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





SPECS FOLDER