SERVER STRUCTURE
ACCOUNTS
Customer Management + Project Administration Folder.
Quotes, Proposals, Disputes, Invoices.
OM: Full
AM: Only assigned accounts
PM: Only Admin Folder to assigned projects
ADMIN
Business Management
AD: Full
VA: Full
BD
Business Development
OM: Full
BD: Full
All: Specific areas
LEADS
Generation of new projects
OM: Full
All: Creator of Leads
PRODUCTION
Core business Delivery: Projects and Producst Folders
MM: Full
CO: Assigned Projects
ACCOUNTS
L3
L4
L5
L6
_RESOURCES
[Subject]
To store templates, samples or any other relevant document to Accounts, Sales and Customer Management
_MISSIONS
[YYMMDD] - [Subject]
[YYMMDD] - [CRE.Ini] - [REC.Ini]
For internal (Kaizen) missions related to Sales and Customer management
Organized by Date -> Subject
Iterations folders
[ACCOUNT FOLDER]
[ACC.Number] - [ACC.Name]
[PRJ.Name]
[YYMMDD] - [Subject]
Specific Folders For Accounts
Organized by Account Number -> Account Name
Then By Project belonging to the Account
Organize by subfolder by interactions. The Subjet must contain a clear indication of the content
ACCOUNT FOLDER
ADMIN
L3
L4
L5
L6
_RESOURCES
[Subject]
To store templates, samples or any other relevant document to Accounts, Sales and Customer Management
_MISSIONS
[YYMMDD] - [Subject]
[YYMMDD] - [CRE.Ini] - [REC.Ini]
For internal (Kaizen) missions related to Sales and Customer management
Organized by Date -> Subject
Iterations folders
ACCOUNTING
[ACC.Number] - [ACC.Name]
[PRJ.Name]
[YYMMDD] - [Subject]
Specific Folders For Accounts
Organized by Account Number -> Account Name
Then By Project belonging to the Account
Organize by subfolder by interactions. The Subjet must contain a clear indication of the content
ASSETS
COMPLIANCE
HR
BD
LEADS
PRODUCTION
PROJECT FOLDER
Content
Subfolder 1 Criteria
Subfolder 2 Criteria
ASSETS
Inbox/repository of external reference and documentation organized by source or stakeholder.
By Source
By Interaction
DOCDEV
Documentation Development to produce a deliverable (set, dwg, rep, sch, fil, prt)
By Deliverable
By Iteration
EVENTS
Milestone, inspection or meeting information, notes, media…
By Event
-
FILES
Production files use to produce a deliverable
By Format
-
PACKAGES
Shared folder of Curated Internal and/or External documentation to meet an specific stage goal.
By Package,
by Discipline - Stakeholder
RFS
By RFs
By Interaction
SPECS
Existing information that can be applied to the project such as codes and regulations, products Specs and datasheets
By Building Element
ADMIN
Stores in the Account folder. Information related to the project administration: Proposal, Quotes, Invoices, Notifications, Expenses, Disputes
By Interaction
PORTFOLIO
Contain media and documentation used for marketing and improvement
By Item
ASSETS FOLDER (L4)
Asset folder works as an inbox for external sources. The information can come as:
References: Not specifically related to the project, but relevant to it, for example, an Australian Standard, or planning regulations, or specifications of an oven.
Documentation: Normally issued by Stakeholders and specifically created for the subject project. (would not make sense to re-use it in another project)
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Stakeholder
L5
[STK.ROLE] - [STK.Name]
or
[SOURCE.Name]
One Folder per Stakeholder, One Stakeholder per Folder
IN case of not being an stakeholder, then assign a name to the source
L6
[YYMMDD] - [Subject]
Interaction Folder:
YYMMDD: Date in which the Asset was created, if the asset relates to documentation issued in another date, add that in the Subject
Subject: An explanatory sentence of the content
Structure Sample
Creation Flow Chart
MISSIONS
DOCDEV
[STAGE.CODE]
3.DD
[DOC.CODE]
[Subject]
Architectural Set
EVENTS
-
[DATE]
PACKAGES
[STAGE.CODE]
3.DD
-
RFS
[STAGE.CODE]
3.DD
[RF Type]
DOCDEV FOLDER (L4)
Docdev folder serves to organize the development of documentation in a transparent and traceable manner.
Subfolders are organized by Issue of Doc Type, for example there might be 3 different issues for the AB (Architectural Basic Set) and each one of the three issue will incurr in a different mission being: AB.1, AB.2, AB.3
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Missions
L5
[STG.CODE] - [DOC.CODE].(I#) - [NAME]
One folder per Issue per Document Type
L6
[YYMMDD] - [CREATOR/s] - [RECEIVER/s]
One Folder per Iteration
Structure Sample
EVENTS FOLDER
The Event folder is used to store information about meetings, milestones inspections and any other event type.
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Missions
L5
[YYMMDD] - [Subject]
One folder per Issue per Document Type
Structure Sample
Inspection
No Gathering of people, site or off-office
Meeting
Gathering of Stakeholder, minutes required
Milestone
No people related event
FILES FOLDER
The Files folder is used to store production files
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Missions
L5
_EXPORTS
One folder per Issue per Document Type
L6
[YYMMDD] - [Origin Format] - [End Format]
Used to keep track
L5
_LINKS
Used to add references and files used in the production files
L6
[Subject]
Explanatory description of the content
L5
[FORMAT]
Extension of the files contains in the folder
Structure Sample
RFs FOLDER
RFs folder serves to organize the process of going through RFs.
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Missions
L5
[STG.CODE] - [DOC.CODE].(I#) - [NAME]
One folder per Issue per Document Type
L6
[YYMMDD] - [CREATOR/s] - [RECEIVER/s]
One Folder per Iteration
Structure Sample
RFQ
Request for Quotation
For Superseded / Closed Missions
RFI
Request for Information
One folder per Issue per Document Type
RFP
[YYMMDD] - [CREATOR/s] - [RECEIVER/s]
One Folder per Iteration
RFT
PACKAGES FOLDER
RFs folder serves to organize the process of going through RFs.
Naming Conventions
L5
_ARCHIVED
For Superseded / Closed Missions
L5
[STG.CODE] - [DOC.CODE].(I#) - [NAME]
One folder per Issue per Document Type
L6
[YYMMDD] - [CREATOR/s] - [RECEIVER/s]
One Folder per Iteration
Structure Sample
RFQ
Request for Quotation
For Superseded / Closed Missions
RFI
Request for Information
One folder per Issue per Document Type
RFP
[YYMMDD] - [CREATOR/s] - [RECEIVER/s]
One Folder per Iteration
RFT