Using the Table of Contents

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

Home Screen

The Home Screen is the default e-Builder landing page. Current and actionable information is displayed about your projects each time you login or refresh the Home 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 drop down
• The Announcements area
• The Calendar area

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 drop down 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.

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.

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.

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.

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.”

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

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.

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.

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.

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

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.

Project Documents

Access to project documents is limited to e-Builder users who are assigned to the 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 Project Menu.

You may access documents from the Documents tab but you will need to select the project before viewing its documents.

Document Folder Structure

A pre-defined set of folders is preconfigured for each project. All project documents go into one of the folders. You cannot change add, delete or change the name of folders. Comments or suggestions about the folder structure can be forwarded to e-Builder administrators by using the e-Builder MIT Feedback Form found in the user experience project.

Your role on the project determines which folders you view and to which folders you can add documents.

All folders indicate the access level as follows:

• “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 as the potential exists for internal documents to be accessible to external users when placed in the incorrect folder.

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. 

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 in the area labeled Folder Content Area in image above.  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 is  MIT.projectnumber@docs.e-builder.net where the projectnumber is the number of the project.

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

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”.

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.

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.

Schedules

Schedules provide a mechanism for tracking project tasks, durations, milestones and resources.

Actors and Responsibilities

Opening a Project Schedule

Open the schedule from within a  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 tasks for Design, Procurement Services, Construction, Commissioning and Turnover and Occupancy under which the project manager may add sub-tasks. Note that Design has established subtasks for Scoping, SD, DD and CD.

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

Updating Tasks

Click on the task in the Task Name column to edit a task.

After you click on the task name the following page appears.

Click the Update button to edit the task details.

Adding Subtasks

Project managers should not alter the schedule template by adding new high level tasks or changing the names of the tasks in the template. Project managers may add subtasks to any of the template items.

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.

To make the entire schedule viewable, 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.

You may also make parts of the schedule active by selecting only that item. For example, you may wish to have the design schedule be active, but not Procurement or Construction.

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.

Bidding

e-Builder Bidding Module

Project Managers, and others who start and administer bids, use both the (04.00) MIT Bidding Process and the e-Builder Bidding Module to begin and manage bids.

The  04.00 Bidding process controls workflow for review and approval for bidder lists and bid documents. The Bidding module is where the bid is assembled, released for viewing and submission by contractors/vendors. The Bidding module support tabulation of bids, and the award, and allows for communication to selected and not selected bidders.

Learn more about the 04.00 Bidding Process by clicking here.

Continue reading this page to learn more about the Bidding module.

Key Concepts

Projects

A project is a planned set of interrelated tasks to be completed within a certain period of time and within certain cost or other constraints.

In e-Builder, projects refer to the projects for which you are identified as a participant. Each "real world" project is associated with a project in e-Builder. If you are working on the "real world" version of the project you can be added to the project in e-Builder.

Contact

To invite a potential bidder to bid on a project that bidder must be created as a contact in e-Builder. Each invited contact must have a fax and/or email address.

A contact is different than a standard e-Builder user. An e-Builder user is someone that has been added to the e-Builder system as a participant on one or more projects.  A contact has a record containing contact information and is associated with an e-Builder Company. These contacts do not have access to all of the information about a project; only the project bid information that the contact is invited to. For every contact that is invited to bid there will be a historical record of their participation in the contact details.

Company

Each e-Builder contact is associated with an e-Builder company. There can be more than one contact associated with a company, but only one company can be associated with a contact. Each contact can be an invited bidder and there can be more than one contact associated with a company that has been invited to bid. For every contact associated with a company that is invited to bid on a project there will be a historical record of their participation in the company details. 

Adding a Company/Contact

Process 01.01 Add New Company/Contact (NCOMP) can be used to request that a new company and/or contact be added to the MIT e-Builder System. A new company or contact can also be added as part of using the 4.0 Bidding process.

Access the Bidding Module

There are two ways to access the bidding module.

1. Use the top (black) navigation tabs if you are not already working in a project. Then select your project.
2. Click the Bidding link from the left hand side Project menu when you are already working with a project.

Add Bid Packages - Bid Package Details

To add a bid package:

1. Click Add Bid Packages.
   The Add Bid Package Details page appears with the Project and Project Number displayed at the top of the page. Required fields are designate with an asterisk.
   
   
   
   

2. Complete the fields required for this bid package. Only fields with an asterisk are required, however you will likely complete most of the available fields for each bid.
   
   

   Field	Description
   Bid Package Name	Enter the name of the Bidding Package. The name identifies the bid package to invited bidders and should be suitable for that purpose.
   Bid Package Description	A description of the bid that is seen by invited bidders in the bidding portal.
   Pre-Bid Meeting Date Time	The date and time for the pre-bid meeting or site walk.
   Pre-Bid Meeting Location	The location of the pre-bid meeting or gathering point if the meeting includes a site walk.
   Required to attend pre-bid meeting.	Check the box if you are requiring attendance at the pre-bid meeting in order to accept bids from potential bidders.
   Bidding Contact	This field defaults to the project manager as assigned in e-Builder.
   Bid Start Date/Time	The time that the bid will be visible to invited bidders in the e-Builder bidders portal.
   Bid Due Date/Time	The date and time that bids are due.
   Bid Time Zone	The time zone for the above time related items.
   Tentative Award Date	The expected date that the award will be announced.
   Tentative Work Start Date	No explanation required.
   Tentative Work Finish Date	No explanation required.
   Allow Bids After Due Date	Use this option to allow bids to be submitted after the due date has been reached. Bidders are not notified that bids will be accepted after the due date, but they will be able to submit for the period of time you specify after the due date without contacting you to make arrangements to accept the bid.
   Bid Sq Ft	No explanation required.
   Bid Instructions Document	Use the Bid Instructions Document that is provided to you.
   Allow Electronic Bid Submission	Always enable this option as MIT Facilities wishes to accept only electronic bid submissions.
   Bid Documents Folder	The folder into which bid documents are placed. These are documents intended to aid bidders. All documents in the Bid Documents folder will be accessible to all bidders.
   Bid Response Supporting Documentation Folder	The folder into which supporting documentation from bidders will be placed. The actual bidder provided documents will be placed into a system generated sub-folder within the folder specified. This will separate documents by bidder for easier review.
   Supporting Documentation Required	Check the checkbox to require the bidder to include at least one supporting document at the time they submit their bid.
   Bid Submission Custom Fields	Not used
   Allow Public Bids	Do not check this box. MIT Facilities does not anticipate using public bids.
   Bid Award to Commitment	When a bid is awarded a purchase order/commitment will be generated. When released, this will start the 04.04 Issue PO process.
   Include Bid Response Attachments	Check this box to include such attachments.
   Bid Item Custom Field 1	You may create a custom field to which the bidder will need to respond as part of the bid response.
   Bid Item Custom Field 2	Same as above.
   Bid Item Custom Field 3	Same as above.

Access Bid Package Details Page for Existing Bids

To access the Bid Details Page for existing bids:

1. Open the Bidding Module
2. The Bid Packages list page appears.
3. Select the Bid Package from the Bid Packages list. The Bid Package Details page appears.

The tabs are:

• Bidding Details
• Bid Scope
• Potential Bidders
• Invited Bidders
• Bid Documents
• Questions/Responses
• Bid Tabulation
• Permissions
• Bid History

Working with the Bid Scope

The Bid Scope Tab opens the page in which you define the scope of your bid for potential bidders. By defining a Bid Scope you require bidders to complete standard information that you define and in the order you choose.

The next several sections describe how best to work with Bid Scope.

Import Bid Scope

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Apply Bid Scope Template

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Create Sections

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Add Items to Sections

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Add Formula

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Add Additional Information

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Add Addenda

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Working with Potential Bidders