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© 2011 Bentley Systems, Incorporated Rimantas Varanavicius Product Manager, Bentley Systems Inc. Bentley Transmittal Services for ProjectWise Users.

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Presentation on theme: "© 2011 Bentley Systems, Incorporated Rimantas Varanavicius Product Manager, Bentley Systems Inc. Bentley Transmittal Services for ProjectWise Users."— Presentation transcript:

1 © 2011 Bentley Systems, Incorporated Rimantas Varanavicius Product Manager, Bentley Systems Inc. Bentley Transmittal Services for ProjectWise Users

2 © 2011 Bentley Systems, Incorporated 2 | What is a Transmittal? Current Transmittals and Submittal Processes Existing Market Challenges Bentley Transmittal Services Summary Q&A Agenda

3 © 2011 Bentley Systems, Incorporated 3 | What is a Transmittal? For approval Deliverables for review Responses Client Partners AE firm

4 © 2011 Bentley Systems, Incorporated 4 | Transmittal – Data sent outside of organization (outbound) –Note - A Transmittal can be a Submission to someone else's system Submittal – Data received into organization (inbound) Transmittal Letter – Letter describing the contents of a transmission Transmittal Content – Documents to be transmitted Transmittal Preparation – Gathering together files together with a Transmittal Letter Register – A register of what was sent to who when and what action should be taken or is expected. A Vocabulary

5 © 2011 Bentley Systems, Incorporated 5 | Current transmittal process (outbound)

6 © 2011 Bentley Systems, Incorporated 6 | Current submittal process (inbound)

7 © 2011 Bentley Systems, Incorporated 7 | Existing Market Challenges Design firms and O/O need to mitigate risks –Not meeting contractual obligations (content, time) –Unable to prove delivery of information Execs and PMs lack visibility of project status –Unable to easily determine status of deliverables and review processes Deliverables preparation/delivery & review/comment cycles are too long and human resource intensive –Current process are time consuming, manual and error prone (create, send, track) –Significant document control staff(and others) required to maintain process

8 © 2011 Bentley Systems, Incorporated 8 | Bentley Transmittal Services Transmittals Packager module tightly integrated with ProjectWise Explorer client: –Create transmittal package within seconds instead of hours Externally facing Transmittals delivery web portal –Deliver outgoing transmittal package within minutes instead of days –Allow external users uploading responses for you Transmittals Register to keep track of all your project deliverables in a single place –Mitigate risks by storing all info on what has been send, to whom, when and if/when it was acknowledged and responded Transmittals Dashboards to help track project deliverables status

9 © 2011 Bentley Systems, Incorporated 9 | Transmittal management process Available

10 © 2011 Bentley Systems, Incorporated 10 | Submittal management process Coming soon

11 © 2011 Bentley Systems, Incorporated 11 | Creating Transmittal from ProjectWise Explorer

12 © 2011 Bentley Systems, Incorporated 12 | Creating and managing transmittals per ProjectWise project Creating and managing transmittals per ProjectWise project

13 © 2011 Bentley Systems, Incorporated 13 | Creating Transmittal General tab Transmittal ID defined by project standards Transmittal ID defined by project standards

14 © 2011 Bentley Systems, Incorporated 14 | Creating Transmittal Recipients Add transmittal recipients Select from the global list of external participants Select from the global list of external participants

15 © 2011 Bentley Systems, Incorporated 15 | Creating Transmittal Adding documents Reference files are Automatically included Reference files are Automatically included Adding documents directly from single source of truth Adding documents directly from single source of truth

16 © 2011 Bentley Systems, Incorporated 16 | Creating Transmittal Setting schedule and reminders Automated reminders help issuing data and collecting responses on time Automated reminders help issuing data and collecting responses on time

17 © 2011 Bentley Systems, Incorporated 17 | Creating Transmittal Issue Before issuing transmittal, transmitter can review the cover letter

18 © 2011 Bentley Systems, Incorporated 18 | Automatically generated PDF cover letter

19 © 2011 Bentley Systems, Incorporated 19 | Acknowledging, downloading and responding from Transmittals Portal

20 © 2011 Bentley Systems, Incorporated 20 | Each recipient gets automated notification with embedded link Each recipient gets automated notification with embedded link

21 © 2011 Bentley Systems, Incorporated 21 | Secure access to Transmittals Portal

22 © 2011 Bentley Systems, Incorporated 22 | Acknowledgement required to download Acknowledgement required to download

23 © 2011 Bentley Systems, Incorporated 23 | Download data locally to review Acknowledgment recorded in the audit trail

24 © 2011 Bentley Systems, Incorporated 24 | Deliverables reviewed and commented Deliverables reviewed and commented

25 © 2011 Bentley Systems, Incorporated 25 | Upload review comments via the Portal Upload review comments via the Portal

26 © 2011 Bentley Systems, Incorporated 26 | Response for each document Response for each document

27 © 2011 Bentley Systems, Incorporated 27 | User can send a partial response or response to all documents at once User can send a partial response or response to all documents at once

28 © 2011 Bentley Systems, Incorporated 28 | Send responses are locked to allow engineers start addressing the comments Send responses are locked to allow engineers start addressing the comments

29 © 2011 Bentley Systems, Incorporated 29 | Tracking Transmittal status and response from ProjectWise Explorer

30 © 2011 Bentley Systems, Incorporated 30 | Tracking Transmittal Dashboard Transmittals Registry lists the most urgent items at the top Transmittals Registry lists the most urgent items at the top

31 © 2011 Bentley Systems, Incorporated 31 | Tracking Transmittal Dashboard Document Controller: What responses are still pending? Document Controller: What responses are still pending?

32 © 2011 Bentley Systems, Incorporated 32 | Tracking Transmittal Dashboard Document Controller: How many documents are yet to review and respond by John? Document Controller: How many documents are yet to review and respond by John?

33 © 2011 Bentley Systems, Incorporated 33 | Tracking Transmittal Related transmittals CAD Designer: What comments were received for my specific drawing? CAD Designer: What comments were received for my specific drawing?

34 © 2011 Bentley Systems, Incorporated 34 | Transmittals settings

35 © 2011 Bentley Systems, Incorporated 35 | Settings General Manage project specific transmittal standards Manage project specific transmittal standards

36 © 2011 Bentley Systems, Incorporated 36 | Settings Numbering rules Define project specific transmittal ID generation rules Define project specific transmittal ID generation rules

37 © 2011 Bentley Systems, Incorporated 37 | Settings Participants and permissions Provisioning rights for project participants Provisioning rights for project participants

38 © 2011 Bentley Systems, Incorporated 38 | Settings Notifications Customize notifications

39 © 2011 Bentley Systems, Incorporated 39 | Settings Notification types External user notifications: -Access granted to project portal -Password recovery -New transmittal received -Acknowledgement due -Acknowledgement overdue -Response due -Response overdue -Transmittal recall Internal user notifications: -Planned issue due -Planned issue overdue -Acknowledgement overdue -Response overdue -Transmittal received for review -Transmittal sent for review was issued -Transmittal sent for review was rejected -Responses received -Responses received all -Transmittal issuing/sending failed

40 © 2011 Bentley Systems, Incorporated 40 | Settings Purposes Control the way participants can respond to a transmittal package Control the way participants can respond to a transmittal package

41 © 2011 Bentley Systems, Incorporated 41 | Settings Document metadata to send Configure what document attributes to include into a transmittal package Configure what document attributes to include into a transmittal package

42 © 2011 Bentley Systems, Incorporated 42 | Settings Data storage Define where markups will be stored

43 © 2011 Bentley Systems, Incorporated 43 | Deployment architecture

44 © 2011 Bentley Systems, Incorporated 44 | Summary

45 © 2011 Bentley Systems, Incorporated 45 | Engineering Content Bentley Transmittal Services Advantages Document Controller Project Team Members Confident Contractual Communications Clients and Contractors Speedier Project Execution Trusted Transmittals

46 © 2011 Bentley Systems, Incorporated 46 | Bentley Transmittal Services V1.0 : –Create transmittal package within seconds instead of hours –Deliver outgoing transmittal packages within minutes instead of days –Mitigate risks by storing all info on what has been send, to whom, when and if/when it was acknowledged and responded –Keep track of project deliverables status and progress Bentley Transmittals solution will work with ProjectWise (and later with eB) Bentley Transmittal Services V1.0 release is preliminary targeted for Q2, 2012 Summary

47 © 2011 Bentley Systems, Incorporated 47 | Feedback From Early Access Program “Bentley Transmittals will help reduce transmittal assembly and packaging time as well as the time it takes to track the package. ” “Bentley Transmittals appears to be intuitive and easy to use and hits the target in terms of the functionality we are looking for. ” “Bentley Transmittals is an exciting new development that promises to close the gap on the delivery and review of documents.” Other Comments Include : “ Having all our transmittal information in one place accessible to everyone will be a time saver and increase visibility to status ” “This will help ensure compliance with contracts and reduce the risk of incurring any fines or additional costs”

48 © 2011 Bentley Systems, Incorporated 48 | For pricing information please contact your Bentley Account Manager Come see us at Be Together – Bentley Transmittal Services presentation, workshops and LIVE Zone Demos Q&A

49 © 2011 Bentley Systems, Incorporated 49 | Pricing Bentley Transmittals licensePrice Bentley Transmittal Server RTR license $25K Bentley Transmittal Portal license* included Bentley Transmittal connector for ProjectWise included in PW Passport * includes access for unlimited number of external portal users

50 © 2011 Bentley Systems, Incorporated 50 | Client interviews overview Transmittals are lifeblood of any organization: –300 transmittal and/or submittal packages per month – (~10 on average) docs per package –40 people participating per project –1-2 Document Controllers per project Labor intensive, time-consuming, error prone process: –1-5 days to create transmittal package –7 days for documents just to get on the table of the reviewer Time tracked: preparation time, date sent, acknowledgment, submittal review duration Majority has some home-grown or commercial product in place. –Disconnected from WIP –Solution better integrated with PWIS would be seriously considered. “ROI - savings up to 10-15% of overall cost of project”

51 © 2011 Bentley Systems, Incorporated 51 | Pain point details Risk mitigation: –Permanent record of transmittal (including acknowledgement) needed Time to create transmittals package: –It takes 2 days to create transmittal package which will be used as a tender set Time to deliver transmittals package: –It takes 7 days for documents just to get on the table of the reviewer Time to review submitted CAD data: –CAD files are manually checked to ensure standards compliance. With multibilion project and thousands of docs transmitted – scallability question Time to gather submittal review comments –It takes 30 days to collect comments instead of 14 days contractual obligation 51 |


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