Using the Table of Contents

This Table of Contents contains links on which you can click to help navigate the manual.

Note
The Table of Contents .will not print if you export this manual to PDF to be printed.

Table of Contents
indent 20px printable false

Anchor
Home Screen Home Screen

Home Screen

Section
Column

The Home Screen is the default e-Builder landing page. Because current and actionable information is displayed about your projects each time you login or refresh the Home page we recommend that you do not change the landing page.

Take a minute to identify the following on the Home Page.

• Tabs across the top of the page that open different modules
• The Recent Pages drop down menu located on the left side of the page 
• The Quick Start links on the left side of the page
• Workflow in your court
• My first 10 tasks
• Submittal items in your court
• Items pending approval
• The project selection dropdown
• The Announcements area
• The Calendar area

Anchor
Workflow Court Workflow Court

Workflow in Your Court

e-Builder determines items that are most important for you to look at or work on by pulling information from e-Builder modules for all of your projects. Those items are considered "Workflow in your court". Each time you access this module or refresh the Home page, the most current data is populated; ensuring that all information is accurate and in real time. The graphic is an example of Workflow in your court.

You can control the number of items that appear in Workflow in your court, Submittal items in your court and Items Pending Approval by using the Show dropdown above each respective table.

The table for Workflow in your court displays the Project, Name, Subject, Step and Due Date.

• To access the process or form on which your action/comment is required click on the blue link in the Name column and a popup will display with process details.
• To go the processes/form page for that project click the blue link in the Project column.

Anchor
First 10 First 10

My First 10 Tasks

The first 10 tasks which you have been assigned as a resource or manager will be listed in chronological order. If you are  a manager who receives notification when tasks reach a certain level of completion, these tasks will display in your court as well.

Use the Show option to control the number of tasks that appear in the list.

The table for My First 10 Tasks displays the Project, Task, Finish Date, Completion percentage and Manager.

Anchor
Submittal Items Submittal Items

Submittal Items in Your Court

This table displays submittal items. There are two filters for this table:

Filter by Action allows you to see either All in my Court, Action Required or Forwarded and No Response. The latter option displays items that have been forwarded for review on which action not yet been taken. Show allows you to determine the number of Submittal items displayed.

The table for Submittal Items in Your Court displays the Project, Title, #, Rev #, Package #, Status, Due Date and Held By information.

Anchor
Items Pending Approval Items Pending Approval

Items Pending Approval

This table displays cost items that are awaiting your approval.

This table displays the Project, Item Type, Item #, Approval Requested by, Date Approval Requested and Amount.

Note the link that allows you to display more items that are pending approval.

Anchor
Delegation Delegation

Access Delegation

Acting in a timely manner on items that are in your court is important. When you are not going to be able to monitor and take action on e-Builder for Items in your court, for example during vacations, you should delegate your authority in e-Builder.

To delegate your authority:

1. On your e-Builder home screen, click on the arrow next to your name.

2. Click on Setup.
   
   

3. In the left hand column under “My Settings”, go to “Personal Information.”
   
   

4. Click on “Access Delegation.”
   
   

5. Steps:

   1. Grant Access

   2. Set the user and duration (Start/End Date & Times are required).

   3. Click “Grant.”

Anchor
Announcements Announcements

Announcements and Calendar Events

On the right side of the Home page are MIT specific announcements including contact names should you have issues with e-Builder as well as Help Desk session times and locations.

Under announcements are the calendar events occurring for today’s date created in e-Builder.  Events are created through the Calendar module in a project.  Click on the event for more information.

Navigation

Anchor
Navigation Navigation

Top Tabs vs Left/Project Menu

Module tabs open modules at the summary level.  The summary level typically aggregates and displays information for multiple projects. If you wish to see information for a single project you must select the project from the Project drop down menu.

Left/Project Menu options are project specific.  In other words, you must first select a project to view these options. If from here you click on one of the top tabs, you will exit the project and will need to re-select it.

Once you have opened a project you can navigate through the folders for which your role has been given permission. See the section of this manual devoted to Project Documentation for more information.

Recent Pages

Displays a list of recently used e-Builder pages.

Quick Start

This menu allows you to start any form or process instance. The default menu options contain a combination of the first ten processes/forms that you have permission to modify. The ten listed forms/processes will automatically update based on your usage. The most recently created instances will append to the top of the menu list.

First select the desired form or process type from the Quick Start menu. Then from the popup window select the corresponding project and create your instance.

If the form or process you are looking for is not displayed in the defaulted menu list, click the ‘More’ link. The ‘More’ link gives you access to the remaining instances you have permissions to modify.

Once the form/process has been created you will need to access it by first opening the project.

Anchor
Project Dropdown Project Dropdown

Project Dropdown Menu

The project dropdown menu allows you to open and switch between projects to which you have been granted access.

To quickly find your project you can start typing the project name or project number and it will narrow the list in the menu.

Anchor
Search Search

Search

By default the search prioritizes words from left to right unless one of the search methods listed below is used.

• Search through the custom field values and notes where applicable.

• Ignore any of the noise words listed below.

Search Methods

• Phrase search (""): Double quotes around a word or phrase will search for an exact match to what's in the quotes.

• Exact word search (+): Placing a plus sign immediately before a single word is the equivalent of putting double quotes around that single word. By default the search will look for other forms of a search word. ex: A search of 'test' will look for test, testing, tests, etc. This will eliminate searching for those other forms.

• Terms to exclude (-): Putting a minus sign immediately before a single word will exclude that word from the search results.

• AND operator: Placing AND in all caps in between words/phrases will search for both phrases/words equally.

• OR operator: Placing OR in all caps in between words/phrases will search for either phrase/word.

• (): Parentheses can be used in conjunction with AND and OR to further specify what needs to be searched for ex: (word1 AND word2) OR word3.

Noise Words

$, 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, a, b, c, d, e, f, g, h, i, j, k, l, m, n, o, p, q, r, s, t, u, v, w, x, y, z, about, after, all, also, an, and, another, any, are, as, at, be, because, been, before, being, between, both, but, by, came, can, come, could, did, do, does, each, else, for, from, get, got, had, has, have, he, her, here, him, himself, his, how, if, in, into, is, it, its, just, like, make, many, me, might, more, most, much, must, my, never, now, of, on, only, or, other, our, out, over, re, said, same, see, should, since, so, some, still, such, take, than, that, the, their, them, then, there, these, they, this, those, through, to, too, under, up, use, very, want, was, way, we, well, were, what, when, where, which, while, who, will, with, would, you, your

Search Notes

• Search allows you to complete a key word search on any area of a project across all projects.
• Documents search is restricted to a single project due to the number of results a key word can cause.
• The search can be narrowed down by first selecting a project.

Anchor
Project Details Project Details

Project Details

All project participants have access to the Project Details page. Key information about the project, including status and target dates can be found in the Project Details. While all project participants can view information, only those with appropriate roles and permissions for the project can edit the details.

Project details should be kept up to date throughout the life of the project. The Project Manager has primary responsibility for updating this information.

To open the Project Details page:

1. Select a project.

2. Locate the Project Menu on the left side of the page and click the Details link.

If you are able to edit Project Details an Edit button will appear on the page.

To edit Project Details:

1. Click on the Edit button

2. Update the project information in the details page.

   1. Project roles cannot be updated here.

   2. To change project members, please use the 01.03 Add Resource to a Project (ADDRE) process or an Action Item form.

3. Click the Save button.

Edit Project

The Project Details include:

• The project name
• The name of e-Builder Project Administrator
• The project status
• Address
• Country
• Start Date
• Target Date
• Description
• Project Webcam
• Last Modified By
• Date Last Modified

HTML Comment

Section Custom Fields Fields specific to MIT's implementation of e-Builder.   Column width 33% Project Number e-Builder Only? Cost Object (Primary) Cost Object (Secondary) Project Description Project Justification Latest Project Update (by PM) Buildings Program Type Project Type "Other Description" Project Category Estimate at Completion Program Manager Project Manager CC Planner Project Coordination OCP Planner SEG Lead Column width 33% EHS Project Liaison EHS Construction Safety Liaison Construction Safety Officer FIS Lead A/E Lead Planning Manager CSG Lead IS&T Lead M&U Lead SEMO Lead SPT Lead Audio Visual Services Lead CRSP Committee Comment Other Comments Project Initiation Team (PIT) Meeting Held? Department Requested End Date Primary User of Proposed Space Column width 33% Master Project Senior Officer (Required for CRSP) School/Unit (Required for CRSP) Department (Required for CRSP) Exclude PM Fee? CRSP FY In-Cycle 100% CRSP Funding (Required for CRSP) Facility Name (Primary) Room(s) Affected Project Sub-Type Screening On-going? Latest Estimate Date Type of Estimate Square Feet (Per Current Estimate) Square Feet (As-Built) CR Needs Number Assessor

Notes

Notes can be added to the project here

Documents

Refer to Project Documents. The Documents tab in Project Documents is not used in MIT's e-Builder implementation for required project documentation.

Anchor
Project Docs Project Docs

Project Documents

Project documents (and other information) are accessible to users who are assigned to a project.

Access to Documentation

There are two ways to access project documentation.

If you have already opened and are working with a project, click the Documents link in the left side menu.

If you have not opened a project, click the Documents tab at the top of the page and select the project.

Document Folder Structure

A pre-defined document structure, created for MIT and determined by a Committee, should be used to organize and archive project documents. Comments or suggestions about the folder structure can be forwarded to e-Builder administrators by using the e-Builder MIT Feedback form.

Once in the project you will be able to navigate through the folders for which your role has been given permission.

The folders are labeled:

• “I” for Internal (MIT users)
• “E” for External
• “I&E” for Internal and External.

Project Managers can view all folders.  However, if you upload documents, pay close attention into which type of folder you upload documents.

Upload Multiple Documents

Upload multiple documents into a folder in one step by dragging documents from the folder on your computer to the right hand side of the e-Builder screen. 

Note
title Restrictions
Dragging documents requires IE10 or higher. The ability to Create Folder has been restricted. You will be unable to upload an entire folder at one time.

Menus

The menu under folder name on the right side is for multiple documents.  You would select the checkbox to one or more documents and click on an option (Download, Send, Compare, etc.)

The menu under the file name is just for that file. 

Email In

The contents of each folder can be viewed on the right side.  The folder name appears at the top. The menu under folder name on the right side is for multiple documents.  To Delete, Move, Copy, etc. document(s), you must select the item(s) by clicking in the checkbox and clicking the desired option (Download, Send, Compare, etc.)

From the project documents page:

1. Select the “00 – E-mail In-box (I)” folder.

2. On the right side, click “Email Address”

3. It will copy the email address (you may receive a prompt requesting access to do so)

4. In your email message, paste the email address.

The project email address format should be:  MIT.projectnumber@docs.e-builder.net.  If it is not, please contact the MIT e-Builder Administrator.

Sending Documents

Within the documents module you have the ability to send the document to users or nonusers of e-Builder from within the folder.

From the project documents page:

1. Select the document or documents you want to send.

2. Click the Send link (top link if multiple documents, link under document name for just that one)

3. You will have an option of

   1. Fax:  Sends to a fax machine anything that can be converted to a PDF

   2. Email: Send the native file or a PDF to any valid email address

      1. As Attachments – will physically attach the document to the email

      2. As Link – will provide a link to the document in e-Builder.  They do not have to be an e-Builder user to access.  This is recommended if sending large files that may be rejected by the recipient’s IT. 

   3. Notify:  Use inform another e-Builder user that the file is in the folder.  They will be provided a link to that folder and will be required to login.

4. In your email message, paste the email address. 

Check Out versus Download

A document that has been checked out by a user is temporary locked by that user.  Another user will not have the ability to upload a new version of the document until that document has been checked back in.  This helps prevent multiple people updating different versions of the same document.

A document that has been checked out will have a check mark in over the document icon next to the document name.  If you hover over that icon it will list the person’s name who checked out a document.  To check the document back in, a new file with the same name can be uploaded to the folder by the user that checked out the document and it will automatically check the file back in.

Download is used when you do not need to make any updates and would like to review or distribute the file outside of e-Builder.

From time to time it may be necessary to review information about projects to which you are not assigned. To do so you should use View Only rights.

View Only Mode: Access Documents from Other Projects

Anchor
View Only View Only

All Program Managers, PMs, and PCs have been granted “View Only” rights so that information and documents about projects to which a user is not assigned can be viewed and downloaded. For example, an e-Builder user may wish to review project documents related to work done on a building as part of a prior project.

View only is a mode which you must enable. When finished you must disable the view only mode and return to using your login account.

To use View Only mode:

1. 1. Open e-Builder.

   2. In the top right corner, click on the arrow by your name.

   3. Click on “View Only”
      
      

   4. To exit from View Only mode, go back to the top right and click on your own name.
      
      

All project documentation should be added to/stored in e-Builder. When internal or external participants are uploading files into the system, they are required to specify a folder in the document structure, which ensures that all files within the system are stored in a central location.

The advantages of using the e-Builder documents module are:

• All project members are able to access the most up-to-date files from any location, at any time.
• The Documents module makes it easy to share documents via email, fax or through notification.
• Collaboration is enhanced as team members are able to work on files collectively, check files in and out of the system, and redline documents while maintaining document version control.

Forms

Forms are used to have a ball-in-court communication.  The initiator selects and submits a form and sends it to another e-Builder user.  That person becomes responsible for responding.  They need to either complete the form and send it back or they have the ability to send it to others for additional comments or information.  Each send makes a new person responsible to complete the item until the initiator or a role with permissions marks it complete. 

Creating a Form

Select a Project:

1. Click on Forms in the left-hand column

2. Click on Fill Out Form on the right side of the screen.

   • Note:  You will only be able to fill out forms you have access to.

3. Select a Form.

4. Fill out the details of the form and select the recipient.  Recipients must be e-Builder users.

• Note:  All fields with a red asterisks are required before sending.

• Click the documents, processes or forms tab to attach supporting documentation.

1. Click “Post Form”

Replying to a Form

To find forms created related to a project:

1. In the Filter Forms:  Select Forms In My Court” , “Opened” and

   ‘All Workflow and Static Forms” and click filter

2. Select a Form in the grid.

3. Fill out the details of the form click Reply.  This will allow to send the form back to the originator and add comments.

4. Click “Reply” again.

   Note:  You can also forward the form to another user if additional review or action is needed.

    

Closing a Form

From in the Project Form Page:

1. In the Filter Forms:  Select Forms In My Court” , “Opened” and

   ‘All Workflow and Static Forms” and click filter

2. Select a Form in the grid.

3. Review the details, if everything looks complete, click “Close Form”.

---

Anchor
Processes Processes

Processes

e-Builder Processes route information based on defined business rules. Processes improve communication and enhance collaboration among members of the project team. Forms in e-Builder are completed by project participants. When a form is submitted it is moved to the next step in the process for review or action by the appropriate actor. The MIT Facilities e-Builder team and steering committee has defined forms and workflow for MIT-specific processes. Some processes are integrated with the cost module. This allows the status of a cost item, such as an invoice, to be updated as approvals are received providing full and consistent visibility. Using e-Builder effectively requires users to complete workflow in their court accurately and in a timely manner so that processes are constantly moving information through the workflows.

Starting a Process

A Process is applicable within the context of a project. Therefore, to start a Process you must first select and be working within a project.

Follow these steps to start a Process:

1. Select a Project.

2. In the Project menu in the left hand column select Processes. Alternatively, you can select Processes from the top menu and then select the project you wish to work within.

3. Click on Start Process on the right side. This will open a page with a list of the processes you may start based on your role and project permissions.

4. Select a Process.

5. Fill in the process details.

6. Click the documents, processes or forms tab to attach any supporting documentation needed.

7. Click “Submit" to route the workflow to the next step.

Anchor
Spawn Spawn

Spawned Processes

To spawn a process means to allow the current process to start another process when the workflow enters that step. When the parent process spawns another process the workflow stays in the spawn step until the child (or spawned) process completes the start step. For example, a process for Potential Change Orders could spawn a Change Order Request process.

Process Name & Number

Allows you to always see what process you are in and the number instance it is on the project. 

Taking Action on a Process

You are required to take action when a process in the structured workflow reaches a step for which you are listed as an actor.

From the Project Process Page:

1. To see processes that are in your court use these settings in Filter Processes:
   
   Click Processed in My Court in the radio button group.
   Check Open for Type of Process.
   Choose All Statuses from the Status dropdown menu

   Select a Process in the table.
   
   

2. Fill in the details on the process and attach any supporting documentation

3. At the top of the page, there will be an Action drop down, select your action and click the button to move the workflow to the next step.

Allows you to always see what process you are in and the number instance it is on the project. 

Process Page Actions

Processes open in a separate browser window on your desktop. Other e-Builder windows remain open in the background.

Once you have reviewed the item in your court, click on one of the buttons to initiate the appropriate action. You will see only actions that apply to the process given the designed workflow and your role.

Action Dropdown

If you are an actor on a step and are responsible for completing the task you will see this drop down with the actions you may take.  Use the Show Workflow Diagram button if you wish to see the next process step.

History

Clicking on the Show History link displays all of the actions on this process; what steps it has gone through; who took action on those steps; the date/time and field values that have been changed and by whom.

Current Actor

The user(s) currently responsible for reviewing this step and taking action.

Current Step and Show Workflow Diagram

Click Show Workflow Diagram to display the entire process in a new window.  The current step will be outlined in blue.

Comments & Attachments

Click on the comments tab to add a comment or see comments from others.  In addition, any documents, another form or another process can be attached in the following tabs.

Anchor
Schedule Schedule

Schedules

Schedules give program/project managers and project participants a single system to coordinate resources, project tasks and milestones.

Actors and Responsibilities

Opening a Project Schedule

Open the schedule from an open project by clicking the Schedule link in the left-side Project menu or click on the Schedule tab to open the module and select a project using the Project drop down menu.

The Schedule Details page appears.

Schedule Details Page

Project Details

Click the Update Schedule button to change:

• Start Date
• Hours per Day
• Hours per Week
• Days per Month
• Manager Role
• Manager User
• Auto Calculate the percentage complete
• Work Day Start Time
• Work Day End Time
• Work Week Days

Click the Save Button to save any changes.

Updating a Schedule

The MIT-specific schedule template establishes higher level tasks for Design, Procurement Services, Construction, Commissioning and Turnover and Occupancy under which the project manager may add sub-tasks.

Click on the Pencil icon to update schedule rows. The icon changes to a disc and an "X"  to allow users to save the change or to cancel the action.

Adding Subtasks

Project managers should not alter the schedule template by adding new higher level tasks or changing the names of the tasks in the template. Tasks should be added only as sub-tasks.

Click the Add Task button to add a (sub)task. The Add Task page appears.

To ensure you add a subtask ensure that the Add as a subtask of radio button is selected and that you choose the task under which you wish to create the sub-task..

 

Other options include Master Task, Task Name, Type, Description, Draft, Milestone, Resource, Manager, Constraint Type, Constraint Date, Duration, Approval Required for Date Changes and Approval Required for % Complete Changes.

You will also be able to set Predecessors, Lag and Link Type

Note that Draft status means that the item(s) will not be visible to others. For the schedule to be visible to others it must be activated.

Activate the Schedule

By design, when a PM begins to work in a schedule it is viewable only to the Schedule Manager (the Project Manager) and the e-Builder administrator. This allows the Project Manager to develop the schedule and choose when to make it available to the rest of the project team.

When you wish to make the schedule available to others you must activate it. Select all tasks with check box located in the grey table header.  Choose Activate from the Actions dropdown menu that is next to the Add Task button.

 

Save the Baseline

Save the Baseline

Once you have activated the schedule, select all the tasks again, click the Action button and select Save Baseline. You may also save snapshots as necessary.

After a schedule has been activated any date adjustments to the schedule are treated as actual dates and can be compared to the baseline.

Export and Import from MS Project

There are a number of reasons you may want to import or export from or to MS Project.

For example, you may wish to export in order to print a GANT chart, which is only possible in e-Builder if you use the Reports module.

You can Import or Export using the appropriate choice on the Actions menu below the Project Dropdown

HTML Comment

Time Sheets Placeholder for documentation about time sheets Need expressed in core team meeting Needs report for missing timesheets - report in e-Builder only reports on existing timesheets ... not missing ones. Can run a report and look for 0, may work. Can get a workaround that will work but we checking recent new hires is manual. Can a time sheet be changed retroactively? Time sheets can be voided according to Elisa you cannot change or void a line Term code 3 to close a cost object - need a way to lock something up in e-Builder - sounds like there needs to be some clarity on how the product handles closeout and charges to items that have 0 dollars left - DISCUSSION LED TO CONCLUSION THAT THIS IS NOT AN ISSUE No IO in EB? This is the discussion about adding billable hours once the project is initiated - previous billable time -  in the cost module a journal entry will need to be made and then a report is run - CONSENSUS is that this is OK Reconciling between SAP and eB needs to be looked at for much more than time Time sheets submitted in advance should be dealt with at the approval step use of the activity field - sick, holiday, work - should probably match up to CATS. Answer question as to what you did on the project that week? In house design changes??? Exclusion of PM costs?

 

 

HTML Comment

Reports Access to Reports Reports are accessed through the Reports Module. Click on the Reports Tab to open the module. The Reports page appears The Reports Page Filter By default the e-Builder system displays all reports by category. You may filter the type and number of reports you view on the page by using the Filter dropdown menu or by searching for a specific report. Report Actions To run a report click on the report name. The  results of the report will be displayed. You may find that an existing report meets most, but not all, of your needs. In those cases it may be easier to edit the existing report. You may edit a report either before or after it has run. To edit the report prior to running Click the Edit link to change the parameters used to run the report.