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Contents

About This Guide ............................................................................................................................... 7

Field Overview ................................................................................................................................... 7

Creating Projects for Field ................................................................................................................ 7

Project Templates Overview .................................................................................................................. 7

Add a Project Template ................................................................................................................ 8

Add a Project ........................................................................................................................................... 9

Assign a User or a Group Access to a Project ..................................................................................... 10

Assign a Company to a Project ............................................................................................................ 11

View the Construction Value ................................................................................................................ 11

Change the Status of a Project ............................................................................................................ 11

Delete a Project .................................................................................................................................... 12

Configuration Process in the Field App ........................................................................................... 13

Field Project Details Overview ............................................................................................................. 13

Configure the Maximum File Size for a Field Mobile Upload ................................................... 13

Set the Project Dates for Field Reporting ................................................................................. 14

Add an Issue Custom Field ........................................................................................................ 14

Add an Area or Item Custom Field ............................................................................................ 15

Set Up a Work Order Cover ........................................................................................................ 15

Add a Commissioning Step ........................................................................................................ 16

Set Up Revisions Tracking ......................................................................................................... 17

Field Setup Overview ............................................................................................................................ 17

Configure the Field Setup Project Data .................................................................................... 18Define Non-Working Days and Holidays ............................................................................ 18

Inspection Templates Overview ......................................................................................... 18

Add an Inspection Template .............................................................................................. 19

Import a Form for an Inspection Template ....................................................................... 19

Edit the Form Setup for an Inspection Template .............................................................. 20

Add a Linear Form to a Template ...................................................................................... 21

Create a Master Question .................................................................................................. 21

Edit a Master Question ...................................................................................................... 22

Apply a Master Question to an Inspection Template........................................................ 23

Link an Inspection Template ............................................................................................. 23

Configure the Inspection Completion Workflow ............................................................... 24

Set Up an Issues Workflow for Inspection Templates ...................................................... 24

Archive an Inspection Template ........................................................................................ 25

Add a Dispatch Rule ........................................................................................................... 26

Set Up Field Setup Application Data ......................................................................................... 27

Add an Issue Category/Status ........................................................................................... 27

Monitor and Release a Tablet ........................................................................................... 28

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View the Data Modification Audit ...................................................................................... 29

Email Content Manager Overview ..................................................................................... 29

Edit Email Content .............................................................................................................. 29

Configure the Email Queue ................................................................................................ 30

Monitor the Email Queue ................................................................................................... 30

Send Emails from the Email Queue .................................................................................. 31

Areas Overview ........................................................................................................................... 31

Add an Area ........................................................................................................................ 31

Create an Import Template for Importing Areas ............................................................... 32

Import Areas ....................................................................................................................... 32

Edit an Area ........................................................................................................................ 32

Add an Item to an Area ...................................................................................................... 33

Delete an Area .................................................................................................................... 33

Item Masters Overview .............................................................................................................. 34Add an Item Master ............................................................................................................ 34

Create an Import Template for Importing Item Masters .................................................. 34

Import Item Masters ........................................................................................................... 35

Export an Existing Item Master .......................................................................................... 35

Add a File to an Item Master.............................................................................................. 35

Define a Standard Issue for an Item Master .................................................................... 36

Delete an Item Master ....................................................................................................... 36

Items Overview ........................................................................................................................... 37

Add an Item......................................................................................................................... 37

Create an Upload Template for Uploading Items ............................................................. 38

Upload an Item ................................................................................................................... 38

Export Existing Items .......................................................................................................... 38

Add a File to an Item .......................................................................................................... 39

Delete an Item .................................................................................................................... 39

Import a Business Information Modeling (BIM) Model ............................................................ 39

Select Project Configured Fields to Use in the Field App ......................................................... 41

Issues Overview .............................................................................................................................. 41

View an Issue ........................................................................................................................................ 42

Add an Issue ......................................................................................................................................... 42

Update Issue Status ............................................................................................................................. 43

Duplicate an Issue ................................................................................................................................ 43

Access a Files Detail Window .............................................................................................................. 43

Add a File in a Files Detail Window ..................................................................................................... 43

Link a File to an Object ........................................................................................................................ 44

Create a View on the Issues Page ....................................................................................................... 45

Add an Issues View .................................................................................................................... 45

Configure Issues Columns ......................................................................................................... 46

Configure Issues Filters ............................................................................................................. 46

Configure Issues Grouping ........................................................................................................ 47

Configure Issues Sorting ............................................................................................................ 47

Contents

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Configure Issues Quick Filters ................................................................................................... 48

Apply a Quick Filter ............................................................................................................................... 48

Issue Fields ........................................................................................................................................... 48

Inspections Overview ...................................................................................................................... 49

View Inspections ................................................................................................................................... 50

Add an Inspection ................................................................................................................................. 50

Add an Issue to an Inspection ............................................................................................................. 51

Access a Files Detail Window .............................................................................................................. 51

Add a File in a Files Detail Window ..................................................................................................... 51

Link a File to an Object ........................................................................................................................ 52

Complete an Inspection ....................................................................................................................... 53

Create Views on the Inspections Page ................................................................................................ 53

Add Inspections Views ............................................................................................................... 54

Configure Inspections Columns................................................................................................. 54

Configure Inspections Grouping ................................................................................................ 54

Configure Inspections Sorting ................................................................................................... 55

Configure Inspections Quick Filters .......................................................................................... 56


Inspections Fields ................................................................................................................................. 56

Work Orders Overview .................................................................................................................... 57

View a Work Order ................................................................................................................................ 58

Send a Work Order ............................................................................................................................... 58

Combine and Download a Work Order ................................................................................................ 58


Work Orders Fields ............................................................................................................................... 59

Drawing Management Overview ..................................................................................................... 60

Add a Drawing to a Project................................................................................................................... 60

View a Drawing ..................................................................................................................................... 60

Assign an Area to a Drawing ................................................................................................................ 61

Assign a Keyword to a Drawing ........................................................................................................... 61

Annotate a Drawing .............................................................................................................................. 61

Refresh a File ........................................................................................................................................ 62

Job Pics Overview ........................................................................................................................... 63

View a Job Pic ....................................................................................................................................... 63

Download a Job Pic .............................................................................................................................. 63

Create a Job Pic Report ........................................................................................................................ 63

Commissioning Overview ................................................................................................................ 64

Create a View on the Commissioning Page ........................................................................................ 64

Configure Commissioning Filters............................................................................................... 64

Configure Commissioning Columns and Steps ........................................................................ 64

Save a View on the Commissioning Page ................................................................................. 65

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Import a Commissioning Schedule ..................................................................................................... 65

Daily Reports Overview ................................................................................................................... 66

View Superintendent Daily Reports ..................................................................................................... 66

View Subcontractor Daily Reports ....................................................................................................... 66

Notify Subcontractors to Submit Reports ........................................................................................... 66

Submit a Subcontractor Report Status ............................................................................................... 67

Submit a Superintendent Report Status ............................................................................................. 67

RFI Overview ................................................................................................................................... 68

Working With the RFI Page .................................................................................................................. 68

RFI Fields .................................................................................................................................... 69

Define the Default RFI Roles ............................................................................................................... 70

The Default RFI Workflow .................................................................................................................... 70

Submit an RFI ....................................................................................................................................... 72

Review an RFI ....................................................................................................................................... 73

Reply to an RFI ...................................................................................................................................... 74

Forward an RFI ..................................................................................................................................... 74

Accept an RFI Reply .............................................................................................................................. 74

Legal Notices .................................................................................................................................. 76

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About This Guide

This guide explains how to use Oracle Prime Projects to streamline the quality management process, facilitate inspections on a jobsite, improve quality and efficiency of inspections, and improve reliability of inspections data.

Superintendents, project managers, and subcontractors, should use this guide.

Field Overview

The Field app provides your organization with the right tools to manage field operations and process, including quality management, safety, commissioning, and other construction site processes. You can use the Field app in Oracle Prime Projects with Prime Field for iOS and synchronize project data to monitor the progress of work performed in the field. Mobile users can use an iOS device to conduct inspections, view documents, and manage issues while the project manager or superintendent reviews the progress from the office.

Use the Field app to:

Schedule, manage, and complete quality control inspections.

Track progress, issue, and inspection photos from the jobsite using Job Pics.

Setup, schedule, conduct, and track all steps involved in the most complex commissioning processes assuring that all systems and components are installed, tested, and operated according to installation and operational requirements.

Creating Projects for Field

The following tasks are the typical steps you can take when initially creating projects:

1) Add a Project (on page 9)

2) Assign a User or a Group Access to a Project (on page 10)

3) Assign a Company to a Project (on page 11)

4) View the Construction Value (on page 11)

5) Change the Status of a Project (on page 11)

Project Templates Overview

Project templates are reusable models of projects you can store and use later to save time and standardize your operations.

A template includes all the details, best practices, and de facto standards your organization associates with projects of a particular type. Use project templates to create a library of predefined project structures that can later be used as starting points for new projects.

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For example, say your organization is responsible for managing the construction of store Smith Wholesale in multiple states. The WBSs and resources are essentially the same. A template in this situation enables you to quickly create the project and add any unique requirements for the projects in the different states.

A project template can be created from scratch or can be created using an existing project or template. When a template is created from an existing project, all the actual values, including dates, units, and durations, and location fields are cleared. If the data in the project being copied is not included in the parent workspace where the project template exists, the data is promoted to the parent workspace. This data includes resources, roles, configured fields, dashboards, units of measure, calendars, and curves.

.The following data is not copied into project templates from existing projects:

Scope data, including the PBS, scope items, and work packages.

Relationships between projects.

Risk matrixes and thresholds stored at the workspace level. Project-level matrixes and thresholds are copied.

Add a Project Template

Project templates are created when the organization manages similar, repeatable projects. A project template can be created from scratch or can be created using an existing project or template.

The following data is not copied into project templates from existing projects:




To add a project template:

1) In the object selector, select Projects, and then select View All Projects.

2) In the Projects inventory panel, select the group where you want to store the project.

Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project will inherit the project code for that group.

3) Select the Add Project menu, and select Template.

4) In the Create New Project Template dialog box, complete the following fields:

Template Name: Enter the name of the project template.

Template ID: Enter a unique identifier for the project template. The ID defaults to the project template name.

Workspace: Select which workspace the project template should be added to.


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(Optional) Copy From Another Project: Select an existing project or template, if appropriate.

(Optional) Project Currency: Select a new currency if the default is not applicable to the project template.

Exchange Rate: If a different currency is selected, enter the exchange rate.

5) Select Add.

6) In the inventory panel, select Close.

Add a Project

A project can be created from scratch or can be copied using an existing project or template.

The following data is not copied from existing projects or templates:




To add a project:

1) In the object selector, select Projects, and then select Add Project.

2) In the Add Project dialog box, complete the following fields:

Name: Enter the name of the project.

ID: Enter a unique identifier for the project. The ID defaults to the project name. Project IDs are unique per workspace.

Workspace: Select which workspace the project should be added to.

(Optional) Copy from Another Project: Select an existing project or template.

(Optional) Project Currency: Select a new currency if the default is not applicable to the project.

Exchange Rate: If a different currency is selected, enter the exchange rate.

3) Select Add.


You can also initiate this task directly from the Projects inventory panel.


2) In the table, select the group where you want to store the project.

Note: The group may be the workspace name or another grouping name if a Group By option is selected for the table. If the table is organized by a group other than workspace, then the new project will inherit the attribute for that group. For example, if the table is grouped by a project code, the new project will inherit the project code for that group.

3) Select the Add Project menu, and then select Project.

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Tips

The project is set to Active by default.

You can create a project collection directly from the Projects inventory panel to easily manage a subset of projects that are important to you or a group. Select multiple projects, select the Context menu, and select Create Project Collection.

Assign a User or a Group Access to a Project

Users can be assigned to projects individually or through user groups. Each user or user group must be assigned a project permission set. A user group may have been configured with a default permission set. This permission set can be changed for the project assignment at any time.

To assign user access to a project:

1) In the object selector, select a project.

2) In the sidebar, select Summary & Settings.

3) On the Summary & Settings menu, select Security.

4) Select the Assign menu, and then select User or Group.

5) In the Assign User or Assign Group dialog box, enter the user or group name.

6) Select the name, and select Next.

7) In the Permission Set column, select a permission set for each permission type.

Note: If you assigned a user group that is configured with a default permission set, you can keep the default or select another if necessary.

8) Add any other optional permission sets applicable to that user or group.

9) Select Assign.

10) Select Save.

11) In the Summary & Settings panel, select Close.

You can also do this in the Projects inventory panel.


2) In the table, select a project, and then select the Security detail window.

Tips

If you added the project in the application, you are automatically assigned access to the project with the Administrator permission set assigned.

The Search feature searches the entire list of users for matches. During that initial search, it will stop after finding 500 results, then filter out those who have already been assigned. For this reason, your maximum number of search results might vary. To limit the number of results, be as specific as possible when entering a name in the search field. For example, enter the first and last name of the user.


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Assign a Company to a Project

Companies are assigned at the project level to designate responsibility for the work performed on your project. Assign companies to your project, and set a color for each company.

To assign a company to a project:



3) On the Summary & Settings menu, select Dictionaries, and then select Companies.

4) Select Assign.

5) In the Assign Companies dialog box, select a company, and then select Assign.

6) In the Color field, select a color to associate with the company.

7) Select Save.


Tips

In the Tasks app, colors are used to distinguish the tasks associated with each company.

This setting is used in the following apps:

Field

Tasks

View the Construction Value

You can review construction values to projects to help track the total cost of a project over the construction period. Construction values can include the cost of materials, subcontractor totals, overhead costs, general conditions, and taxes.

To view a construction value to a project:



3) On the Summary & Settings menu, select Details.

4) In the Details section, in the Construction Value field, review the total cost for the project.



Field

Change the Status of a Project

The current status of a project determines how the project is handled within the application. Project status can be set manually or through a workflow, depending on the status type. A new project is set to Active by default.

To change the status of a project:

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3) On the Summary & Settings menu, select Details.

4) In the Details section, in the Status list, select the appropriate status:

Proposal: The project is a project proposal and has not been extensively planned nor accrued any costs. A project proposal can only be created using a workflow and a change in status must also be performed through a workflow.

Rejected: The project proposal has been rejected and will not be executed as a project. A project can only be marked as Rejected through the use of a workflow.

Planned: The project is currently planned for execution. Project managers input expected project costs and other project data during this stage. A change in status can be performed manually or through a workflow.

Active: The project is currently active and being executed. A change in status can be performed manually or through a workflow.

Inactive: The project has been rendered inactive and will temporarily accrue no costs. A change in status can be performed manually or through a workflow.

Complete: The project has been successfully completed and will no longer accrue costs. A change in status can be performed manually or through a workflow.

5) Select Save.


Delete a Project

Deleting a project will remove relationships with other items, such as project dependencies and portfolios, and will also delete files added to the project.

If you delete a project that is synchronized with P6 EPPM, the setting in P6 EPPM that indicates a project is synchronized with Oracle Prime Projects is cleared. The project is not deleted from P6 EPPM.

You cannot delete a project that is included on a portfolio budget planning scenario. You must delete it from the scenario first.

After a project has been deleted, all rolled up values are recalculated.

To delete a project:


2) In the table, select the project row or rows.

3) Select the Context menu, and select Delete.

4) In the Delete dialog box, choose to delete the project permanently or mark the project as inactive.

5) Select OK.

The application will run the deletion process in the background while you continue to work, and you will receive a notification when the process is complete.


Configuration Process in the Field App

13


Before you use the Field app, configure the features in Field Project Details and Field Setup in the Summary & Settings panel. You should complete most of these tasks before you let your users work with the app. You can vary the order in which you complete these processes depending on your organization's implementation plan.

Field Project Details

Set up project details such as synchronization settings, work order templates, and project dates.

Add custom fields used by your organization for issues, areas, and items.

Set up work order covers to automatically attach to work orders. See Set Up a Work Order Cover (on page 15).

Add commissioning steps to streamline the commissioning process.

Field Setup

Create issues categories and statuses. See Add an Issue Category/Status (on page 27).

Create areas. Areas can be created manually and through import. See Areas Overview (on page 31).

Create item masters. Item masters can be used as a template for commonly used equipment and materials. See Item Masters Overview (on page 34).

Create items.

Add dispatch rules.

Add inspection templates.

Set up work order covers.

Project Setup

Assign companies.

Set up security privileges for users and user groups.

Field Project Details Overview

You should complete most of the following tasks before you let your users use the app. You can vary the order in which you complete these processes depending on your organization's implementation plan.

Configure the Maximum File Size for a Field Mobile Upload

Synchronization settings control the maximum file size that users can upload using Prime Field for iOS. The file size should be entered in MB.

To set up synchronization settings:



3) On the Summary & Settings menu, select Field Project Details.

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4) On the Project Details tab, under the Synchronization Settings section, in the Maximum file size for upload on the tablet, MB field, enter a number.

5) Select Save Changes.



Field

Set the Project Dates for Field Reporting

Project dates in the Field app control the date range in which daily reports should be generated. Project dates in the Field app do not affect the planned start and planned finish dates on the Details page in Summary & Settings or in other Oracle Prime Projects apps.

To set up project dates:




4) Select the Projects Details tab, and under the Project Dates section, in the Start Date field, select the start date.

5) In the Estimated Completion Date field, select the estimated finish date.




Field

Add an Issue Custom Field

Project managers can configure a standard set of up to five custom data fields per issue type that are included by default on all issues created across all projects. Up to five application-wide custom issue fields can be configured for all projects in the application and each project can define up to five project-specific custom issue fields. Each custom issue field includes a label and data input field, which can formatted as a check box, radio-button, drop-down list, or text input field. Issue custom fields can be set to be optional or required.

To add an issue custom field:




4) Select the Custom Fields tab, and then under the Issue Custom Fields section, in the Type field, select Punchlist, QA/QC, CX, or Safety.

5) Select Add.

6) In the Issue Custom Field Details section, complete the following fields:

7) Label: Enter the label of the field.


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8) Required: Select Required if the field will be a required field.

9) Data type: Select the data type of the field. Valid entries include check box, radio button, drop-down, and Text.

If you selected check box, radio button, or drop-down, complete the following steps:

a. (Optional) Select Default if the value should be the default answer. You can only select one default.

b. In the Value field, enter a response to the field.

c. Select Add New.

d. Add additional responses.

If you selected Text, in the Text field, enter a value.



Tips

To delete an issue custom field, select the custom field, and then select Delete.


Field

Add an Area or Item Custom Field

Project managers can define labels for up to five custom fields for areas and items.

To add an area or item custom fields:




4) Select the Area/Item Custom Fields tab, and enter custom field labels in the Area Profile Custom Field Labels and Item Custom Field Labels section.




Field

Set Up a Work Order Cover

You can set up a work order cover to use for all work orders in the project.

To set up a work order cover:




4) Select the Work Order Cover tab, and complete the following fields:

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Title area: Enter text to appear in the header section of the document.

Company name area: Enter the name of the company.

Address area: Enter the address of your company. You may also want to enter phone or fax.

Main area: Enter the default text that should appear on the work order cover.

Signature area: Enter a signature.



Tips

Select Reset to default to restore the default entries.

You can view a preview of your work order cover in the Work Order Cover Preview section.

You can use tags in the work order cover that will render the details for each company and project. Choose from:

Prj. email: Email address set up for the project

Prj. contact: User set up as the project contact

Originator name: Name of the user who creates the report

Prj. Phone: Phone number set up for the project contact

Prj. address: Street address set up for the project

Prj. fax: Fax number set up for the project

Contact Name: Contact set up for the project


Field

Add a Commissioning Step

The project manager can set up custom commissioning steps. These steps will be used on the Commissioning page to track the progress for each applicable item. For example, a Cx step may be created for final performance testing. Commissioning steps streamline the process, allowing any project manager to see the current status of their project broken out in steps. If any steps are dependent on another step, that step cannot be completed or started until the previous step is complete, enforcing that rules and standards are followed.

To set up commissioning steps:




4) Select the Cx Steps tab, and then select Add New Step.

5) In the Cx Steps Settings dialog box, complete the following fields:

Name: Enter the name of the step.

Color: Select the color bar to display the color picker. Select again to choose a color.


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Order: Select the order of the step. For example, if you already created 4 steps, but you want the new step to be the second step in the series, select 2.

Select Save.

6) Add steps until your commissioning process is captured.

7) (Optional) in the Cx step row, select Set up, and do any of the following:

Select Start Criteria, and select the checkbox next to any steps that must be completed before the step can be started.

Select Completion Criteria, and select the checkbox next to any steps that must be closed before the step can be completed.

Select User Permission, and select which users can save steps, complete steps, and receive notifications when steps are completed.


Tips

Select Set up to enter start and completion criteria that are applicable to the step.


Field

Set Up Revisions Tracking

Project managers can customize the application to avoid tracking revisions on large files to avoid syncing large files.

To set up revisions tracking:



3) On the menu, select Field Project Details, and then select the Library tab.

4) Under the Revisions Tracking section, in the Do not track revisions if file size is above MB field, enter the maximum file size in MB.

Note: The PDF Hyperlinking Detection Enabled feature is not available for this release.




Field

Field Setup Overview

You should complete most of the following tasks before you let your users use the app. You can vary the order in which you complete these processes depending on your organization's implementation plan.

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Configure the Field Setup Project Data

Project managers and application administrators can configure project-level data for web and mobile users.

To set up your project for the Field app:

1) Define Non-Working Days and Holidays (on page 18)

2) Add an Inspection Template (on page 19)

3) Add a Dispatch Rule (on page 26)

Define Non-Working Days and Holidays

Project managers can define the non-working days of the jobsite. For example, if the jobsite is never open on Sunday, you can add Sunday as a non-working day. If Sunday is a non-working day, there will never be a daily report generated on a Sunday.

You can also define holidays and other custom, non-working days. These days will also never have a daily report generated on that day. You cannot create repeating dates. If the date repeats annually, you must create a separate entry for each year.

To define non-working days and holidays for a project:



3) On the Summary & Settings menu, select Field Setup.

4) Select the Projects tab, and then under the Projects and Project-related Data section, select Working days.

5) Under the Define Weekly Non-working Days section, select the days that no work is completed onsite.

6) Under the Define Holidays and other Non-working Days section, complete the following fields:

a. In the Date field, enter a date.

b. In the Name field, enter a name or short description of the holiday or non-working day.

c. Select Add Date.



Field

Inspection Templates Overview

All inspections require an inspection template to capture and track information about the inspection and issues created during the inspection. Inspection templates define information about an inspection, including the threshold, duration, state, data type, and template type. An inspection template consists of the inspection questions, a format for the responses to the questions, predefined response values, and specifies if the question can be used to create issues.


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The Template Type data field specifies one of two methods for conducting an inspection:

Form: Based on a predefined set of inspection questions on a form from which issues can be created.

Issues List (Punchlist): Allows issues to be created.

In both types of inspection methods, issues can be created in the application and assigned to a responsible party. Generally, inspections conducted for quality, commissioning or safety use Form inspection templates, while punchlist use Issue List inspection templates. As many inspection templates as necessary can be created to facilitate a smoother workflow.

Add an Inspection Template

You can create electronic inspection templates for inspectors and field workers to use on the jobsite.

To add an inspection template:




4) Select the Projects tab, and then under the Templates section, select Issue and Inspection Templates.

5) Select Add New Template.

6) On the Template Details tab, complete the following fields:

a. Type: Select the type of inspection to be completed. Valid options include Punchlist, QA/QC, Commissioning, and Safety.

b. Template Type: Select Form or Issues List (Punchlist) depending on what type of inspection to be completed.

c. Template Name: Enter a unique name for the template.

d. Threshold (days): Enter the number of days for an issue to remain open and be corrected after which the application sends a second work order to the company assigned to the issue.

e. Duration (hours): Enter an estimate of how many hours it will take to complete the inspection.

f. (Optional) Instructions: Enter any additional instructions or notes for the inspector.




Field

Import a Form for an Inspection Template

You can import forms for inspectors to use during inspections.

To import a form for an inspection template:



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5) In the table, select a template name, and then select the Form Setup tab.

6) Select Select from Files, and in the Oracle Prime Field Cloud Management Files dialog box, choose a file.


Tips

In the Form Preview section, view the preview of the form.

You can customize the form after it is imported to avoid reimporting the same form.


Field

Edit the Form Setup for an Inspection Template

You can edit the form fields list of inspection template forms after the fields are in the application using the optical recognition power of the application. Revise or change fields without having to correct and upload a PDF multiple times.

To edit the form setup of an inspection template:






6) In the field row, select Edit.

7) In the Label field, enter a new label.

8) (Optional) Select Issues? if this field is part of an issues list.

9) (Optional) Drag and drop fields to rearrange their order.

10) Select Save.


Tips

In the Form Preview section, select the name of the PDF to download the inspection template.


Field


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Add a Linear Form to a Template

Linear forms are setup for inspections where a linear list of questions is sufficient, and no further formatting is required. This is the typical inspection format used for checklists. An inspection form can have a mixture of questions with values formatted as a checkbox, radio button, text box, or drop-down list.

To import a linear form for an inspection template:






6) In the Form Fields List, in the data field, enter a question and in the question format list, select a format for the answer.

7) Select Add Question.

8) (Optional) In the data field, enter a heading, and in the question format list, select SEPARATOR.

9) Select Add Question.


Tips

The following question formats will display an item selector:

Date: Displays the date selector.

Area: Displays the area tree.

Item: Displays the item tree.

Contractor: Displays a list of contractors.

Use separators to create headings for your inspection. These headings can be used to separate different questions on your form.


Field

Create a Master Question

Master questions are a set of predefined responses that can be assigned to any question on an inspection template. For example, users can set up a Yes or No master question and assign it to each inspection template question that has a response of Yes or No. Master questions can be deleted and unassigned to a question.

To create a master question:




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6) In the Form Fields List, in the data field, enter a question and in the question format list, select a format for the answer.

7) Select Create Master.


Tips

The following question formats will display an item selector:

Date: Displays the date selector.

Area: Displays the area tree.

Item: Displays the item tree.

Contractor: Displays a list of contractors.


Field

Edit a Master Question

You can edit the response values for a master question.

To edit the response values for a master question:






6) In the Form Fields List section, in the table, in the question row, select Edit.

7) In the Inspection Custom Field Details section, complete any of the following options:

Select Issues? to allow inspectors to create issues for the question.

Create response values that will serve as possible answers. For example, yes or no.

8) Select Save.



Field


23

Apply a Master Question to an Inspection Template

A master question can be applied to any question on an inspection template. The master question acts as a template and applying a master question to inspection template questions sets the question type, response formats and whether issues can be created based on the master question definition. After a master question is applied, the response values and whether issues can be created from the inspection question are inherited from the master question and cannot be edited unless the link to the master question is removed.

To apply master questions to inspection template questions:






6) In the Form Fields List section, in the table, select the checkboxes next to the applicable questions.

7) In the Master Questions drop down, select a Master Question, and select Apply Master.


Tips

To clear the options applied by the master question, select the checkbox next to the question, and then select Clear Master.


Field

Link an Inspection Template

You can link other inspection templates to your current inspection template. For example, one of your inspectors may perform multiple inspections that require different inspection templates. You can link the inspections so that as inspectors complete one inspection, they can start the next inspection in a determined amount of time. If the inspections should be completed at the same time, you can schedule the newer inspection to occur on the same date at the same or a different time.

To link inspection templates:





5) In the table, select a template name, and then select the Workflow tab.

6) In the Linked Inspections section, select Link Inspection, and complete the following fields:

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a. New Inspection Template: Select an inspection template to link to the current inspection.

b. Inspector: Select the user who will complete the inspection. You can also select the same inspector as the original inspection or the manager of the original inspector.

c. Scheduled date: Select the same day as the original inspection was completed and approved or enter an amount of Days, Weeks, Months from the date that the original inspection was completed and approved.

d. Scheduled time: Select the same time as the original inspection or in the specific time list, select a time.



Tips

In the Form Preview section, select the name of the PDF to download the inspection template.


Field

Configure the Inspection Completion Workflow

You can set up an inspections workflow that prevents the inspection from being completed if all issues are not satisfactorily resolved.

To set up inspection completion:






6) In the Inspections Workflow section, select No issues completion to prevent an inspection from being closed with any open issues.

Note: If this option is selected, users will not be able to complete an inspection that contains open issues.




Field

Set Up an Issues Workflow for Inspection Templates

You can set up an issues workflow that uses start on and finish by dates to schedule work for the responsible party.


25

To set up an issues workflow:






6) In the Issues Workflow section, choose from the following options:

Responsible party assignment required: Select to require a subcontractor be assigned to all new issues.

Start on/Finish by: Select to indicate that the Start on and Finish by fields on an issue are automatically populated with the current date as the start date and the finish date will be calculated based on the number of days specified as the threshold for this inspection template.

Display Items: Select to display only the items linked to areas.



Tips

Different template types have different issues workflow configurations. For example, you can make item assignment and standard issue assignment required for all safety inspection templates.


Field

Archive an Inspection Template

You can archive inspection templates that are no longer used.

To archive an inspection template:





5) In the table, select a template name.

6) Select Archive, and then select OK.


Field

Field User Guide

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Add a Dispatch Rule

The application generates and sends work orders (also known as issue reports) automatically based on a set of rules, defined by the administrator for all projects, or by the project manager for each project. Rules are specific for each type of issue or inspection object. A rule is created for:

All projects and all inspection templates

Selected projects and selected inspection templates

All projects and selected inspection templates

Selected projects and all inspection templates

There is no limit to the number of rules that can be defined. However, all rules apply unless they are deactivated, and multiple rules may create work orders (issue reports) for the same company with the same set of issues.

Rules can be scheduled to periodically run or event based and run when a specified system event occurs. Each rule can be activated and deactivated, but only active rules apply. The project manager can view when a recurring rule will next apply.

To define a dispatch report rule for a project:




4) Select the Projects tab, and then under the Dispatching section, select Report Dispatching Rules Setup.

5) Select Add New Rule.

6) In the General section, complete the following fields:

Rule Name: Enter a unique name for the rule.

Type: Select Punchlist, QA/QC, Commissioning, or Safety.

Project: Select the project the rule applies to or select All projects with common statuses.

Template: Select one or all templates.

Report separation: Select how the issues report should be organized and distributed.

Status: Select Active or Inactive.

Note: Read the Rule Explanation if you need more information on rules.

7) In the Dispatching section, complete the following fields:

Notification: Select Create and Notify to create the rule and notify stakeholders, or select Just Create to create the rule.

Report creation type: Select how the report should be created.

Event-based (Issue was modified): Run the report on-demand.

Recurring (periodical): Schedule the report to run.

8) Select Additional Persons to Notify, and select the check box next to the usernames of users to notify.


27

9) Select Next.

10) In the Details section, complete the following:

Report formatting template (XSL): Select Default, Project-specific, or Rule-specific.

Cover letter and content: Select which cover letter and content to use. Valid options include Default (for entire application), Project-specific, or Rule-specific.

Report originator (if used on template): Select the user who should be shown as the report originator.

Notification from address: Select Static to use the default application email. Select Dynamic to use the email of the originator.

11) Select Next.

12) Select Save This New Rule or Save and setup WO Cover.



Field

Set Up Field Setup Application Data

Project managers and application administrators can configure application-level data for web and mobile users.

To set up and monitor your project:

Add an Issue Category/Status (on page 27)

Monitor and Release a Tablet (on page 28)

View the Data Modification Audit (on page 29)

View a log of user activity.

Edit Email Content (on page 29)

Customize the template for a variety of emails.

Configure the Email Queue (on page 30)

Monitor the Email Queue (on page 30)

Send Emails from the Email Queue (on page 31)

Add an Issue Category/Status

Project managers can create issue categories to group issues and issue statuses to show the state of the issues.

To add an issue category:




4) Select the Application tab, and then under the Inspections/Issues section, select Issue Category/Status.

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5) In the Type list, select a category type. Valid options include Punchlist, QA/QC, Commissioning, and Safety.

6) Select Add New Category.

7) In the Category details section, complete the following fields:

a. Category: Enter a name for the category.

b. Abbreviation: Enter an abbreviation for the category.

c. Apply to inspection templates: Select one of the following:

None: Select if the category should not be applied to inspection templates.

Selectively: Select if the category should be enabled on inspection templates as they are set up.

All: Select if the category should apply to all inspection templates.


9) (Optional) Under the Category Statuses section, select Add New Status.

10) Complete the following fields:

a. Status name: Enter a name for the status.

b. Action Name: Enter a label for the button for the action that can be executed for the status. For example, you might enter Done so that a user can indicate issues with work that is complete.

c. State: Select open if the issue is unresolved. Select closed if the issue is resolved.




Field

Monitor and Release a Tablet

Each tablet used to access Prime Field for iOS is assigned a unique host number during the first sync. If a field device is lost or needs to be removed from the application, you can release the device’s host number so it is available for another device assignment.

To monitor and release a table:




4) Select the Application tab, and then under the Security settings section, select Control and Release Tablets.

5) (Optional) To release a tablet, in the tablet row, select Release, and then select OK.



Field


29

View the Data Modification Audit

Application administrators can view the data modification audit to review the activity of all users in the Field app and Prime Field for iOS.

To view the data modification audit:




4) Select the Application tab, and then under the Security settings section, select Data Modification Audit.



Field

Email Content Manager Overview

The email content manager enables you to customize email templates for a variety of different email types. You can use tags which function as variables in the emails to render items like the project name, server URL, links to reports, area IDs, last sent dates, and more.

You can create emails for a variety of situations including:

Vendor Without email: Notifies the user that a vendor profile does not have the appropriate contact information for vendors being sent work orders.

Daily report notification: Notifies a user that the company's daily report has not been submitted.

Area Inspection Completion email: Sent to selected users upon inspection completion. The inspection completion PDF is attached to this e-mail.

Inspection Approval Task email: Notifies a user required to approve an inspection.

Inspection Rejected email: Notifies the inspector for an inspection requiring approval that the inspection was rejected.

Inspection Create email: Notifies an inspector that an inspection was created.

Work Order email: Sends vendors work orders as PDF attachments.

Edit Email Content

You can edit the system generated email content of email templates to meet the needs of your organization.

To edit an email template:




4) Select the Application tab, and then under the Email related section, select Email Content Manager.

5) In the Email type list, select the type of email template.

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6) Under the Mail setup section, complete the following fields:

a. From address: Enter the email address the email should come from.

b. Subject: Enter a subject line for the email or notification.

c. Body: Enter the text you want the email or notification to say. In the Tags section, select any variables to be used in the template.




Field

Configure the Email Queue

You can customize which emails you want to take action on before they are sent. You can intercept all emails or just those that have a send error.

To monitor the email queue:




4) Select the Application tab, and then under the Email related section, select Email Queue.

5) Under the Queue Administrative Controls section, in the Which emails do you want to intercept and queue for action field, select Only emails with errors or All emails.

6) Select Save mode.



Field

Monitor the Email Queue

The email queue enables you to determine which items will be sent. You can select to send all items in the email queue, or you can send or delete specific emails. The email queue lists outgoing emails and faxes awaiting approval for sending. Filter the email queue items by date, recipient's e-mail or fax, and description to manage emails.

To monitor the email queue:





5) Under the Filter section, view pending, sent, not sent, and sending emails.



31


Field

Send Emails from the Email Queue

You can send any emails on demand from the email queue.

To send emails from the email queue:





5) Under the Filter section, do one of the following:

Select the checkbox by the email and select Send selected emails. Select OK.

Select Send All to send all emails in the queue. Select OK.



Field

Areas Overview

Project managers can define areas for a project to define information about areas that are used multiple times throughout a project. Areas refer to specific segments of a physical project. Subareas can be defined for each area. Information defined for areas includes name number, project, type, street address, status (active or not active), and area owner. For example, a condominium project can have an area defined for a one-bedroom condo and define locations for the subareas of living room, kitchen, bedroom, and bathroom.

In addition to these fields, up to five custom fields can be set up. Areas can be displayed in a hierarchal structure or area tree.

Add an Area

Project managers can manually add areas and subareas for use in the Field app and Prime Field for iOS.

To add an area:



3) On the Summary & Settings menu, select Field Setup, and then select the Areas tab.

4) Under the Add New Area section, select a Parent Area, and then enter an Area Name or ID.

5) Select Add New Area.


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Field

Create an Import Template for Importing Areas

Create a Microsoft Excel template to use when importing areas.

To create an import template:




4) Under the Import Areas From File section, select Sample CSV File.


Tips

The import template is created as a Microsoft Excel file with the default file name, import_sample.csv.


Field

Import Areas

You can import new areas into the application from a Microsoft Excel (.xls or .xlsx) file.

To import areas:




4) Under the Import Areas From File section, select Browse, select a file, and then selectImport Areas.

5) View the import results, and select Go Back.



Field

Edit an Area

Project managers can edit an area, adding details or changing the status. If you change an area from active to inactive, all subareas will change to inactive.

To edit an area:





33

4) Under the Area section, in the table, in the area row, select Edit.

5) Complete any of the following applicable fields under the General section:

Area: Enter a new name for the area.

Status: Select Active or Inactive. Inactive areas will not be shown.

Details Level: Select Simple or Extended. Select Extended if you want to edit Property address, Buyer / Owner Info, or Contact information.

6) Complete any of the following applicable fields under the Spatial Data section:

Description: Enter a brief description of the area.

Category: Enter a category name.

Net area: Enter the net area.

Gross area: Enter the gross area.

Usable height: Enter the height of the area that is usable.

7) Select Save.



Field

Add an Item to an Area

Project managers can add items to areas to indicate the quantity of items in an area.

To add an item to an area:




4) In the table, in an area row, select Edit, and then select the Items tab.

5) In the Inventory Item List panel, in the item row, select Add.

The item will appear in the Area Items panel.


Tips

To add a serial number to an item assigned to an area, select Edit.


Field

Delete an Area

You can delete unneeded areas from the application.

To delete an area:



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4) In the table, in the area row, select Edit.

5) Select Delete, and then select OK.


Field

Item Masters Overview

An item master is a template hierarchical listing of equipment and materials that are used multiple times in a project. Specification information, such as part number or model, can be defined on the item master, in addition a list of standard issues can be associated with the item master, and commissioning steps and the associated forms can be setup. All this information will be inherited by any inventory item that is linked to this master item.

Note: Serial numbers cannot be defined as they refer to a specific item. The item master maintains information about items in general. The inventory feature can be used to maintain information about specific items.

Add an Item Master

You can manually add item masters to your project.

To add an item master:



3) On the Summary & Settings menu, select Field Setup, and then select the Item Masters tab.

4) Under the Add New Item Master section, in the Parent Item column, select a parent item.

5) In the Description field, enter a brief description or name for the item.

6) Select Add New.



Field

Create an Import Template for Importing Item Masters

Create a Microsoft Excel template to use when importing item masters.






35

4) Under the Import Item Master and Standard Issues from File section, select Download Sample Data.



Field

Import Item Masters

You can upload new item masters into the application from a Microsoft Excel (.xls or .xlsx) file or an XML file.

To import item masters:




4) Under the Import Item Master and Standard Issues from File section, select Browse, select a file, and then select Upload Item Master.

5) Select OK.



Field

Export an Existing Item Master

You can export existing item masters for use in other projects or applications.

To export existing item masters:




4) Under the Import Item Master and Standard Issues from File section, select check to include IDs into XML to include IDs.

5) Select Export Existing Item Masters, and then select OK.

6) Save or open the file.



Field

Add a File to an Item Master

You can add files to item masters.

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To add a file to an item master:




4) In the table, in the item master row, select Edit.

5) Select the Files tab, and then select Select from Files.

6) Select a file.



Field

Define a Standard Issue for an Item Master

Project managers can define a set of standard issues associated with an item master that can be used during issue creation to prepopulate the issue description and responsible party. Standard issues are used extensively by some safety managers. This is can save time and create consistency during the punch list process. For instance, you can setup an item master for electrical items and then predefine all electrical standard issues.

To define a standard issue:




4) In the table, in the item master list row, select Edit, and then select the Standard Issuestab.

5) Under the Standard Issues for Item Master section, complete the following fields:

Standard Issue Description: Enter a short description or name for the standard issue.

(Optional) Code: Enter a code. Codes are used with the standard issue description as a means of identification.

(Optional) Specialty: This feature is not available for this release.

(Optional) Company: This feature is not available for this release.

6) Select Add New, and then select Save Changes or Save & Exit.



Field

Delete an Item Master

You can delete unneeded item masters from the application.

To delete an item master:


37




4) In the table, in the item master row, select Edit.

5) Select Delete.



Field

Items Overview

The application provides a feature to define specific inventory items. Items include equipment and materials used at the jobsite. Information about each item, such as the serial number, and up to five custom fields, can be defined for each item. The items display in a hierarchal tree for which categories and sub-categories can be defined. Project managers can create new items manually or by uploading data for the items.

Add an Item

You can add items manually to your project. When you manually add an item, you can assign an item master. Assigning an item master to an item ensures that the item inherits the item properties, standard issues and commissioning forms from the item master which streamlines the setup process.

To add an item:



3) On the menu, select Field Setup, and then select the Items tab.

4) Under the Add New Inventory Item section, complete the following fields

Description: Enter a short description or name of the item.

(Optional) Item Master: Select not selected to open the Select item master dialog box. Select an item master and select Close.

Item Type: Select Component or Category. Select component if the item is a physical component or piece of equipment. Select category if the items is a description of a group of items.

Quantity: Enter the amount of the item required to complete the work.

5) Select Add New.



Field

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Create an Upload Template for Uploading Items

Create a Microsoft Excel template to use when importing items.





4) Under the Upload Inventory From File section, select Download Sample Data.



Field

Upload an Item

You can import new area types into the application from a Microsoft Excel (.xls or .xlsx) file or an XML file.

To import areas:




4) Under the Upload Inventory From File section, select Browse, select a file, and then select Upload Inventory.

5) Select OK.



Field

Export Existing Items

You can export items to use them in other projects or applications.

To import areas:




4) Under the Upload Inventory From File section, select check to include IDs into XML to include IDs.

Note: The format of the exported file may not be formatted the same or contain the same columns as a file that was imported.

5) Select Export Existing Inventory, and then select OK.


39

6) Save or open the file.



Field

Add a File to an Item

You can add files to items.

To add a file to an item:




4) In the item row, select Edit, and then select the Files tab.

5) Select Upload from a local drive, and choose a file.



Field

Delete an Item

You can delete unneeded items from the application.

To delete items:




4) In the table, in the item row, select Edit.

5) Select Delete.



Field

Import a Business Information Modeling (BIM) Model

Business Information Modeling (BIM) models provide a 3-D rendering of the jobsite. You can upload a BIM model in the application to use on the jobsite with your mobile app.

To use this feature, you must have Autodesk Naviswork Manage installed.

To get started in Oracle Prime Projects, first install the Oracle Prime Field Exporter Plugin. Next, export your BIM model from Navisworks, and then import it into Prime Projects.

To install the NavisWorks Prime BIM Plugin:

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1) Open Prime Projects.




5) Under the Import Items and Standard Issues from File section, select Download NaviswWorks Prime BIM Plugin.

6) Download and run LBIMexportNavisworks.exe.

7) Complete the installation process.

To export a BIM model from NavisWorks:

1) In NavisWorks, with the Prime BIM Plugin installed, open your model in Navisworks Manage, and select the Latista tab.

2) Choose from the following options to customize your BIM model:

Export: Export the Navisworks model and information into a .zip file that can be uploaded directly into Prime Projects, bringing with it both the model and the information attached to the model.

Export Master Item: If you have created a property in your Navisworks model and have mapped it to the Item Master field under Manage Filters, this will export an XML file that you can upload to create a set of Item Managers that can then be mapped to Inventory items.

Manage Filters: Opens the filter manager that allows you to define specific model components as Items or Item Masters in Prime, and allows you to map data from the Navisworks model directly to existing item information fields in Prime Projects.

3) Select Manage Filters. Complete the following fields to use to identify model components that you want to use as items in Prime Projects. For example, you could use the following values:

a. Category: Item

b. Property: 3D model property GUID

c. Condition: Defined

In this scenario, the Latista exporter would identify any model component with a defined GUID as an Item to be imported into Prime. Any model component without a GUID would be exported only as model geometry.

Note: You can set a different filter for every branch of the model. For example, you may have different filter criteria for your electrical models than for your HVAC models. Use the selection tree to highlight a model branch, and then build and add a filter.

4) Double-click on a defined filter to open the Mapping Manager. Use the Mapping Managerto map specific information from your BIM model to existing Item fields in Prime. You can map GUID information to the specific GUID Item field in Prime.

5) Select the Filter Categories tab to indicate what information from the Navisworks model will be brought into Prime as additional Item information. Select as many categories as necessary to meet your business needs. Focus on categories that will be valuable during project construction like specifications, controls, or locations.

Issues Overview

41

6) Use Load and Save to save your filters to an .xml file that can be imported at a later time. This allows you to save your work as you are building your filter preferences.

7) Select Okay.

8) If you have defined Item Masters, select Export Item Master to export an .xml file containing your Item Masters.

You can upload this file to Prime on the Item Masters page in the Summary & Settingspanel.

9) When you are finished, select Export to export your BIM model to a .zip file.

You can upload this file to Prime on the Items page in the Summary & Settings panel.

To import a BIM model into Prime Projects:




4) Under the Import Items and Standard Issues from File section, next to Select XML, XLS, or ZIP (BIM) file, select Browse.

5) Choose a file, and select Upload Inventory.

6) Select OK.

Select Project Configured Fields to Use in the Field App

After you create configured fields for projects, you can select up to five of those fields to use in the Field app. You can only select the fields to use in the Field app from the root workspace. You cannot select the fields in any other workspace.

To select project configured fields to use in the Field app:

1) In the object selector, select a workspace.


3) On the Summary & Settings menu, select Defaults & Options, and then select Project.

4) Select the Configured Fields tab.

5) Select Select Field App Fields.

6) In the Select Fields dialog box, select up to five fields, and select Select.



Field

Issues Overview

Issues are discrepancies that need to be corrected on the jobsite. Issues are created on areas and items, during an inspection, during a commissioning step, or on a drawing using Prime Field for iOS.

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Project managers and superintendents can keep track of all of the issues on the jobsite as well as see the status. Tracking issues in the application ensures that issues are not lost and get corrected in a timely manner.

View an Issue

You can view issues created by inspectors and field workers using Prime Field for iOS.

To view issues:


2) In the sidebar, hover over Field, and select Issues.

3) In the table, select an issue.

4) Select one of the following detail windows to view more information:

General: View general details such as Description, Type, Area, Status, Responsible Party, and Corrective Actions.

More Details: View additional details entered through custom fields.

Files: View files attached to the issue.

History: View the history of the issue including attaching files or changing the status.

Add an Issue

You can create issues using the web application and assign them to workers in the field. Add issues one at a time or use the save and add new feature to pre-fill some of the required fields such as type, template, and category, which allows you to create issues quicker.

To add an issue:



3) Select Add.

4) In the Add Issue dialog box, do the following:

a. Complete the following required fields:

1. Type: Select Commissioning, QA/QC, Punchlist, or Safety.

2. Template: Select a template based on the selected Type.

3. Category: Select a Category based on the selected Type and Template.

b. Select the General tab, and complete any applicable fields:

1. Area: Select the area where the issue is located.

2. Responsible Party: Select the user responsible for resolving the issue.

3. (Optional) Item: Select the equipment or materials that contain the issue

4. (Optional) Standard Issue: Select a predefined issue which will automatically populate the Description and Responsible Party fields.

5. (Optional) Step: Select the commissioning step that the issue occurred during. This field is only available when the issue type is commissioning.

6. Description: Enter a brief description of the issue.

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43

7. (Optional) Corrective Actions: Enter a description of the actions necessary to resolve the issue.

8. (Optional) Start On: Enter the date that the work should start on.

9. (Optional) Finish By: Enter the date that the work should finish by.

c. Select the Additional Information tab, and complete any additional fields.

5) Select Save or Save & Add New.

Update Issue Status

You can update the status of issues using the web or mobile interfaces. The statuses available to you are defined by your organization and may vary from company to company.

To update the status of an issue:



3) In the table, select an issue, select the Context menu, and then select the status.

4) Select Save.

Duplicate an Issue

You can duplicate issues to bring information contained within an issue to a new issue. For example, you might have the same problem in a different area. Duplicate the issue to avoid reentering the same information.

To duplicate an issue:



3) In the table, select an issue, select the Context menu, and then select Duplicate.

4) In the Add Issue dialog box, make any changes, and select Save or Save & Add New.

Access a Files Detail Window

Use the Files detail window to access, preview, add, link, unlink, check in, and check out the files associated with your data. Files detail windows can be found on pages whose objects support files, such as the Activities, Inspections, and Submittals pages.

Add a File in a Files Detail Window

Use the Files detail window to add relevant files that support your data. For example, you might add architectural drawings, pictures, or product specifications to activities on the Activities page.

The following objects support the Files detail window:

Activities

Inspections

Issues

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Logs

PBSs

Portfolio Funds

Project Funds

Risks

Scope Assignments

Scope Items

Submittals

WBSs

Work Packages

To add a file in a Files detail window:

1) Navigate to a page whose object supports files.

2) In the table, select an object row, and then select the Files detail window.

3) In the Files detail window, select Add.

4) In the Add File dialog box, in the Select Folder section, select a folder in the project library.

5) In the File field, select Browse, and then select a file.

6) Select Upload.

Tips

Files that you add in the Files detail window can also be accessed from the project File List page in Files.

Link a File to an Object

You can link existing files to objects contained within a project instead of adding them to each object. Linking ensures the same version of a file is used everywhere that it is linked. The application enables you to associate files in the Files detail window of the object. The files are still available from the File List page at the project level.


Activities

Inspections

Issues

Logs

PBSs

Portfolio Funds

Project Funds

Risks

Scope Assignments

Scope Items

Submittals

Issues Overview

45

WBSs

Work Packages

To link a file to an object:



3) In the Files detail window, select Link.

4) In the Associate Files dialog box, select a file, and select OK.

Tips

To remove a linked file, select the file, select the Context menu, and select Unlink.

Create a View on the Issues Page

Create views to define how data is visually displayed on the Issues page.

To configure a view:

1) Add an Issues View (on page 45)

2) Configure Issues Columns (on page 46)

3) Configure Issues Filters (on page 46)

4) Configure Issues Grouping (on page 47)

5) Configure Issues Sorting (on page 47)

6) Configure Issues Quick Filters (on page 48)

Add an Issues View

When adding a new view, you can add one of three types of views: personal, project, or workspace. Personal views are private and only accessible to the user who created them. Project views are saved at the project level and can be accessed by other members of the project with the necessary security privileges. Likewise, workspace views are saved at the workspace level and are available to other members of the workspace with the necessary security privileges.

Note: Your security privileges determine your ability to create project and workspace views.

To add a view:



3) In the View list, select Manage Views.

4) In the Manage Views panel, select a view type (Workspace, Project, or Personal), select the Context menu, and then select Add.

5) Enter a name for the new view.

6) Select Save.

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7) In the Manage Views panel, select Close.

Configure Issues Columns

Configure columns to select and position the columns of data that appear on the Issues page.

To configure columns on the Issues page:




4) In the Manage Views panel, select the view to configure.

5) Select the Columns tab.

6) In the Available Columns section, select columns and select Add Column to Selected Columns to add them to the Selected Columns section.

7) Use the up and down arrows to change the positioning of the columns in the Selected Columns section.

8) Select Save.


Configure Issues Filters

Filters are used to reduce the number of issues displayed in the table without deleting them or otherwise removing them. Filter issues on the Issues page according to a rolling time frame or by task details.

To configure filters on the Issues page:





5) Select the Filtering tab.

6) In the Match list, select an option to define the filter conditions:

All of the following: Data is filtered only if it matches all the specified rules.

Any of the following: Data is filtered if it matches any of the specified rules.

7) Select Add another filter condition.

8) In the first row, use the following fields to define a filter rule:

Field: The data field to which the rule is applied.

Operator: The comparison operation for the rule.

Value: The value against which the rule compares the data field.

9) Add rows for each filter rule you want to define.

10) Select Save.


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Configure Issues Grouping

Configure grouping options for views to specify how data is grouped on the Issues page.

To configure grouping options on the Issues page:





5) Select the Grouping tab.

6) To configure grouping options, select Configure and do the following:

a. In the Group By section, define grouping levels by specifying the following options:

Group By: Specifies the field by which data is grouped on the page.

Sort Order: Specifies the sequence in which the data is sorted.

b. In the Band Options section, select view options:

Show field title: Displays the title of the field by which data is grouped in a band.

Show field rollups: Displays the calculated total of all data in a grouping band.

Hide if empty: Hides grouping bands that do not contain any data.

c. In the Band Options section, in the Display text in band using field, select an option to specify the text to appear in the band.

Note: This field only applies to group by fields that have both an ID and name.

7) To configure theme options, select Theme and do the following:

a. In the Style list, select a grouping style.

b. In the Colors list, select a color theme.

8) Select Save.


Configure Issues Sorting

Configure sorting options to specify how data is arranged on the Issues page.

To configure sorting options on the Issues page:





5) Select the Sorting tab.

6) Complete the following fields to define a sort order:

Sort By: Select a column by which to order the data.

Order: Select a direction in which to arrange the sorted data.

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7) To define additional levels of sorting, select the Context menu, and then select Add.

8) Select Save.


Configure Issues Quick Filters

You can use quick filters to reduce the number of visible issues on the Issues page. Choose up to three quick filters to apply to a view.

To configure quick filters on the Issues page:





5) Select the Quick Filters tab.

6) In the Show section, select up to three quick filters to apply to the view:

Area

Item

Status

Type

7) Select Save.


Apply a Quick Filter

You can use quick filters to refine the data displayed. In a filter list, select one or more values on which to filter. Use multiple quick filters to further reduce how much data is displayed. Clear a filter to show more results.

To use a quick filter:


2) On the page, in the Quick Filters list, select the applicable filters.

3) To remove a filter, expand a filter list, and select Clear Filter.

Issue Fields

Description

The summary of the deficiency that needs to be fixed.

The description may include details on measurements, directions, or other information.

If a standard issue has been selected, the issue description is automatically completed with the description from the standard issue description.

Type

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The management component of the inspection. Valid options include Commissioning, Punchlist, QA/QC (Quality Assurance/Quality Control), and Safety.

ID

The unique identifier of the issue. This value is autogenerated.

Area

The physical location of the issue. The area could be a location on a project site or in a building. Areas can be created in a hierarchy.

Status

The state of the issue. Valid options depend on the Category and Type of the issue. Options could include Scheduled, In Progress, Passed, and Failed.

Category

A level of classification under types. Categories cannot be changed after they are saved. The categories available will vary based on the template.

Responsible Party

The company or user responsible for progressing the status of the issue.

Finish By

The date that the issue must be fixed by.


Inspections are initiated in the Prime Field for iOS app and can be viewed in the Prime Projects application to track completion of forms and checklists of work taking place in the field. The Prime Field for iOS app provides two methods for conducting inspections based on the inspections performed throughout the construction process.

Form: Inspectors respond to a set of predefined questions on a form that specifies what is to be inspected and can specify options for responding to the individual questions on the inspection form. These forms are defined by the general contractor by project.

Issue List: Inspectors perform a review of an area and note any aspect of the area or items in the area inspected that is not satisfactory.

In both types of inspection methods, issues can be created and assigned to a responsible party. Generally, inspections conducted for quality or safety are conducted during the early and middle construction phases and issue list inspections are conducted during the later phases.

Inspections can be conducted for the QA/QC, Safety, and Punchlist types.

QA/QC (Quality Assurance and Quality Control): QA/QC inspections focus on enforcement of general contractor and owner expectations related to work performed by subcontractors. The dynamic might change depending on the owner of the Prime Projects instance.

Punchlist: Punchlist inspection type relates to closing out work and deficiencies observed on the project in phases or before project turn over.

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Safety: Safety inspections focus on enforcement of safe practices on the jobsite. These inspections are generally carried out by internal inspectors to the general contractor.

View Inspections

Project managers and quality managers can view additional details for inspections. Inspections can be viewed by area, status, or type.

To view inspections:


2) In the sidebar, hover over Field, and select Inspections.

3) In the table, select an inspection.


General: View general details such as Description, Type, Area, Status, Responsible Party, and Corrective Actions.

Issues: View a list of the issues found during the inspection.

Linked Inspections: Other inspections related to this inspection?

Files: Add and link files to the inspection. View files attached to the inspection.

History: View the history of the inspection including attaching files or changing the status.

Add an Inspection

You can create inspections and assign them to web or mobile users. Add inspections one at a time or use the add new feature to pre-fill some of the required fields such as type, template, description and area.

To add an inspection:



3) Select Add.

4) In the Add Inspection dialog box, do the following:

a. Complete the following fields:

1. Type: Select Commissioning, QA/QC, Punchlist, or Safety.

2. Template: Select a template based on the selected Type.

3. Description: Enter additional text describing the inspection.





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Add an Issue to an Inspection

If you are inspecting work on a jobsite and find a problem, you can create an issue during the inspection. When you create an issue on an inspection, the type, template, and area are populated for you based on the inspection template.

To add an issue to an inspection:



3) In the table, select an inspection row, and select the Issues detail window.

4) Select Add.

5) In the Add Issue dialog box, do the following:

a. Complete the following required fields:

Category: Select a Category based on the Type and Template.


1. Responsible Party: Select the user responsible for resolving the issue.

2. (Optional) Item: Select the equipment or materials that contain the issue

3. (Optional) Standard Issue: Select a predefined issue which will automatically populate the Description and Responsible Party fields.

4. (Optional) Step: Select the commissioning step that the issue occurred during. This field is only available when the issue type is commissioning.

5. Description: Enter a brief description of the issue.

6. (Optional) Corrective Actions: Enter a description of the actions necessary to resolve the issue.

7. (Optional) Start On: Enter the date that the work should start on.

8. (Optional) Finish By: Enter the date that the work should finish by.



Access a Files Detail Window

Use the Files detail window to access, preview, add, link, unlink, check in, and check out the files associated with your data. Files detail windows can be found on pages whose objects support files, such as the Activities, Inspections, and Submittals pages.

Add a File in a Files Detail Window

Use the Files detail window to add relevant files that support your data. For example, you might add architectural drawings, pictures, or product specifications to activities on the Activities page.


Activities

Inspections

Issues

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Logs

PBSs

Portfolio Funds

Project Funds

Risks

Scope Assignments

Scope Items

Submittals

WBSs

Work Packages

To add a file in a Files detail window:



3) In the Files detail window, select Add.

4) In the Add File dialog box, in the Select Folder section, select a folder in the project library.

5) In the File field, select Browse, and then select a file.

6) Select Upload.

Tips

Files that you add in the Files detail window can also be accessed from the project File List page in Files.

Link a File to an Object

You can link existing files to objects contained within a project instead of adding them to each object. Linking ensures the same version of a file is used everywhere that it is linked. The application enables you to associate files in the Files detail window of the object. The files are still available from the File List page at the project level.


Activities

Inspections

Issues

Logs

PBSs

Portfolio Funds

Project Funds

Risks

Scope Assignments

Scope Items

Submittals


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WBSs

Work Packages

To link a file to an object:



3) In the Files detail window, select Link.

4) In the Associate Files dialog box, select a file, and select OK.

Tips

To remove a linked file, select the file, select the Context menu, and select Unlink.

Complete an Inspection

You can complete an inspection and notify stakeholders and workers of the status.

To add an issue to an inspection:



3) In the table, select an inspection row, select the Context menu, and select Complete Form.

4) In the Complete Form dialog box, complete the following fields:

a. Completion Status: Select Passed or Failed.

b. Comments: Enter additional details about the inspection.

c. (Optional) Notify People: Select users to notify.

d. (Optional) Additional Emails: Enter the email addresses of additional stakeholders that should be informed of the inspection completion.

5) Select Save.

Create Views on the Inspections Page

Create views to define how data is visually displayed on the Inspections page.

Perform the following steps to configure a view:

1) Add Inspections Views (on page 54)

2) Configure Inspections Columns (on page 54)

3) Configure Inspections Grouping (on page 54)

4) Configure Inspections Sorting (on page 55)

5) Configure Inspections Quick Filters (on page 56)

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Add Inspections Views

When adding a new view, you can add one of three types of views: personal, project, or workspace. Personal views are private and only accessible to the user who created them. Project views are saved at the project level and can be accessed by other members of the project with the necessary security privileges. Likewise, workspace views are saved at the workspace level and are available to other members of the workspace with the necessary security privileges.

Note: Your security privileges determine your ability to create project and workspace views.

To add a view:




4) In the Manage Views panel, select a view type (Workspace, Project, or Personal), select the Context menu, and then select Add.

5) Enter a name for the new view.

6) Select Save.


Configure Inspections Columns

Configure columns to select and position the columns of data that appear on the Inspections page.

To configure columns on the Inspections page:





5) Select the Columns tab.

6) In the Available Columns section, select columns and select Add Column to Selected Columns to add them to the Selected Columns section.

7) Use the up and down arrows to change the positioning of the columns in the Selected Columns section.

8) Select Save.


Configure Inspections Grouping

Configure grouping options for views to specify how data is grouped on the Inspections page.

To configure grouping options on the Inspections page:


55





5) Select the Grouping tab.

6) To configure grouping options, select Configure and do the following:

a. In the Group By section, define grouping levels by specifying the following options:

Group By: Specifies the field by which data is grouped on the page.

Sort Order: Specifies the sequence in which the data is sorted.

Grouping Interval: Specifies an interval by which to separate your groupings.

b. In the Band Options section, select view options:

Show field title: Displays the title of the field by which data is grouped in a band.

Show field rollups: Displays the calculated total of all data in a grouping band.

Hide if empty: Hides grouping bands that do not contain any data.

c. In the Band Options section, in the Display text in band using field, select an option to specify the text to appear in the band.

Note: This field only applies to group by fields that have both an ID and name.

7) To configure theme options, select Theme and do the following:

a. In the Style list, select a grouping style.

b. In the Colors list, select a color theme.

8) Select Save.


Configure Inspections Sorting

Configure sorting options to specify how data is arranged on the Inspections page.

To configure sorting options on the Inspections page:





5) Select the Sorting tab.

6) Complete the following fields to define a sort order:

Sort By: Select a column by which to order the data.

Order: Select a direction in which to arrange the sorted data.

7) To define additional levels of sorting, select the Context menu, and then select Add.

8) Select Save.


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Configure Inspections Quick Filters

You can use quick filters to reduce the number of visible inspections on the Inspections page. Choose up to three quick filters to apply to a view.

To configure quick filters on the Inspections page:





5) Select the Quick Filters tab.

6) In the Show section, select up to three quick filters to apply to the view:

Area

Item

Status

Type

7) Select Save.








Inspections Fields

Description

The summary of the inspection.

The description may include details of the inspection. The description will also be used as the title of the description.

Type

The management component of the inspection. Valid options include QA/QC (Quality Assurance/Quality Control), Punchlist, and Safety.

ID

The unique identifier of the inspection.

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Area

The physical location of the inspection. The area could be a location on a project site or in a building. Areas can be created in a hierarchy.

Area Path

The hierarchy of the area.

Due On

The date the inspection is due.

Inspector

The username of the person completing the inspection.

Item

The equipment or materials to be inspected.

Item Path

The hierarchy of the item.

Number of Re-inspections

The total number of times the inspection has occurred.

Open Issues

The total number of open issues for the inspection.

Percentage Complete

The percent of the inspection that has been completed.

Scheduled For

The date that the inspection should be started.

Status

The state of the inspection. Valid options depend on the Category and Type of the issue. Valid options include Scheduled, In Progress, Passed, and Failed.

Total Issues

The total number of issues for the inspection.


The application generates and sends work orders (also known as issue reports) automatically based on a set of rules, defined by the project manager for each project. Project managers or superintendents can also send work orders on demand to the responsible party. The application tracks the number of times that the responsible party has been contacted.

You can also combine and download work orders to create a comprehensive report to share with stakeholders.

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View a Work Order

You can access all the work orders for your project from one central location. Combine and download work orders to create a comprehensive report. Use the Send attempts column to track how many times you contacted the responsible party about the work order.

To view work orders:


2) In the sidebar, hover over Field, select Work Orders.

3) In the table, select a work order.


General: View general details such as ID, Responsible Party, Area Path, Emails of recipients, Created On, Last Sent, Send attempts, Email of Sender, and Rule Details.

Issues: View the issues associated with the work order.

History: View the history of the issue including sending work orders or changing the status.

5) Select Details to view the work order.

Send a Work Order

Project managers can send work orders to the responsible party. The application generates and sends an email to the responsible party.

To send work orders:



3) On the Work Orders page, select the work order rows.

4) Select the Context menu, and select Send Rows.

Tips

You can also complete this action using the Actions menu.

Combine and Download a Work Order

Project managers can combine and download work orders to view them in a single PDF file.

To combine and download work orders:



3) On the Work Orders page, select the work order rows.

4) Select the Context menu, and select Combine and Download Rows.

Tips

You can also complete this action using the Actions menu.


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Work Orders Fields

Description

The summary of the inspection.

The description may include details of the inspection. The description will also be used as the title of the description.

Type

The management component of the inspection. Valid options include QA/QC (Quality Assurance/Quality Control), Punchlist, and Safety.

ID

The unique identifier of the inspection.

Area

The physical location of the inspection. The area could be a location on a project site or in a building. Areas can be created in a hierarchy.

Area Path

The hierarchy of the area.

Item

The equipment or materials to be inspected.

Item Path

The hierarchy of the item.

Number of Re-inspections

The total number of times the inspection has occurred.

Open Issues

The total number of open issues for the inspection.

Scheduled For

The date that the inspection should be started.

Status

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The state of the inspection. Valid options depend on the Category and Type of the issue. Valid options include Scheduled, In Progress, Passed, and Failed.

Total Issues

The total number of issues for the inspection.

Drawing Management Overview

Project managers or superintendents can upload and view all of the drawings for a project from a single location. They can use Drawing Management to access and manage the drawings for their projects. They can view version history, assign areas, and assign keywords.

Project managers can add drawings to projects to share with the rest of their team. For example, if the company is constructing a building, a project manager can add a drawing plan of each floor in Drawing Management. After they add a drawing, a mobile user can sync Prime Field for iOS and use the drawing to create issues.

Add a Drawing to a Project

You can add drawings to projects to share with your team. For example, if your company is constructing a building, you can add a drawing plan of each floor in Drawing Management. After you add each drawing, a mobile user can sync Prime Field for iOS and use the drawing to create issues. Drawings must be a PDF file that is only one page.

To add a drawing:


2) In the sidebar, hover over Field, and select Drawing Management.

3) Select Upload / Import.

4) In the Upload wizard, drag and drop a file, select Upload files, or select Upload folder, and select the items to upload.

5) Select Next.

Note: The hyperlink verification feature is not available for this release.

6) Select Finish.

View a Drawing

You can view and manage all project drawings from one central location.

To view a drawing:



3) Double-click a drawing row.

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Assign an Area to a Drawing

Project managers can assign areas and subareas to drawings in the application that can be used when creating issues.

To assign areas to drawings:



3) In the table, select the check boxes next to the applicable drawings.

4) Select the Assign Area menu, and then select Assign Area Shortcut.

5) In the Assign Area dialog box, select Free form search or Tree search, and locate the area.

6) Select the area, and then select Save.

7) (Optional) To assign a subarea, in the Area Tree column, select Assign Sub Area.

Tips

To remove an assigned area, select the check boxes next to the applicable drawings, select the Assign Area menu, and then select Remove Area Shortcut.

You can also assign subareas by selecting a drawing and using the annotation toolbar.

Assign a Keyword to a Drawing

Project managers can assign keywords to drawings to help categorize them and provide away to easily search for drawings using keywords.

To assign keywords to drawings:




4) Select Assign Keywords, and then select Assign Keywords.

5) In the Assign Keywords dialog box, enter any applicable keywords, and then select Save keywords.

Tips

To remove an assigned keyword, select the check boxes next to the applicable drawings, select Assign Keywords, and then select Remove all Keywords.

Annotate a Drawing

Annotations are graphic markers and review remarks that you can add to a file preview. They provide a way for team members to communicate information that is specific to a part of a file. You can annotate drawings to communicate changes and discrepancies, calibrate the plan, and highlight key areas and subareas.

To annotate a drawing:

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3) In the table, double-click a drawing.

4) On the drawing toolbar, select one of the following drawing tools:

a. Shape Color: Select a shape color. Select different colors to distinguish between various annotations.

b. Area Free Form Tool: Create a free form polygon shape to assign an area. You must create at least three points.

To assign an area: Select Assign Area. In the Assign Area Shortcut dialog box, use the Free form search or Tree search to locate an area, and select Assign.

c. One Click Area Recognition: Click in an area of the drawing. For example, if you have a floor plan with separate rooms, you can click in one of the rooms to assign an area.

To assign an area: Click in an area on the drawing. Select Assign Area. In the Assign Area Shortcut dialog box, use the Free form search or Tree search to locate an area, and select Assign.

d. Ruler: Calibrate the drawing to show measurements. You must create two points.

To calibrate the drawing: Click and drag to form a line. In the dialog box, enter a distance, and select OK. Valid units include meters and feet.

e. Delete: Delete all annotations.

f. Print: Print or save the PDF file.

g. Rotate: Rotate the image 90 degrees.

Refresh a File

You can refresh files in Drawing Management to add a new version of a drawing. Drawings must be a PDF file that is only one page.

To refresh a file:




4) Select Refresh files.

5) Select the files to update.

6) In the Upload wizard, select Next.

Note: The hyperlink verification feature is not available for this release.

7) Select Finish.

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Job Pics Overview

Users working in the field can update progress visually by uploading pictures. Project managers working in an office can view the visual progress from the jobsite. These photos may be progress photos or photos attached to issues and inspections. They can also create job pic reports to show progress over time or to produce a summary for stakeholders.

View a Job Pic

You can view pictures from the jobsite in the application. Narrow your results by filtering by photo type, date range, and more.

To view job pics:


2) In the sidebar, hover over Field, and select Job Pics.

3) On the Job Pics page, filter your selections by the following items:

Photo Type: Choose from Area Progress, Item Progress, Inspection, Issue, or All.

Area/Item: Enter the area or item name. Select Include Subareas/items to include them in your search.

From and To: Enter a date range.

Create By: Enter the username of the user who created the pic.

Notes: Enter words used in notes to locate a job pic.

Keywords: Enter keywords to search for job pics associated with that keyword.

Download a Job Pic

You can download pictures from the jobsite to work with offline.

To download a job pic:



3) In the table, select a picture.

4) Select Download.

Create a Job Pic Report

You can create a report containing pictures from the jobsite.

To create a report:



3) On the Job Pics page, select the check boxes next to the job pics.

4) Select Create Report.

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Commissioning Overview

Project managers can use the Field app to define the steps to ensure that all systems and components of a project are designed, installed, and tested, and forms associated with commissioning are uploaded and completed. The commissioning steps are defined for each project and may vary for each project. Project managers should use the commissioning feature to track the progress of their project.

Commissioning steps streamline the process, allowing any project manager to see the current status of their project broken out in steps. The project manager can set up custom commissioning (Cx) steps in the Summary & Settings panel. These steps will be used on the commissioning page to track the progress for each applicable item. For example, a commissioning step may be created for final performance testing. If any step is dependent on another step, that step cannot be completed or started until the previous step is complete, enforcing that rules and standards are followed.

Create a View on the Commissioning Page

Create views to define how data is visually displayed on the Commissioning page.

To configure a view:

1) Configure Commissioning Filters (on page 64)

2) Configure Commissioning Columns and Steps (on page 64)

3) Save a View on the Commissioning Page (on page 65)

Configure Commissioning Filters

Configure filters to refine the data that appears on the Commissioning page.

To configure filters on the Commissioning page:


2) In the sidebar, hover over Field,and select Commissioning.

3) On the Summary tab, select Filter.

4) In the Filter dialog box, select the check boxes next to the items to filter.

5) Select Apply.

Tips

When a filter is applied, (Applied) will appear next to the word Filter.

Configure Commissioning Columns and Steps

Configure columns to select and position the columns of data that appear on the Commissioning page. Choose whether to display columns in a fixed size or an expanded size to view longer lists of CX steps.

To configure columns on the Commissioning page:

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3) On the Summary tab, select View.

4) In the View dialog box, select the check boxes next to the columns and steps you want to show.

5) Select Apply.

6) Select Expanded Size or Fixed Size to customize how much data is displayed.

Tips

Select Reset to default to restore the default configuration.

Save a View on the Commissioning Page

Create and save favorite views to define how data is visually displayed on the Commissioning page for future use.

To save a favorite view on the Commissioning page:



3) On the Summary tab, configure your view to show the filters, columns, and steps for your view.

4) Select Favorites, and in the Favorites dialog box, select Save Current View.

5) In the select name dialog box, enter a name, and select OK.

Tips

You can access, edit, and delete your favorite views at any time from Favorites.

Import a Commissioning Schedule

You can import a commissioning schedule into the application from a Microsoft Excel (.xls or .xlsx) file.

To import a commissioning schedule:



3) Select the Import tab.

4) In the Import Schedule From File dialog box, select a file, and then select Import Schedule.

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Daily Reports Overview

The daily reports feature keeps your project organized and on task whether you are a superintendent or a subcontractor. Subcontractors submit daily reports detailing the day at the jobsite. The superintendent reviews all subcontractor reports in a central location and completes the final report status.

Superintendent

As a superintendent, you can view the status of reports that you are waiting for from your subcontractors. If you have not received a report from a subcontractor, you can send a notification to the subcontractor requesting that they submit their report in the application. You can also add details about the jobsite such as weather and work delays and add comments to information submitted from subcontractors.

Subcontractor

As a subcontractor, you can update your report status in the application, citing important, schedule-impacting information such as weather conditions and how many workers are onsite. You can attach an image to show progress made or deliveries received.

View Superintendent Daily Reports

Superintendents can view daily reports and monitor the progress of the work performed on the jobsite.

To view daily reports:


2) In the sidebar, hover over Field, and select Daily Reports.

3) Select the My Daily Reports tab.

Tips

Select a date in the Filter by Date field to find a report for a specific day.

View Subcontractor Daily Reports

Subcontractors and superintendents can view subcontractor daily reports from the application.

To view daily reports:



3) Select the Subcontractor Report Status tab.

Notify Subcontractors to Submit Reports

Superintendents can notify subcontractors to remind them to submit reports. The application will send an email to the subcontractors asking them to complete their reports.

To notify a subcontractor to submit report status:

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3) Select the Subcontractor Report Status tab.

4) In the table, in the report row, select Notify.

Submit a Subcontractor Report Status

Subcontractors can submit their daily report status to the superintendent using the daily reports feature in the application. Subcontractors should note the number of workers onsite as well as the amount of hours spent working. Work completed, onsite equipment, and deliveries should also be noted to keep the superintendent and project manager aware of potential schedule impacts. Photos from the jobsite can also be submitted with the report to visually show progress.

To submit a subcontractor report status:



3) On the Daily Reports page, select the Subcontractor Report Status tab.

4) In the table, select the report data.

5) On the Report tab, complete the following fields:

Total Workers: Enter the number of workers onsite.

Total Hours: Enter the total number of hours spent working onsite.

Location and Work Completed: Enter the location and the work completed. For example, installed cooper pipe on floor 3.

Onsite Equipment: Enter any equipment was onsite.

Material Deliveries: Enter any materials that were delivered.

(Optional) Comments: Enter any additional comments.

Photos: Select + Upload files to attach a photo of the jobsite.

6) Select Save to save a draft, or select Submit to submit the report.

Submit a Superintendent Report Status

Superintendents should ensure all subcontractors have submitted their report status and notify those who have not.

To submit a subcontractor report status:



3) On the My Daily Reports tab, in the table, double-click a report row.

4) On the Report tab, complete the following fields:

Weather AM: Enter weather conditions and the temperature range from the morning.

Weather PM: Enter weather conditions and the temperature range from the afternoon.

Schedule Impacts: Enter significant events that may impact the schedule such as an onsite injury.

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Onsite Equipment: Enter any equipment was onsite.

Material Deliveries: Enter any materials that were delivered.

(Optional) Comment: Enter any additional comments.

Photos: Select Upload files to add relevant jobsite photos.

5) On the Subcontractors Input tab, and do one of the following:

If any subcontractor has not submitted their report, select Notify to send them a reminder to submit their report.

If the subcontractor has submitted their report status, review the responses and enter any additional comments in the Site Superintendent Comment field.

6) On the History tab, review the history of the report and subcontractor status reports.

7) Select Save to save a draft, or select Complete to submit the report.

RFI Overview

With complex projects, questions and changes are inevitable. That's what RFIs are for.

An RFI, or request for information, is a formal question from a subcontractor to the general contractor. There are many reasons a subcontractor might submit an RFI. Maybe a design specification isn't clear. Maybe the subcontractor wants to use different materials than those specified. Maybe some unexpected condition at the site requires a design change.

Whatever the reason for your RFIs, Prime Projects can help you manage them.

Working With the RFI Page

The RFI page has two parts: the RFI table and the detail windows area.

The RFI Table

Each row of the RFI table corresponds to an RFI that a subcontractor submitted.

Each RFI has a Ball in Court field, which shows who is responsible for the next step of the RFI workflow.

The Actions column includes links for opening forms that enable you to complete pending actions that you have to perform for your RFIs.

The Detail Windows Area

Detail windows show more information about the highlighted RFI in the table. They are arranged like tabs. After you select a row in the table, view these detail windows for more information:

Correspondence: This is where all official correspondence related to the RFI takes place and is stored. When a general contractor replies to a subcontractor or forwards the RFI to an architect, owner, or consultant, this is where they provide their comments about the RFI.

Details: This detail window shows detailed information about the RFI.

Files: This is where users can add and view drawings, specs, and other documents related to the RFI.

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Codes: Organizations create codes to track and group objects, including RFIs, by any criteria. Here, users can view codes associated with the RFI.

RFI Fields

These fields may appear on the RFI page.

Name

The name of the RFI record.

ID

A unique identifier for the RFI.

Closed On

The date the status of the RFI was changed to Closed.

Due Date

The date by which the RFI should be resolved.

Initiated On

The date the RFI was submitted by the subcontractor to the RFI coordinator, or by the RFI coordinator to the architect or engineer.

Area

The area associated with the RFI.

Ball In Court

The user who is currently responsible for the RFI. User actions determine the Ball in Court user.

Cost Impact

Specifies whether the subject of the RFI impacts the cost of the project. Values include Yes, No, and Unknown.

Drawing Reference

The name of a drawing associated with the RFI.

Initiator

The user who created the RFI.

Item

The item associated with the RFI.

Notification List

Users who will be notified of changes to the RFI.

Priority

The importance of the RFI. Values include Normal, Low, High, and Urgent.

Responsible Company

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The company responsible for the work associated with the RFI

Responsible Contractor

The contractor responsible for the work associated with the RFI.

Schedule Impact

Specifies whether the subject of the RFI impacts the project schedule. Values include Yes, No, and Unknown.

Spec Section

The project specification section associated with the RFI.

Status

The current status of the RFI. Values include Draft, Pending, and Closed.

Define the Default RFI Roles

In order for the RFI to follow a standard workflow, even when team aren't sure who to route them to, specific users should be named as the RFI coordinator and architect, engineer, or owner.

To define default RFI roles for a project:



3) On the Summary & Settings menu, select Settings.

4) Select the Documents tab.

5) In the Default RFI Roles section, define these roles:

RFI Coordinator: The user or users responsible for managing and maintaining the RFI. By default, the RFI coordinator is the user who created the project, but you can change it to be any user, or even multiple users, in your company.

Architect / Engineer / Owner: The user or users who represent an architect, consultant, or owner on the project.

6) Select Save.


Field

The Default RFI Workflow

Prime Projects provides a default submittal workflow that helps you and those you work with on RFIs keep track of them.

Prime Projects routes RFI tasks among three kinds of entities:

Subcontractors: These are companies that work under the general contractor to complete some part of a project, like mechanical, electrical, or plumbing work. Subcontractors submit RFIs.

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General contractor: The general contractor is the company that has been hired to manage a project. General contractors receive RFIs from subcontractors. After that, they can respond to RFIs directly, or forward them to the consultant, owner, or architect for more information. In this case, the general contractor acts as an intermediary between the subcontractor and the consultant, owner, or architect.

Consultant, Owner, or Architect: This broad role includes the company with the knowledge and authority to resolve RFIs that can't be resolved by the general contractor alone. That may be the owner company, the architecture firm overseeing the project, or a consulting firm with specialized knowledge on a specific issue.

Here's the broad process by which these entities manage each RFI:

1) Submit the RFI.

Subcontractors typically create and submit RFIs.

2) Route the RFI to the appropriate contacts.

After a subcontractor submits an RFI, the general contractor reviews it, first to determine whether they need more information from the subcontractor, and then to determine whether they need information from the architect or owner.

If the general contractor needs more information from the subcontractor, then the general contractor replies to the subcontractor. The subcontractor then revises the RFI and replies to the general contractor with all required information and changes.

If an RFI doesn't need to be revised by a subcontractor, then the general contractor must determine whether the RFI needs to be reviewed by the owner, architect, or consultant. If so, then the general contractor may forward it for their review.

3) Respond to the RFI.

If the general contractor has enough information, they may respond directly to the subcontractor.

If, however, the RFI was forwarded to the owner or architect, the owner or architect may respond to the general contractor, and then the general contractor responds to the subcontractor. At no point in the RFI process does the owner or architect respond directly to the subcontractor.

If the subcontractor is not satisfied with the response, then they may reply to the general contractor.

4) Accept the response and Close the RFI.

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If the subcontractor is satisfied with the general contractor's response, then the subcontractor may accept the response to indicate that they have all required information and to close the RFI.

Submit an RFI

Submit an RFI to request information from the general contractor, owner, or consultant.

To submit an RFI:


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2) In the sidebar, hover over Field, and select RFI.

3) On the RFI page, select Add RFI.

4) In the Add RFI dialog box, complete these fields:

Name: A name for the RFI.

Assign To: The user who you want to respond to the RFI. If you represent a subcontractor, this user should represent the general contractor.

Any user who you want to assign here must meet two criteria:

1. The user's company must be assigned to the project. See Assign a Company to a Project (on page 11)

2. The user must be listed as a default architect, engineer, or owner on the project. See Define the Default RFI Roles (on page 70).

Due Date: The date by which the RFI should be resolved with all required information.

Question: A question to the assignee and any details required to answer the question.

Select File: A file associated with the RFI.

At this point you can save the RFI as a draft, which lets you return and edit it later without prompting any other user for a response.

5) On the Details tab, complete these fields:

Responsible Contractor: The user responsible for the content of the RFI response. If you represent a subcontractor, this field is read-only. If you represent the RFI Coordinator, then you can specify the Responsible Contractor.

Spec Section: The spec section associated with the RFI.

Notification List: Enter all users who you want to be notified of changes to this RFI.

Drawing Reference: The name and number of any drawing related to the RFI.

6) On the Impacts tab, complete these fields:

Schedule Impact: Select Yes if the uncertainty related to the RFI is expected to have any impact on the project schedule.

Schedule Impact Description: Enter any additional information about how the uncertainty related to the RFI may impact the project schedule.

7) Select Submit.

Review an RFI

If you are assigned an RFI, then it's said to be in your court, and it's your job to review it.

To review an RFI:



3) On the RFI page, select the RFI you want to review.

4) Use the detail panels to view more information about the RFI.

The Correspondence detail panel includes the original question from the subcontractor who submitted the RFI, plus any additional questions or information left since the RFI was submitted.

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Check the Files detail panel for any drawings or other documents related to the RFI.

After you have reviewed your RFI, determine whether you want to reply to it, hopefully resolving the subcontractor's reason for submitting it, or forward it to the architect, owner, or consultant.

Reply to an RFI

If you are a general contractor, you may need to reply to a subcontractor's RFI. If you are an architect or owner, you may need to reply to an RFI that was forwarded to you by the general contractor.

You may also reply to an RFI if you need more information regarding someone else's reply.

To reply to an RFI:



3) In the RFI list, select the RFI to which you want to reply.

4) In the Correspondence detail panel, in the Replies area, select Reply.

5) In the To field, select the user who you want to receive the reply.

6) In the text area, enter your reply text.

7) If you want to attach a file to your reply, select Attach File.

8) Select Submit.

Forward an RFI

If you are a general contractor, you may need to forward an RFI to the architect, owner, or consultant for their input.

To forward an RFI:



3) In the RFI list, select the RFI that you want to forward.

4) In the Correspondence detail panel, in the picker that is labeled Reply by default, select Forward.

5) In the To field, enter the user who you want to receive the RFI.

6) In the text area, enter any information you want to add about the RFI.

7) If you want to attach a file to your reply, select Attach File.

8) Select Submit.

Accept an RFI Reply

Accept a reply to an RFI to indicate that it provides all of the required information.

When you accept an RFI, its status changes to Closed.

To accept an RFI and change its status to Closed:

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3) In the RFI list, select an RFI.

4) In the Correspondence detail window, by the reply you want to accept, select Accept.

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Oracle Prime Projects Field User Guide

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