined in Unifier The Shell Manager allows shell types to be defined in uDesigner Administrators can later create one or more instances under each shell type in Unifier Each instance can have its own business process cost manager reporting module or other modules as needed OPEN A PROJECT Open a project to access the project functions Projects are listed
21. 11 of 45 Gh COLUMBIA UNIVERSITY wet MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide e Basic HTML based This method can be used on any Unifier compatible machine without having to install a third party program It has the most basic functionality allowing single file selection for uploads and downloads and will resolve drawing reference files after upload e Intermediate Sun JRE In addition to basic functionality this option supports the selection of multiple files and folders for uploading and downloading It will resolve reference file relationships in DWG and DGN drawing files This process takes place on the server that is reference files should already be uploaded to Unifier or be part of the current upload process See the First Time User Setup Guide File Transfer Option for details on supported JRE versions and the URL for JRE downloads e Advanced Sun JRE and Unifier File Transfer Application This option provides the greatest flexibility for uploading and downloading documents and folders especially drawing files In addition to the Intermediate functionality its advanced functionality for managing reference file relationships in DWG and DGN drawing files makes it easier for users to locate upload revise and download reference files The resolve process is done on your local system The process will make sure that all reference files are included in the upload and will automatically bun
22. 5 Gh COLUMBIA UNIVERSITY wet MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Hold for Trustee Approval Sent for Ass Director Review VP of Facilities Electronic Signature Amador Centeno Design amp Construction OF Construction CPM Ass Director Diana Mejia Account Verification Feasibility Study Or Revised Document Design Sent for Approval Review amp Revise Review amp Revisions Creates New Proj Project Manager Document for following Phase RESPONDING TO TASKS Business process e mail notifications You may be notified by e mail when you have a new task if you are late responding to an assigned task if you have been requested to join a BP discussion group you are an editor on the task in which case you receive notification each time a draft is created or if you were the creator of the BP and someone has taken action on their task Depending on your company s Unifier e mail notification setup and your own user preferences you may receive such e mails one at a time as the task is generated or you may receive one daily e mail digest summarizing all of the day s e mail notifications including non BP related notifications Note E mail notifications can be configured in your user preferences See Page 13 Getting Started If you receive an e mail notification You may receive BP related e mail notificatio
23. Administrator Eddie Cardozo Note Your Unifier password is not synchronized with the UNI password Passwords can be changed in the User Preferences window See page 10 Tip Save your work often If you are inactive in Unifier for longer than 60 minutes the system will log you out automatically and any unsaved work will be lost NAVIGATING IN UNIFIER Navigating in Unifier is easy Every module feature and record in Unifier can be instantly accessed via the Navigator which is always available in the left pane of the Unifier screen Additional functions are available from the links at the upper right portion of the screen NAVIGATOR The primary means of accessing Unifier features is from the Navigator located in the left pane of the Unifier window The Navigator is similar to a familiar folder system much like a network drive Each feature is stored in its own node similar to a folder Each node is controlled by flexible read and write permissions If you do not see a feature in the Navigator contact your project or shell Administrator or Company Administrator to verify that you have been assigned the proper access permissions Unifier https ues skire com Microsoft Internet Explorer provided by CU Medical Center 05 24 2010 Hector Cardozo pem 7 Skire gt Unifier A Home Company Workspace Projects User Mode File Edit View Help E Columbia University Home CH a EI Summary Columbia University e ll Co
24. Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Facilities Management Capital Project Management SKIRE USER MANUAL UPDATED July 27 2010 o COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Contents TT 5 RE EE 5 GETTING STARTED E 6 INFORMATION FOR FIRST TIME USERS occitano 6 Tolo into Uni EE 6 TO MOE CU OU A A A A A A A eosin tad ees 6 If you have trouble logging in iii aii 6 EA ET WHICH RN UE H NAVIGATOR miii rennais sens nan en nine e A A 7 Modes and NOGES E 7 USER HOME PAGES ai 8 CONFIGURING YOUR USER PREFERENCES si nn nn nn neers 8 ACCESS THE USER PREFERENCES WINDOW weesctccccdccesdeesceccuccsteeadedscetenerdeccenees canencte paraded a E E E a aE a aaea 9 VIEW YOUR CONTACT INFORMATION AAA 9 CHANGE YOUR UNIFIER PASSWORD ii toe tate e hane 1 ogee o ERR us Peter e tie nt od bbe wn bene na vic tite te Ene La og nino e REX REL ee bate nette a 10 ADD SECRET QUESTIONS FOR PASSWORD RESET AAA 10 CHANGE TIME ZONE OR DATE FORMAT esee ais li a ec Nine EE ia Ea EH Yen ty bales x ee EE Y Pea ERR HERES 10 CHOOSE A FILE VIEWER OPTION rtr rrr opt RERO eto ERR EPI EI EE REIHE its 11 CHOOSE FILE TRANSFER OPT IQN eene eeu eau eene dd a 11 SELECT E MAIESUBSCRIPTION OPTIONS sirios is ea ape vee Recent ea ce e Y Ep ie Ya EE ty bales cade E EE Y dede 13 CHOOSE A PROXY USER zeit tret etr PERIERE
25. Name The name of the company contact person Select the company to open and click Open The Company Home page opens The Company Home page displays the following information e Location Company headquarters Click the location link to view the location map e Contact Name Click on the link to view contact details for the company contact e Home Page URL Links to the company s website which opens in another browser window This optional link is defined by the company administrator e Help URL Links to an internal source of supporting information such as a company intranet site This optional link is defined by the company administrator File Edit View Help E New Ge Open Q Find Columbia University Location Multiple Descrip Contact Name Columbia Administrator Home Page URL http Avww columbia edu cu fm Help URL View company location map Page 21 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide The Company Home page provides a link to an online map of the company locations as defined in the company properties To view the company location map L Open the Company Home page 2 Click the location link Multiple 3 An interactive map opens and displays the company locations You may zoom in or out or change views e Map Displays the map view e Satellite Displays the aerial photograph view e Hybrid Displays the aerial photograph overlai
26. Proj 11226 Housing 154 Haven Summer Fall Refresh FY 09 10 Columbia University Proj 11225 Housing 50 Haven Bard Hall Exterior Leak Repair Columbia University Proj 11224 Housing 154 Haven Exterior Leak Repair Columbia University Proj 11223 Housing 390 Ft Washington Exterior Leak Repair Columbia University Proj 11222 Housing Georgian Building Exterior Leak Repair Columbia University Proj 11221 Housing 100 HavenTower 3 Exterior Water Leak Columbia University Proj 11220 Housing 100 Haven Exterior Leak Repair Columbia University Proj 11219 Housing 60 Haven Exterior Leak Repair Columbia University Proj 11218 Housing 154 Haven Repair amp Maintenance Columbia University Proj 11217 Housing Tower 2 Infrastructure Renov Columbia University Proj 11216 Housing 50 Haven Compliance amp Safety Columbia University Meni 44n4c Minshamintes DD Cth Ple Nant Men Manos Calmmbin d lnkenenite The Project log opens listing all of the projects to which you have access The log shows e Number The number assigned to the project e Project Name The name of the project e Company Name The sponsoring company for the project This may be your own company or another company for which your company is a partner company in the project e Asset Name If the project has been associated with a company asset the asset will be listed in this column To open a project Select a project from the Projects log and click Open The Project Home page opens providing an overview of
27. are Lead Skire Unifier User Training Guide CHANGE YOUR UNIFIER PASSWORD In the User Preferences window click the Security tab Enter a new password then reenter it to confirm You must log out of Unifier for the change to take effect User Preferences Microsoft Internet Explorer provided by CU Med O E General Security Options Password Confirm Password View Password Polic ADD SECRET QUESTIONS FOR PASSWORD RESET You can add up to three Secret Questions to answer when you click Forgot Password It is recommended that you set up the Secret Questions so you can reset your own password After you answer the Secret Question s you will receive e mail notification of your new password To add Secret Questions to use when resetting your password On the Security tab under Password Recovery Secret Questions select a question and enter the answer You can add up to three Secret Questions User Preferences Microsoft Internet Explorer provided by CU Med a E General Options Password Confirm Password View Password Policy Password Recovery Secret Questions Question 1 Answer Question 2 Select Answer Question 3 Select Answer CHANGE TIME ZONE OR DATE FORMAT The Time Zone setting affects the date stamp that appears on the actions that you perform in Unifier such as saving or uploading files and also affects due dates for ta
28. asks to perform as proxy Note If the specified proxy user has Send notifications in a single daily digest selected on the Options tab of their User Preferences it will impact when they receive notification of the task they must perform as proxy Ensure that the Send notifications in a single daily digest checkbox is deselected for the proxy user if that user must receive the task notifications immediately To designate a proxy user to your account L From the User Preferences window click the Proxy tab 2 Inthe upper portion of the window click the Add button Click the Select button The User Group Picker opens Select a user from the Select Users list and click Add Click OK to close the picker 3 Ifyou have access to more than one company and are an active user in the companies select the company to log into as well If you have to change company access at any time you must log out and then log in again selecting the new company to access 4 Ifyou want to limit the time period that the proxy user can access your account for example only during your vacation days do the following Click the Start Date Time calendar icon Select the date and time that you want the proxy to be able to begin logging in as your proxy user and click OK Dates on the calendar that are grayed out are company defined non working days They are valid selections for this function Click the End Date Time calendar icon Select the date and time to end proxy acce
29. ator displays the project related Unifier features that you have permission to access Depending upon the modules your company has set up and your access permissions the following project functions are available in the Navigator Note The example below displays the default Navigator appearance Company administrators can configure the User Mode Navigator to better suit business needs for example creating additional nodes to store business process records renaming some of the nodes mentioned below etc Your navigator may differ but the basic functionality will be the same e Summary The Project Summary provides a snapshot of the overall project You can use the standard view or customize your own summary page e Alerts You can create customized alerts to alert you to a condition or event in Unifier that you specify Note CUMC is currently not setup to use this function but will be available in the future e uMail An internal Unifier e mail feature that allows Unifier project team members to communicate with each other and maintain a record of the communications e Collaboration Tasks Messages and Drafts Lists current business process tasks that have been assigned to you that you have been copied on and draft copies that you have saved See Page 19 CUMC Business Processes Tasks and Drafts are not available for View Only projects Messages are available for View Only projects but you cannot add general comments Project Directory List of
30. ave the proper permissions to create new BP records After a workflow BP has been created and sent Unifier adds the record to the log with a status of pending which refers to the status of the next step Unifier creates a task for each of the assignees in the next step in the workflow and a message for each of user that has been ced Before you begin e Be sure that you have the proper permission settings All Unifier functions are controlled by fully configurable permission settings including creating business processes Contact your project or shell or company administrator regarding permission settings e A business process form and workflow must be imported configured and set up by an administrator before it can be used e Some BPs have fields that require set up such as drop down menus or dynamic data sets which must be set up by an administrator Page 27 of 45 07 COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide INITIATING BUSINESS PROCESSES New business process records can be created in the following ways Manually create a new BP record starting with a blank form Copy an existing BP record in the same log The fields will be populated with the original record entries which can be edited as necessary Auto create a record from another record at a specified step S Step in a workflow Note You can print workflow progress using custom print Auto crea
31. business processes and more As a Unifier user you may be part of a sponsor company or a partner company or possibly both Page 20 of 45 mo COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide A sponsor company initiates projects in Unifier A sponsor company may have many partners A partner company is a consultant contractor or vendor company that is associated with a sponsor company A partner company may work with the sponsor company on some or all of the projects that the sponsor company commissions Partner companies cannot initiate projects Note User access and permission levels for all functions is controlled by the company administrator Contact your company administrator if you have questions regarding Unifier access ACCESSING THE COMPANY WORKSPACE Open the company workspace Open a company workspace to access the company level functions To open the company workspace l Skire Unifier In the Navigator in User Mode click the Company Workspace tab 05 25 2010 Hector Cardozo Company Workspace Projects The Company log opens The log lists all companies sponsor company and partner companies to which you have access The log displays e Company Name The name of the company e Short Name An abbreviation of the company name the short name is used as a company identifier for example when importing uDesigner business processes e Contact
32. ce Messages 0 New m E Master Log management capabilities It is designed to automate any organization s business processes by leveraging its powerful configurable workflow engine and dynamic form designer along with the powerful system managers that allows you to control scope cost and schedule and much more Draft Records 0 New uMails 0 New Tasks or New uMails Number Name Tasks uMails Company Name Tasks Displays all tasks that have been sent to you tasks may include BPs that require your approval action items and transmittal items New task items will appear in BOLD Late task items will appear in RED Previously viewed but yet to be completed tasks appear in normal font Messages Displays copies of BPs on which you have been cc d Drafts Displays saved drafts of BPs that you have created but not yet sent uMail Displays INTERNAL e mail messages from within the Unifier system NOTE You may receive notifications of Unifier uMail messages in your Campus uMail Outlook account however you must manage Unifier e mail messages from within the Unifier uMail system CONFIGURING YOUR USER PREFERENCES From the User Preferences window you may change your password change the time zone or date format designate a proxy user and choose file transfer and file viewer options The following procedures describe how to configure the User Preferences settings Note Depending on the set up for dates in uDesigner some of the date pickers can
33. cument type BP attach the documents to the BP e If this is a text type BP complete the text portion for example for an action item include the instructions in the text box in the lower portion of the form e If this is a simple type BP this portion is not applicable You may add additional optional information including e Add general comments or attach a file to a general comment e Add or review graphical markups to an attached document e Provide a link to another completed BP form Other participants will be able to click the link and view the referenced BP form When you have completed the form select an action from the actions drop down list In the action details area of the BP form designate the next assignees users or groups who will receive the next step in the workflow as a task You may also be able to designate the task due date for the next assignees Note You can choose the next users to send the BP to if the BP has been set up this way Some BPs have a fixed workflow If this is the last step in the workflow this is not applicable Page 28 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide 9 Youmay also add task notes for the next participants in the workflow Task notes apply to the next workflow step only and are not stored with the permanent record 10 Click OK to save your changes IL Click Send to complete the creation step of the wo
34. d The native application will not display graphical markups This option requires that users have the native application installed on their machine in order to view the document This is the default option Note Unifier automatically displays document markups using the Cimmetry viewer see below without having to change your options e Unifier Viewer Documents are displayed in a Cimmetry viewer which can display virtually any type of file Documents are opened in a read only view that supports adding graphical markups and text comments User Preferences Microsoft Internet Explorer provided by CU Med i General Security Options Proxy Time Zone GMT 05 00 Eastern Standard 7 Ti me New York Date Format MM DD YYYY HH MM AM Viewer Option Native File Transfer Option Advanced Default Login View Use Custom Dashboard as default login view Email Subscription Send notifications in single daily digest CHOOSE A FILE TRANSFER OPTION The File Transfer option determines how files are transferred between Unifier and your local system File transfers include uploading and downloading documents to and from the Document Manager or attaching files from your local system to a business process cost or funding sheet cell schedule sheet or uMail message The Advanced option is required if you are transferring drawing files into the Space Manager There are three file transfer methods Page
35. d forwarding it on for approval The form will follow the following workflow Reject Approved Approved Approved Director Approval Review amp Revise Budget Model Send the revised KR Budget Model PM Revisions You can track the status of the form by clicking on the link beside Task Status For more information about this see Tracking a Step through the Workflow on Page 37 FUNDING MEMORANDUM e Funding Memorandum This form is found in the Navigator gt Collaboration gt Tasks gt New Pull down menu gt CUMC Funding Memorandum Home Company Workspace Projects User Mode 6 File Edit View Help EI Programs E new E Open A Find c Projects Standard Tasks c CUMC Budget Estimate EE Development Tower 2 Minor CUMC Funding Approval Summary 0 Item s CUMC Funding Memorandum zd Type CUMC Project Document The Project Manager is responsible for creating the Funding Memorandum and forwarding it on for approval The form will follow the same workflow for the Initial Request or Additional Request Page 31 of 45 Gh COLUMBIA UNIVERSITY wes MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Rejected Executive Director nos Approval Approval Pat Gane Project Manager FM Approved Review amp Revise Review amp Revise Review amp Revise Funding Memo Forward Revisions for Appr
36. default to today s date or allow for date only selection no time or time zone displayed with the date Page 8 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide ACCESS THE USER PREFERENCES WINDOW To access the User Preferences window L Clickthe Preferences link in the upper right portion of the Unifier window The User Preferences window opens From the User Preferences window you can do the following e View your contact information in the General tab e Change your password in the Security tab e Change your time zone and date format settings and choose file viewer file transfer and e mail management options in the Options tab e Define a proxy user in the Proxy tab or log in to another user s account for which you have been named a proxy user 2 When you have made the necessary changes click Apply to save the changes or OK to save and exit the window Note Company administrators can update all options shown in the Options tab using a User Preferences template If any settings have changed they may have been updated by the administrator You may want to contact your administrator before changing these settings VIEW YOUR CONTACT INFORMATION Contact information is displayed in the General tab To view your contact information 1 In the User Preferences window click the General tab 2 Fromthe Contact drop down list choose the user directory
37. dger for finance Cost information can be entered manually pulled from work packages or worksheets or rolled up automatically from business processes when transactions occur in Unifier Program cost sheet Program cost sheets are created automatically once a project cost sheet has been created in at least one project within the program The columns of the program cost sheet can be set up to allow cost sheet data to roll up automatically from individual project cost sheets The program cost sheet will display cost data for all projects within the program that have a status of active or on hold The currency used is the company base currency Projects on the program cost sheet are sorted automatically by ascending project number As new projects are added to the program and cost sheets are created for them the new projects will be automatically added to the program cost sheet Company cost sheet The company administrator can create a company level cost sheet to display cost data across project or shells Projects or shells on the company cost sheet are added by default as project or shell level cost sheets are created Only active and on hold projects or shells should be rolled up to a company level cost sheet Projects and shells are listed in order by project or shell number in an ascending order Data rolls up to the company cost sheet columns from individual project or shell cost sheet columns by data source The data displayed on the program cost sheet
38. dle necessary files as needed The Advanced option requires the download and installation of Unifier File Transfer Application and Sun JRE The Unifier File Transfer Application installation file and instructions are available for download from within Unifier See the First Time User Setup Guide File Transfer Option Supported Sun JRE Versions for details on supported JRE versions and the URL for JRE downloads File Transfer Requires 3 Allows Allows Allows Allows drag Resolves Resolve Option Party additional upload upload amp drop file reference process is Application file download of download of selection files done locally properties multiple files folders Basic None Y Y Intermediate Sun JRE Y Y Y Y Y Sun JRE plus Advanced punc de Y Y Y Y Y Y Transfer Application User Preferences Microsoft Internet Explorer provided by CU Med O 63 MT Security Options Proxy Time Zone GMT 05 00 Eastern Standard Time New York v Date Format MMIDD YYYY HH MM AM E Viewer Option Native v File Transfer Option Advanced v Basic Intermediate Business Processes Personal tasks Decline tasks Overdue personal tasks Messages Discussion group comments Record workflow complete S S S Document Manager Project Shell Document upload C Transfer ownership C Document revise Folder rename Document Manager Company Alnacumantuni
39. e log node in the Navigator select the business process 2 Ontheright pane double click the record you want to track Unifier displays the BP record window e If the record is open or pending click the Task Status link in the Task Details section of the form e If the record is closed click the link to view the process details in the Task Details section of the form Unifier displays the BP Progress window showing the step the record is currently on Page 37 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide BP Progress Microsoft Internet Explorer provided by CU Medical Center Workflow Progress Title 11243 Development Tower 2 Minor Renov Current Step Record No FM 00008 BP Setup used Due Date PM Submission of FM to Initial Request Step Name Completion Rule Status Creation Any User Completed Funding Memo Account Verification Any User Not Started PM Review and Revisions Any User Not Started Director Approval Any User Completed PM Submission of FM to Client Any User Not Started Executive Director Approval Any User Completed End Any User Not Started Tasks for the selected step Assignee Company Status Action Due Date Completion Date Rick LaValley Columbia Completed Forward for Approval 05 25 2010 03 04 PM 05 25 2010 03 04 PM View Graphic Close You can use this window to display every step in the workflow sch
40. eeceseeseaaeseeeeecusseseaaeeeeeeesesees 26 View messages ce d tasks ai tt irc etx Eva PREND Rr DR EVE oneness niet e 27 Access the custom business process help PDF file nn 27 CREATING BUSINESS PROCESSES e 27 INITIATING BUSINESS PROCESSES cono c cnn cnn 28 Manually create a business process record iii 28 Create a business process record by copying an existing record 29 AVAILABLE CUMC BUSINESS PROCESSES cccooccocccocccoccnoncnnnnnnncnnnnnnnn cono ccoo ccoo nn nora enses R resi test tese thes R Ran rn rn eran arre rare nana n nnn nns 29 PROJECT INITIATION o ie ans mn An AN Rda tait rte ae aaaea tee ec 29 PROJECT INFORMATION tien a ire te tte 30 BUDGET delen NO 30 FUNDING MEMORANDUM cccceescceseceseeeseeeeeeeeeseeeeeaeeeaeecacecaaecaaecaaecuaecsaecsaeesaeeseneseaeseaeeeaeesaaecaaecsaesaeceaeeeaeeeeeeseneseaeeeaes 31 d ejdebeedudge ER 32 RESPONDING TO TASKS creirien etes 33 Business process e mail notifications esses eene nnne nennen nhnnnn nne s ense neta rnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 33 Business Process e mail notifications with workflow actions ss 34 Accept and complete a business process workflow task 34 TAKING ACTION ON MULTIPLE TASKS AT THE SAME TIME BULK ACTION ii 36 Update business process workflow actions using bulk processing cccccccsssssssecececessessceceeeeecesseseeaeeeceessessesseaeeeeess 36 EDITING RECORDS
41. ema the action of the step the assignees and those cc d on the task and the status of the task at each assignee s action 3 Clickthe name of the step you want to audit PRINT I NG AND D ISTRIBUT I N G BUSINESS PROCESS FORMS At times you may need to print copies of a business process form such as an invoice or a purchase order You can save a copy of the form as a PDF file and print or e mail the file print an HTML view or print from a Word file if a custom print layout has been created for the form Note To print the form must be in View mode View mode refers to the non editable version of the form For example for workflow business processes this is before clicking the Accept Task button or after the form has gone through all the workflow steps and is complete For non workflow business processes this is after editing has been completed Print a business process form When printing business process forms from PDF or HTML format you can choose to include not only the information on the form itself but also associated information such as general comments and information about file attachments The print options are e Upper form data Task details for business processes with a workflow Line item list Line item data General comments made to the record Information about file attachments on the record or line items e Comments made to file attachments If custom print layouts have been created for the business process the
42. ents This is the root node where published documents that is documents that are ready to be used by team members are stored and managed The node is labeled project or shell Documents at the project or shell level and Company Documents at the company level You will typically work out of this node when working with your company or project or shell documents All uploads downloads revisions markups etc are performed within this node Access to specific folders documents and shortcuts is independently controlled by permissions e Unpublished Documents This is the temporary automatic repository for files that have been uploaded from local machines and attached to business processes but which have not yet been published in project or shell documents or company documents Typically access to this node is limited by permissions and a designated document administrator will publish documents from this node into the project or shell or Company Documents nodes for use by team members Before you begin Before you begin be sure you have the following defined File Transfer option This option affects how files are transferred between your local system and Unifier Before uploading or downloading documents be sure to choose the File Transfer option in the User Preferences window Options tab File Viewer option This option affects how files are opened and viewed within Unifier This option is also set in the User Preferences window Options tab
43. ess Open the cost funding or schedule sheet and click a cell The Cell Detail window opens In the Cell Detail window click Attach e uMail Messages You can attach a file to a uMail message Open a uMail message window and click Attach Page 17 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Attach files from your local system My Computer When you attach files from your local system the method of upload depends on your File Transfer Option Basic HTML Intermediate Sun JRE or Advanced Sun JRE plus Unifier File Transfer Application To attach documents from your local system general procedure Click the Attach button and choose My Computer The file upload window that opens is dependent on the file transfer method that you have selected Attach files from the Document Manager Unifier Folder You can attach documents from Unifier s Document Manager as long as you have at least view permission on the documents To attach documents from the Document Manager general procedure Click the Attach button and choose Unifier Folder The Select Files window opens This window displays the folder structure in the project or shell Documents node in the Document Manager You can open folders to view contents You may select multiple documents or folders to attach All documents within folders and subfolders will be attached in a flat file Documents
44. ess process records To access company level business processes Page 24 of 45 Gh COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide L Inthe Navigator open the company workspace 2 Navigate to one of the company level BP logs e Data Manager Expand the Data Manager node to view the individual BP logs e Company logs Expand the Company Logs node to view the individual BP logs e General Click General to view the list of records View tasks Tasks that are assigned to you are listed in your Tasks logs Note Tashs for View Only and Inactive projects or shells are not listed in the Tasks log The Tasks logs display business process related tasks in which you are being requested to participate The following tasks may appear in your Tasks logs e You are part of a business process workflow and are requested or required to take some sort of action e You are an editor on a business process which means you are a user or member of a group that can edit a business process without being granted explicit record level permission Note Edits performed by Editors are not audited This allows users other than the assignee to edit the business process record Editors can be added to these workflow or non workflow business process types Line Item Cost all types including Lease and Line Item with Multiple Codes Document Simple RFB Text If you are an Editor on a business
45. h BP can have any number of individual records that is individual forms These can be workflow or non workflow Shell logs Most shell related business process records are stored under the Shell Logs node which lists the logs for each BP Shells are listed in the Shell log in a hierarchy from the main shell to the various sub shells BPs are listed in the Shell log in the same way they are listed in the Project log Company logs Similar to project or shell logs but used for company level business processes and located in the company workspace Data Manager Similar to project or shell or Company logs this node is a collection of individual BP logs Data Manager can be for project or shell level BPs located in the project or shell or company BPs in the company workspace These BPs are often used for any type of miscellaneous information for example equipment specifications and maintenance information a vendor database or a company level blanket PO type BP Each form has its own log containing individual records of that form Like Project Shell or Company logs these BPs can have multiple records and can be workflow or non workflow Project Shell Information General This log is used only for one type of BP line item or simple type business processes that are single record instance which means that they are used to create only one record per BP per project or shell They are useful for project or shell specific information that only need
46. hat is used to select an existing Unifier record etc Business process form records are stored in their respective logs which are accessible in the Navigator You can think of these logs as filing cabinets with each drawer storing a different type of business process Page 22 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Business processes can be associated with specific project or shells project or shell level BPs or can be applicable for the entire company and not project or shell specific company level BPs The project or shell or company administrator determines which forms are to be used and how the workflows will operate Workflow versus non workflow uDesigner created business processes are fully configurable and may be designed with or without a workflow About workflows The Unifier workflow engine provides a fully customizable interactive and easy to use means for routing a business process form When you participate in a business process workflow you are taking action on the form as requested for example review and approve an invoice or respond to a request for information Depending upon the workflow setup you may choose the next recipient of the business process in the workflow or this may be automatically selected for you When you send the business process it proceeds along the workflow and records each action taken at each step In the
47. he same workflow stage You can select tasks from the Tasks log or the Find log Use the Type combination of the BP name and workflow name and Sent For search criteria to help narrow your search for similar task records Be sure that the group of tasks that you select e Are of the same type e Have the same workflow schema e Are waiting on the same workflow step Bulk workflow processing will be successful only if these criteria match for all selected tasks 3 Choose Edit gt Bulk Action The Bulk Action window opens The fields displayed in this window depend on what step of the workflow the tasks are in Note Bulk workflow actions are not supported on tasks that are in the Initiation step The Bulk Action form includes all editable fields for the task The Workflow Actions menu shows the actions available for the next step in the workflow for the tasks that you are updating 4 Modify the Bulk Action form as needed 5 Select the Update checkbox for the fields that you want to update The checkbox is automatically selected when you type into or modify a field You can deselect it if you do not want to modify the field at this time 6 Select a workflow action and click Send The BP workflow tasks that you have updated are sent to the next step in the workflow 7 The Bulk Actions Status window displays after you click Send This window allows you to monitor the progress of the bulk workflow update Click OK after all records have proces
48. he Cost Sheet log opens Page 39 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide 3 The project or shell cost sheet will be displayed in bold font in the log Select the project or shell cost sheet from the log and click Open The Project or Shell Cost Sheet opens DOCUMENT MANAGER The Document Manager provides a robust platform for maintaining a wide variety of files and documents for example drawings spreadsheets image files specifications and various Microsoft Office files Files can be stored directly in the project or shell Documents node or organized into folders You can also create shortcuts to commonly used files and folders The system ensures that all members of your team are always working on the most current versions and dramatically increases efficiencies by providing ready access to all documents from anywhere at any time The Document Manager is available at the project or shell level for project or shell specific documents and at the company level for company specific or cross project or shell documents At project shell or company level the Document Manager is integrated with business processes and the user defined reports module Files uploaded into the Document Manager are stored on the Unifier file server At both the project or shell level and the company level the Document Manager consists of two nodes e Project or shell Company Docum
49. hen choose another action Page 35 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide e Actions include things like reject approve etc e Actions such as acknowledge simply advance the workflow and do not require a To or Cc Tip After you have accepted the task or initiated an action you can still review what you received prior to doing so without having to undo Click View Received or the Click here to view latest content Unifier TAKING ACTION ON MULTIPLE TASKS AT THE SAME TIME BULK ACTION Update business process workflow actions using bulk processing If you have a large number of projects or shells with numerous BPs in the same state you can use bulk workflow actions to update the workflow on all of the BPs at once You can update the workflow actions from any of the Tasks logs or a Find log You can update a maximum of 200 records using bulk workflow update Note Some business processes do not support integration and bulk action is not available for these business processes You must have Allow Bulk Edit permission set for each area where the bulk action is to be performed Company or project shell Note Only the upper form is modified during bulk workflow actions To take action on multiple records Ll Navigate to a Tasks log 2 Select one or more tasks to work with or perform a Find for tasks of certain criteria and then select tasks that are in t
50. ifier Home Page opens and you are immediately acting on behalf of the user To log out as a proxy user Click the Logout link at the upper right portion of the Unifier window Your Proxy session will end but you will still be logged in to Unifier under your own user name To view the proxy user settings In the lower portion of the Proxy tab window select the user account to which you have been named proxy user Click the Settings button The Proxy User window opens displaying the Start and End Date Time of your proxy access User Preferences Microsoft Internet Explorer provided by CU Med O x General Security Options Proxy Users who can act as my Proxy Add Settings Remove Users I can act as their Proxy Name E Mail Proxy Status Columbia Administrator mw2622 columbia edu Active Page 16 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Item Description Allows you to designate another person who can log in as your proxy user That person will have access to all Users who can actas ofthe records and functions that you do A proxy user logged in to your account cannot change your my Proxy Preference settings Audit logs reflect that actions taken by a proxy user are on behalf of the original user The Settings button allows you to activate deactivate the proxy user or set login time limits Users I can act as Lists
51. il you send it To save a draft copy of the business process form From the File menu of an open BP record click Save A draft copy of the form with your edits so far is saved in your Drafts log To view your drafts Navigate to the Drafts log by doing one of the following e Inthe Navigator click Drafts directly under the Home node The Drafts log lists all draft BPs e Inthe Navigator open a project or shell or company and navigate to Collaboration gt Drafts Note Drafts for View Only and Inactive projects or shells are not listed in the Drafts log Page 26 of 45 Gh COLUMBIA UNIVERSITY wea MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide To open a draft Select a BP record from the Drafts log and click Open To delete a draft Select the BP record from the Drafts log and click Delete The draft form will be permanently deleted A draft is automatically deleted from the log after the BP record has been sent or otherwise completed or the discussion group ends View messages cc d tasks If someone copies you cc on a task it is not a task for you but information only and called a message These business process record copies are listed in your Messages log You will usually be notified by e mail when you have a new a message If you receive an e mail notification click on the hyperlink at the bottom of the e mail You will be directed to the Unifier Login screen and once you log in to
52. in which to view your contact info Company Directory refers to the full list of a company s users which lists the main company contact information Project or Shell Directory refers to the contact information for project or shell team members where contact information may be project or shell specific Note Contact information is not editable in this window To change your contact information notify your Company Administrator User Preferences Microsoft Internet Explorer provided by CU Med el m x General Security Options Proxy First Name Hector Last Name Cardozo Contact Information as in Company Directory e Title CUMC PM E Mail hec2107 columbia edu Work Phone Mobile Phone Home Phone Pager Fax Address 1 Address 2 Address 3 City State Province Zip Postal Code Country Region In this field Do this Displays your contact information as it appears in the Company Directory and in the Project Shell Contact Information Directory of each project or shell user contact information may vary from project or shell to project or in shell Click the drop down menu to display the directory choices When the navigator is at the company level the Company Directory is available If you currently have a project or shell open the current project s or shell s Project Shell Directory will also be available Page 9 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate C
53. ing building and managing facilities requires extensive collaboration between numerous often geographically dispersed disciplines and entities Throughout the process from conceptual design to facility operations access to accurate up to date information is critical to the success of a project and facility Skire s Unifier is an integrated platform that optimizes business processes and creates visibility to enable customers to better manage all of the communications and information required to successfully manage a facility throughout the lifecycle What is Unifier Unifier is a system for managing the flow of information in projects or shells providing a seamlessly automated and integrated environment across the lifecycle of your company s facilities from planning design procurement construction and into operations and maintenance It provides real time visibility across multiple projects or shells to help your company make fast accurate decisions Unifier lets you track and manage information such as budgets project or shell members specifications requests for information and shared documents You decide who has access to the information which team members are allowed to approve changes to the information and how information flows between people Skire s solutions automate manual processes and pull together information from various point systems typically used on a portfolio of projects or shells Through Unifier executives and
54. ing file with references you can download the reference files Select the Download Reference Files checkbox e Choose Download to the same folder as the base file or Download to the logical CAD path downloads to the folder structure as determined in the base file header Choose the folder download option e Download files only Ignores any folder structure e Download folders and files Downloads the files in the selected folder structure creating new folders if necessary Click Save to begin download CUMC DOCUMENT MANAGER FOLDER STRUCTURE Every project within Skire will have the Document Manager available upon the project creation and will have the following folder structure Page 43 of 45 o COLUMBIA UNIVERSITY SI MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide e Project Planning amp Design O AP Analysis amp Programming Diagrams Drawings Basis of Design Report BN Bidding amp Negotiations Bid Forms and Instructions Bed Leveling Bid Package Drawings amp Specifications CD Construction Documents Drawings Specifications DD Design Development Drawings Specifications SD Schematic Design Drawings Specifications e Construction Administration o 00000000000 o Oo o o Oo 0 0 0 0 O O O O Bulletin Drawings amp Specifications Construction Contracts Construction Schedule Field Observation Reports Invoice
55. llaboration B General Location Multiple EB Asset Manager Description Ej Cost Manager m Data Manager SC Document Manager Contact Name Columbia Administrator ff Planning Manager i L aG c 1 Home Page URL http www columbia edu cu fm o CH Reports Help URL Note The example above displays the default Navigator appearance Company Administrators can configure the User Mode Navigator to better suit business needs for example creating additional nodes to store business process records renaming some of the nodes mentioned below and so on Your Navigator may differ but the basic functionality will be the same Modes and Nodes Unifier functions or nodes are available in User and Administration modes The nodes available are dependent upon the permission levels granted to your user account Modes e User Mode User Mode is where you will complete your day to day tasks in Unifier From here you can create BPs review Cost Sheets SOVs read and respond to Unifier uMail messages and review project summary information e Administration Mode Administration Mode allows users with appropriate permissions to setup and maintain company and project properties Unifier features data structures BP forms and workflows Page 7 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Nodes When you first login to Unifier you are placed at the company le
56. lly display the search results of the new selected folder 6 Toclose the Search fields click the X in the upper right corner To search for documents by content Page 42 of 45 07 Fa VER WV D COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Select the folder in which to perform the search The search will be performed on the selected folder and its subfolders To search all folders select the project or shell Documents or Company Documents node Click the Find button and choose Search By Content or click the View menu and choose Find gt Search By Content Enter one or more keywords to search for within the documents Click the Search button The log will display the search results on the folder selected and its subfolders in the folder tree To search the contents of another folder select it in the folder tree The search will be automatically executed again when you select any other folder in the folder tree To close the Search fields click the X in the upper right corner DOWNLOADING DOCUMENTS AND FOLDERS Download documents and folders You can download copies of documents from the Document Manager to your local or network drive Note The file size for file downloads must be more than O bytes and less than 2 GB As with uploading documents and folders the procedure will depend on the File Transfer option you have chosen By default the latest
57. n with map markings BUSINESS PROCESSES OVERVIEW OF WORKING WITH BUSINESS PROCESSES e Understand the business process forms and types This will help you to determine what you need to do for example how to recognize a document type BP versus a cost type and what they are for e Find the business process that you need You may want to view certain BP records for information This chapter will help you find what you are looking for e Respond to a task You receive an e mail saying that you have a BP task This will occur when you are part of a BP workflow and are requested to take some action on it Enter information review approve send along documents or comments etc You may also receive an e mail saying that you have been copied on a BP workflow step are designated as an editor on a business process or you are invited to join a discussion group All of these are discussed in this chapter You access BP records by logging into Unifier e Create a business process record You may need to create a business process record This may be a workflow BP which you send to the next person or group in the workflow or a non workflow informational form that is simply saved to the system e Enter information into a business process How information is entered onto a business process depends on the design and might include information that you enter directly into BP fields adding line items such as cost transactions adding file attachments comme
58. nad Apply oK Cancel Page 12 of 45 Gh COLUMBIA UNIVERSITY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide SELECT E MAIL SUBSCRIPTION OPTIONS The Email Subscription option enables you to control the number type and frequency of Unifier related e mail notifications You can decide whether or not to receive e mail notifications for specific events within Unifier You also have the option of receiving all your Unifier e mail notifications once a day in an e mail digest or one at a time in separate e mail messages By selecting a checkbox you are subscribing to e mail notifications for that event If a checkbox is not selected you will not receive any e mail messages regarding that event Checking Send notification in single daily digest consolidates your e mail notifications The consolidated e mail contains the content from selected events You will get a single e mail instead of an e mail for each occurrence of selected events Note the following e Permissions To receive the e mail notification you must have at least view permission for that module and event that is permissions set in Administration Mode If you do not have these permissions this setting will not override the permission setting You will only get notification on those functions that you have permission to access and view e Document Manager Notifications In addition to module level
59. nd project or shell BPs which can be accessed from the Unifier home page Page 25 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide To view tasks assigned to you Navigate to a Tasks log by doing one of the following e Inthe Navigator click Tasks directly under the Home node This is the central Tasks log that lists all of your tasks company level and for all projects or shells e Click the Tasks link listed under Items Requiring Your Attention from your User Mode home page This takes you directly to the central Tasks log under the Home node e Inthe Navigator choose a project or shell and then choose Collaboration gt Tasks The Tasks log lists the tasks for that project or shell e Inthe Navigator choose Company Workspace tab Company gt Collaboration gt Tasks The Tasks log lists tasks from company level business processes To search for tasks using business process information You can search for tasks in the Tasks log using Find data elements included on business process records in uDesigner This allows you to filter the listed records and quickly find the ones you need to work on Note lf no Find data elements are specified for a business process the Find window displays the default search criteria fields which are From Company From User Record Number Contains and Record Title Contains Ll Navigate to a Tasks log e Home gt Tasks e Projec
60. ns for the following e You have a new task A task can be generated if you need to take action on a BP workflow step or if you have been requested to be part of a BP discussion group Click on the hyperlink at the bottom of the e mail You will be directed to the Unifier Login screen Once you log in go to the Tasks log for the corresponding project or shell You are late responding to an assigned task The actions you can take are similar to when you have a new task You are the owner or creator of the BP and someone has taken action on their task This is a notification only and no action is required You are an Editor on a task you receive notification each time a draft is created You are designated as an active proxy user and the user you are acting for has received a task A BP workflow has been completed This is a notification only and no action is required You have to take action during a BP workflow Page 33 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Business Process e mail notifications with workflow actions You may receive BP related e mail notifications that contains hyperlinks that represent actions in a BP workflow Actions you can take via e mail are shown as hyperlinks and represent actions you can take in a workflow step When you click the hyperlink an e mail reply is generated Your reply text becomes a general comment in the BP record
61. nts or notes adding a link to another BP record marking up drawing files and more e Participate in a workflow Understand how to take action on a business process accept or decline a task send the form to the next person in the workflow or copy other team members THE BUSINESS PROCESS FORM AND WORKFLOW About bus ness processes Unifier transactions and collaboration are driven by business processes Information is entered and stored in Unifier using electronic business process BP forms Each time you fill out a business process form you are creating a new record in Unifier These forms may be routed to project or shell team members or other Unifier users via fully configurable workflows Non workflow BPs will simply be stored as records The forms in Unifier are simple to use and consistent throughout Unifier with basically the same look and feel Learn how to use one form and you understand how to use them all The information that you enter into business process fields may be used throughout Unifier Each field corresponds to a data element that can be identified reported upon and tracked some data element values may be rolled up to sheets such as a cost sheet or resource sheet The look and feel of a field data element is determined by the data definition on which the data element is based The data definition determines whether the field is a text entry field a dropdown list of options a checkbox that you can select a picker t
62. o update business processes using bulk editing 1 Navigate to a business process log 2 Select one or more business processes or perform a Find for BPs to search for a group of BPs to work with 3 Choose Edit Bulk Edit The Bulk Edit window opens The fields displayed in this window depend on what was specified for the upper form in uDesigner The Bulk Edit form includes all editable fields for the BP as defined in Integration 4 Modify the Bulk Edit form as needed 5 Select the Update checkbox for the fields that you want to update The checkbox is automatically selected when you type into or modify a field You can deselect it if you do not want to modify the field at this time Note If the Update checkbox is selected for an empty field the field will be updated with a blank value 6 Click Update This launches the bulk update of the selected BP records 7 The Bulk Actions Status window displays after you click Update This window allows you to monitor the progress of the bulk BP update Click OK after all records have processed Click Cancel if you want to cancel the bulk update in progress Tracking a Step through the Workflow There are times when you might need to examine a record s workflow in detail to see the progression of a step or task through each assignee s actions You can track a step in this way using a single window which is available from the business process form To track the progress of a workflow step L From th
63. on Description New Create new folder file empty document shortcut or business process record Open Open folders documents or shortcuts Upload Add files and folders to the Document Manager from your local drive Download Download copies of documents and folders to your local drive Export Export a document or folder structure and property information in a CSV file Import Import a folder structure template from within Unifier or folders empty documents and properties in a CSV file Recycle Bin View restore or delete the contents of the Recycle Bin Ind Easily run or print a report showing the contents of a selected folder and phase and category information in HTML ndex Report PDF or CSV format Page 41 of 45 Gh COLUMBIA UNIVERSITY SI MEDICAL CENTER Discover Educate Care Lead Edit Menu Skire Unifier User Training Guide Menu Option Description Transfer Ownership Transfer the ownership of a folder or document to another user Move Move documents folders and shortcuts Copy Copy documents folders and shortcuts Rename Rename folders and shortcuts Delete Delete documents folders and shortcuts Properties View or edit folder or document properties Permissions View or define permissions for other users to access folders documents and shortcuts Revi Upload a revised document from your local system and replace the current version of the document
64. or Advanced Sun JRE and the Unifier File Transfer Application Unifier Folder Allows you to attach a document stored within the Unifier Document Manager You must have at least view permission to the folders and files within the Document Manager in order to view and attach them File transfer methods The method you use will be determined by your file transfer method setting This is selected in your User Preferences Options tab See Choose a file transfer option on page 11 for details on required JRE versions Examples of Unifier modules to which you can attach files e Document Manager Stores documents in Unifier s powerful document management system Files are uploaded to the DM and stored in a folder system Access permissions can be applied to individual folders and documents Files and folders are uploaded by clicking the Upload button See page 40 Document Manager for details e Business Process Forms If you are creating or participating in a business process workflow you can add attachments to the form or to a general comment associated with the form Document type BP forms have special file attachment functionality see page 22 Business Processes for more information Click the Attach button on the BP form or in the General Comments window e Cost Sheet Funding Sheet Schedule Sheet Cells You can add a file attachment to cost sheet funding sheet or schedule sheet cells that have not been auto populated from a business proc
65. oval Project Manager eview amp Revise When the Project Manager receives the Funding Memorandum back during step Submit FM to Client for Approval the Project Manager must print out a custom print See To print a business process form with a custom print layout on page 38 The custom print will be submitted to the client for signature and approval a valid account number must be provided as part of the Funding Memorandum approval The signed Funding Memorandum must be scanned amp attached to the Skire Funding Memorandum and then submitted to Finance for account verification To attach the document see Attach files to a business process form on page 17 PROJECI DOCUMENT e Project Document This form is found in the Navigator gt Collaboration gt Tasks gt New Pull down menu gt CUMC Project Document Home Company Workspace Projects User Mode f File Edit View Help a ff Programs EF New Open A Find E Projects Standard Tasks c CUMC Budget Estimate ELE Development Tower 2 Minor CUMC Funding Approval SE Summary EE CUMC Funding Memorandum E Alerts Type CUMC Project Document k The Project Manager is responsible for creating the Project Document and forwarding it on for approval The form follows the following work flow for any phases of the Project Document All Phases Feasibility Study Design Design amp Construction or Construction Project Document Page 32 of 4
66. pen Permission A Fi Projects Standard General Current View All RE 4 Item s EI Summary E Alerts Ge Name a e CUMC Project Information 5 6 Information Director 2 General There is no workflow associated to this Business Practice and the form can be continually updated as information changes or becomes available for the project Note In case that a project has a different contingency or project management fee those two elements can be manipulated through this Business Process The standard 10 contingency and 6 PM fee will be default values Ifthese values need to be changed it should be done before budget memo funding memo or project documents are created or the system will use the standard percentages BUDGET MODEL ESTIMATE e This form is found in the Navigator gt Collaboration gt Tasks gt New Pull down menu gt CUMC Budget Estimate Page 30 of 45 Gh COLUMBIA UNIVERSITY A MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Home Company Workspace Projects User Mode E File Edit View Help E Programs gt Open Q Find E f Projects Standard CUMC Budget Estimate Tasks Q EE Development Tower 2 Minor CUMC Funding Approval E 0 Item s EI Summary EI cure Funding Memorandum Gef Alerts Type CUMC Project Document The Project Manager is responsible for creating the Budget Model Estimate an
67. prior to create step cannot be copied AVAILABLE CUMC BUSINESS PROCESSES The current Business Processes available at the Company Level are PROJECT INITIATION e This form is found in the Navigator gt Collaboration gt Tasks gt New Pull down menu gt CUMC Project Initiation Home Company Workspace Projects User Mode File Edit View Help E Columbia University Home Open A Find E Summa CUMC Project Initiation Gg Tasks Ex Collaboration E Invoice Payments All em s C3 Invoices Holdina The Project Manager is responsible for creating the Project Initiation and forwarding it on for approval The form will follow the following workflow Page 29 of 45 Gh COLUMBIA UNIVERSITY SI MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Rejected CPM Director Finance Project amp Approved Project Approval Approved Account Creation Ben Suzuki Wendy Jorge You can track the status of the form by clicking on the link beside Task Status For more information about this see Tracking a Step through the Workflow on Page 37 The current Business Processes available at the Project Level are PROJECT INFORMATION e Project Information This form is found in the Navigator gt Information gt General gt CUMC Project Information Home Company Workspace r Projects A User Mode E File Edit View Help EI Programs gew Ge O
68. project team members General List of simple type business processes CUMC Project Information Gates Displays project phase and gates information and enables manual or automatic advancement of project phases Cost Manager Access project level Cost Manager functions cost sheet Document Manager Repository of project documents allowing collaboration revision control markups etc See Page 40 Document Manager e Resource Manager Manage staff resources and role information Note CUMC is currently not setup to use this function but will be available in the future e Data Manager A collection of BP logs storing project level business processes not stored in project logs See Page 22 Business Processes e Schedule Manager Manage project schedules and import other related schedule files Note CUMC is currently not setup to use this function but will be available in the future e Project Logs Primary storage of transaction and other project business processes See Page 22 Business Processes Reports ccess to system and user defined reports Note CUMC is currently not setup to use this function but will be available in the future COMPANY WORKSPACE The Company Workspace node in the Navigator allows the collaboration between sponsor company users and partner company users at the company level The company workspace is the home for managing company assets and resources the company level Document Manager and Cost Manager company level
69. rkflow and send it to the next step For non workflow BPs click Finish Editing Create a business process record by copying an existing record You can copy an existing BP record to create another BP record of the same type The original data in all data entry fields including line items if applicable will be copied For most BP types you will have the option to copy attachments to the new form Other attached information such as general comments linked records and linked uMails will not be copied Note The copied record will reflect the data found in the original record Auto populated fields will not be refreshed or recalculated To create a new business process record by copying another L Navigate to a business process log and select the BP record to copy 2 Clickthe Copy button 3 Forsome BP types you may be given the option to copy with or without file attachments Do one of the following e Click the Copy button and choose With Attachments This will copy any and all file attachments from the original record to the new record This includes attachments to line items e Click the Copy button and choose Without Attachments This will create a new record without file attachments 4 Thenew BP form will open The form is at the create step with data entry fields filled in from the copied form These fields can be edited as needed Note Cost business processes that have been auto created and are currently in the Initiation step
70. roject or shell Page 40 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide The creator of a folder document or shortcut is by default its owner and has full access privileges to view manage grant permissions delete transfer ownership etc The owner must grant other users or groups permission to view and manage these documents folders or shortcuts Otherwise other users will not have access to them Exception some administrators will have access permissions and will be able to view all items in the document manager For this reason it is also important to verify the permission settings for all files and folders that you upload create revise check in copy or modify to make sure that it is accessible by the people who need them Note Document Manager e mail notifications as set in User Preferences are only sent if the user has at least view permission in the Document Manager node on the item triggering the e mail and if the item owner enables e mail notification If you make changes in the Document Manager root folder to get e mail notifications regarding events in the root folder you must have at least view permission because the root folder has no owner Access project or shell documents and company documents To access project or shell documents 1 Open a project or shell 2 Inthe Navigator click Document Manager to expand it 3 Click Documents
71. s LEED Construction Records LEED Work Plan Photos Schedule of Values Shop Drawings Submittal Schedule Sketches Submittals a Cut Sheets Samples Shop Drawings Close Out Commissioning amp Turnover As Built Drawings amp Specifications CAD PDF Inspections amp Certifications Punch List O amp M Manuals Testing amp Balancing Report Waiver of Liens Codes Issues amp Public Agencies ADA Building Code DOB Filing DOH Asbestos Filing Due Diligence Report Testing amp Inspections Zoning Facilities amp Operations After Hours Permits Construction Signage Hot Work Permits Page 44 of 45 Gh COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide o Notifications o Service Requests e Financial amp Contract Administration o Claims amp Violations o Consultants Contracts Proposals Proposal Leveling o Project Funding records Budget Model Funding Memo Project Document e General Project Administration o Approvals amp Signoffs Electronic Transfer Agreement Email Records Equipment Plan Faxes LEED Documents Checklists Documents Registration Letters Meeting Minutes Memos Move amp Logistics Plan Project Checklist Project Directory Space Plan Transmittals e FF amp E Furniture Fixtures amp Equipment O O O O O 00000000 Page 45 of 45
72. s to be documented on a single form An example is a BP for general project or shell data and descriptions These BPs do not have a workflow Fields on a business process in a child shell can be setup to auto populate from the upper form of a single record non workflow business process under any parent shell and attribute form of the current or parent shell If you are an Editor on a single record business process you can open and edit that record per your view access permission View User Records View Company Records or View All Records You must have at least one of these permissions to be able to view the record in the log to access it to edit General in the company workspace Similar to the project or shell level General log but for company level single record BPs Accessing Business Process Logs and Records The following procedures discuss how to locate business process logs and access BP records Access specific business process logs and records The following procedures discuss how to locate business process logs and access BP records To access project or shell level business processes e Inthe Navigator open a project or shell e Navigate to one of the project or shell level BP logs e Data Manager Expand the Data Manager node to view the individual BP logs e Project Shell Logs Expand the Project Shell Logs node to view the individual BP logs e Information gt General Click General to view the list of single record busin
73. sed Click Cancel if you want to cancel the bulk update in progress EDITING RECORDS Edit a business process record When a workflow BP is in process depending upon your permission settings you can add or edit information on the form Non workflow BPs can be edited as needed Page 36 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide To edit a business process form e Ifyou want to edit a non workflow BP that is already complete click the Edit button to enable editing to the BP e Business processes with a workflow can be edited only during the workflow process Once the termination step has been reached further editing is not possible Edit multiple records in bulk If you have a large number of projects or shells with numerous BPs that need similar edits you can use bulk BP editing to update all the BPs at once You can use bulk BP editing to modify workflow and non workflow multi record BPs at the company project or shell level You can update a maximum of 200 records using bulk BP editing Bulk BP editing must be defined in uDesigner and you must have the Allow Bulk Edit permission set on the BP to use bulk BP editing You can select records from the BP log or the Find log Note Only the upper form is modified during bulk BP editing Bulk edit is not available for resource booking and timesheet business processes or single record business processes T
74. sks that are assigned to you The Date Format determines how date fields appear on your Unifier screen These settings are maintained in the Options tab Page 10 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide To set the time zone In the User Preferences window click the Options tab Click the Time Zone drop down menu and select a time zone based on your locale To set the date format In the User Preferences window click the Options tab Click the Date Format drop down menu and select a date format User Preferences Microsoft Internet Explorer provided by CU Med i REC MENTA options MT Time Zone GMT 05 00 Eastern Standard Time New York Date Format MM DD YYYY HH MM AM Viewer Option Native v File Transfer Option Advanced v Default Login View Use Custom Dashboard as default login view Email Subscription Send notifications in single daily digest CHOOSE A FILE VIEWER OPTION The file viewer option determines how Unifier displays files such as documents or drawings that are attached to business processes or stored in the Document Manager and opened from within Unifier To specify a file viewer option From the User Preferences window Options tab choose a File Viewer e Native Documents are opened in their native applications for example Microsoft Word documents are opened in Microsoft Wor
75. ss and click OK To clear a date that has already been entered click the calendar icon and then click the Reset button Page 15 of 45 Gh COLUMBIA UNIVERSITY we MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide Note If you do not specify a start or end date the proxy user can access your account immediately and their access privileges will not expire 5 Choose Active to activate the proxy user access or Inactive to disable proxy user access 6 Click OK To name a new proxy user You can designate only one proxy user If you want to change to a different proxy user make the first user inactive and then add a new one Note Your Company Administrator can also assign another user to act as proxy to your account if you are unable to do so Log in as a proxy user If you have been designated as a proxy for another user that user will be listed in the lower portion of the Proxy tab of the User Preferences window As a proxy user you have virtually all of the permissions of the other user with the following exceptions you cannot change the original user s Preference settings including their password and you cannot alter any user s Permission settings even if the original user has Administration permissions to do so To log in as someone else s proxy user From the User Preferences window Proxy tab select the user account to which you want to log in as a proxy Click Proxy Login The Un
76. t Standard gt Collaboration gt Tasks e Shell Collaboration Tasks e Company Workspace gt Collaboration gt Tasks Click Find 3 Selecta business process type in the Type equals field The list of business process types that is available is based on the tasks that you have received You can select the blank entry at the top of the Select a type list which indicates that you want to search for all business process types The later part of the Find window dynamically displays any available Find parameters from the business process type as defined in uDesigner If you later select the blank entry in the Type equals field the Find window reverts the default fields 4 You can also select a business process step in the Sent For equals field The steps listed are the steps for any selected business process type If you have not selected a business process type then the list of steps is derived from all business process types for which you have tasks 5 Select any other search criteria relevant to the selected business process type The fields displayed are those that were designed as the Find data elements when the business process type was designed in uDesigner 6 Click Search or press Enter Save and access draft business processes At any time while filling out a business process form whether creating a new one or responding to a task you can save your work as a draft and return to it later The record remains in your Drafts logs unt
77. te a record when certain conditions are met or at a specified frequency Create a business process from within the Document Manager selecting the documents or folders to include as attachments These are described in the following sections Manually create a business process record The following is a general procedure for creating a new business process record out of any of the BP logs Details about each step are given in the following sections Note You must have the proper permissions to view a BP log and its records and to create a new record Contact your project or shell administrator regarding permission settings To create a new business process record general procedure L 2 3 Navigate to the BP log from which you want to create the BP record Click the New button or click the drop down arrow next to the New button and choose from the list of business processes If more than one workflow has been defined the Select Workflow window opens Choose the workflow instance to use and click OK If this is a non workflow BP or if only one workflow has been defined this step is not applicable The Draft BP form opens Complete the upper form the upper portion of the form The fields can be text entry dropdown menus radio buttons or pickers Required fields are marked with a red asterisk and require input Complete the content section e If this is a cost or line item type BP add line items as necessary e If this is a do
78. the project or shell or company Messages log Note Messages for View Only projects or shells are listed in the Messages log but you cannot add general comments to these messages Messages are view only snapshots of the form at a particular step and remain available for viewing until the BP is sent to the next step Messages received for an end step will remain available in the log To view messages Navigate to the Messages log by doing one of the following e Click the Messages link listed under Items Requiring Your Attention from your User home page The Messages log lists all messages e Inthe Navigator open a project or shell or company and navigate to Collaboration gt Messages Access the custom bus ness process help PDF file Your company or project or shell administrator may provide a file to give you information about a specific business process These are provided as PDF files which can be read with Adobe Reader If a custom help file is available it will be listed under the Help menu for the BP log or form To access the business process help PDF file L Navigate to the BP log or open a BP record 2 Clickthe Help menu If a BP help file has been added it will be listed in the Help menu appears as BP namo Help 3 Click BP name Help You can choose to open the file or save it to your local drive first CREATING BUSINESS PROCESSES Business processes may be created and accessed from any business process log Users must h
79. ts Filter how documents are displayed in the log Affects a selected folder and its subfolders e All Displays all contents of the selected folder Subfolder contents are not displayed unless they are selected Locked Displays locked documents in the selected folder and subfolders GEES Unlocked Displays contents of the selected folder except for locked documents Displays contents of the selected folder except for locked documents e Published Today Displays documents that have been published today to the selected folder and subfolders e e Checkout Out By Me Displays documents in the selected folder and subfolders that are currently checked out by you To search for documents folders or shortcuts by properties 1 Inthe folder view select the folder in which to perform the search The search will be performed on the selected folder and its subfolders To search all folders select the project or shell Documents node 2 Clickthe Find button and choose Search By Properties or click the View menu and choose Find Search By Properties The upper portion of the log expands to display the Find fields 3 Enter search criteria in one or more of the Find fields for example the full or partial name of a file You can use the wildcard when searching for names 4 Clickthe Search button The log will display the search results 5 Tosearch the contents of another folder select it in the folder view The search results will automatica
80. users who have designated you as a proxy user You can log in as a proxy user by selecting a user and their Proxy clicking the Proxy Login button or view your proxy Settings Add Allows you to add a proxy user and specify start and end dates and status Settings Select the proxy and click Settings to edit the user or proxy settings Remove Select the proxy and click Remove to remove the proxy user Proxy Login Select a user and click to log in as the proxy user Settings Click to view your settings if you are a proxy user ATTACHING FILES ABOUT ATTACHING FILES IN UNIFIER Assuming that you have the proper permissions you may attach files such as Word documents spreadsheets drawings etc to business process forms cells such as a cost sheet or funding sheet and uMail messages These files can be uploaded and attached from your local system or they can be attached from documents already uploaded and stored in the Document Manager The file attachment procedures are similar across the Unifier system When an Attach button is available in a Unifier window it is associated with the ability to attach a file When attaching files to other Unifier modules such as a uMail message or Cost Sheet cell you will be presented with two options My Computer llows you to attach a file from your local system When you attach files from your local system the method of upload depends on your File Transfer Option Basic HTML Intermediate Sun JRE
81. vel user home page The nodes at the company level are Tasks Messages Drafts Company Programs and Projects Clicking on a node will display the available objects under that node in the right pane of the Unifier window USER HOME PAGE When you first log in to Unifier you will be on the User home page From the User home page you can Review all of your projects or shells tasks or messages with a single click Quickly view which of your projects has active tasks or new uMails for you View system wide project or shell or shell announcements Access Unifier functions using the Navigator Click the Home tab to return to the Home page Unifier https ues skire com Microsoft Internet Explorer provided by CU Medical Center 05 24 2010 Hector Cardozo m Community Bookmar Skire Unifier A Home Company Workspace Projects User Mode E File Edi View Help E Home Eie Open A Gy Tasks Announcements Items Requiring Your Attention E L Messages 3 Titie Welcome to Unifier 9 2 2 Tasks 0 Total 0 New 0 Late B A Drafts 1E Unifier automates and integrates the critical business processes across the entire lifecycle of a facility including planning design construction and procurement and into operations and maintenance m En uMail Unifier has been proven by the world s largest organizations and is widely recognized for its robust and flexible program and portfolio management project controls and integrated workpla
82. version of a document will be downloaded Shortcuts cannot be downloaded Note If the download window Java console applet is still open on your machine you may not be able to delete move or modify the downloaded file as it will appear to be in use If this is the case close the applet window To download a document Basic file transfer option l 2 3 4 5 6 Select the document to be downloaded You can choose only one document at a time Shortcuts folders and empty documents cannot be downloaded From the File menu click Download or click the Download button If the document is a drawing file with reference files the Reference window opens listing all drawing and reference files Click the Download button next to one of the files to download The File Download window opens Click the Save button The Save As window opens Browse to the location where you want to download the file and click Save If you are downloading drawing and reference files repeat for each file To download a file or folder Intermediate and Advanced file transfer option L 2 3 4 5 6 Select one or more documents or folders in the documents log Shortcuts and empty documents cannot be downloaded From the File menu click Download or click the Download button The Download Files and Folders window opens Browse to the location where you want to download the files Choose document download options e If you are downloading a draw
83. when e Document upload A new document is uploaded into the folder e Transfer ownership File or folder ownership is transferred The new owner is notified e Move A document folder or shortcut is moved from one location or folder to another Page 14 of 45 Gh COLUMBIA UNIVERSITY MAY MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide e Delete A document folder or shortcut is deleted e Document revise A document is revised e Folder rename A folder is renamed Note With this module in particular a user modifying multiple documents or folders or folders with many subfolders can potentially trigger a large amount of e mail You can prevent receiving too many notifications by choosing the digest notification one e mail option or limit the events for which you want to receive notification Note Document Manager e mail notifications are only sent if the user has at least view permission in Document Manager node on the item triggering the e mail and if the item owner enables e mail notification uMail Users receive e mail notification when a new uMail is received Users receive e mail notification when e New report granted The user is granted at least run permission to a user defined report by another User Defined Reports user e Results from scheduled reports When a scheduled report has been generated and the results are available requires run permission be granted for the report Each
84. workflow example above the form is created and filled out and then sent for review The reviewer has the option of sending the form for revision after which it is resubmitted to the reviewer or sending it on for approval The approver may send the form back for further clarification or revisions may reject the form or may approve the form Rejection or approval will end the workflow after which the form is no longer editable Revision Le Send for Revision Resubmit Send Back for Clarification Review Approval Send for Send for Review A Approval Accessing Business Processes Reject Approve Business process records are stored in logs accessible through the Navigator You can think of logs as filing cabinets with each drawer storing the records of a specific BP Each time you fill out a BP form you are creating a new record in Unifier You can access existing records from these logs or create new business process records of that type By default all records in which you were involved created by sent to or copied to you will be available for you to view and open from the BP logs If you have additional permissions you may also be able to view all project or shell or company BP records created in those logs Business processes can be project and shell level or company level Project and shell level business process records contain information that pertains to the specific project or shell These records ma
85. y CU Med General Time Zone Date Format Viewer Option File Transfer Option Email Subscription Security Options GMT 05 00 Eastern Standard Time New York MM DD YYYY HH MM AM Native Advanced C Send notifications in single daily digest Business Processes Personal tasks Decline tasks Overdue personal tasks Messages Discussion group comments Record workflow complete Document Manager Project Shell Document upload Transfer ownership Move Delete C Document revise Folder rename Document Manager Company This option Email Subscription Send notifications in single daily digest Email Subscription options Business Processes Document Manager project or shell and Company level Does this The e mail subscription option enables each user to control the number type and frequency of Unifier related e mail notifications received Users can opt in or out of receiving e mail notifications for events within Unifier Select this checkbox if you want your Unifier e mail notifications see below sent to you once a day rather than individual e mail messages Deselect this checkbox to have notifications sent individually When you select a checkbox next to one of the listed options you are subscribing to e mail notifications for that event To receive the
86. y roll up information to the project or shell cost sheet Document Manager etc Company level business process records are used for information that is not specific to any particular project or shell for example a company wide approved vendor list a blanket purchase order that can be used for general expenses a cost BP that rolls up to a company accounts sheet or general meeting minutes Note Remember that all BPs require view modify or create permissions to access and use them Contact your project or shell or company administrator about permission settings for BPs that you need to access About business process logs Page 23 of 45 Gh COLUMBIA UNIVERSITY SE MEDICAL CENTER Discover Educate Care Lead Skire Unifier User Training Guide During BP setup the administrator determines in which log a BP will be stored You navigate to these logs by choosing the appropriate node in the Navigator The following section describes how to access business process logs from which you can view or create BP records The default BP logs are Project logs Most project related business process records are stored under the Project Logs node which lists the logs for each BP These can be of any BP type Each business process will have its own node That is a business process used as a base commit will have one node log under which all records for that BP are stored BPs like these are known as multi record instances which means that eac

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