This Wiki procedure covers the process of creating new Projects in RedTeam Flex and managing items while the Project is in Draft status.
1. Create a New Project
The first step to managing your Project in RedTeam Flex is to create it. You will do this from the main Create shortcut or the Projects menu.
In the new Project form, you will need to fill in the required fields:
Customer: the legal name of the client with whom you will sign a contract
Customer Facility (a default is automatically created every time a new Customer is created): a division, department, or organization within the Customer company, i.e. Customer has two divisions: Commercial and Residential, or several locations: Southeast Projects & Northeast Projects, etc.
Contact: a contact person from the Customer company (typically a main point of contact but you will be able to add more contacts to the Project Team later)
Project Name: a name for the Project (which can include your Project number, if you use a custom system) that can be changed later if needed
Manager: the manager for this Project, which may be an Estimating/Preconstruction manager at first, and later changed to a Project Manager once a contract is signed
Work Location: physical address where the work will take place (the jobsite)
All other fields in the form are optional. This information, with the exception of the Customer, will be able to be changed at any time during the project (Draft, Request, Proposal, or In Progress statuses) by those users who have permission to do so.
Steps:
Navigate to the Projects menu from the left side of the screen. Click the +New icon.
OR click the +New icon on the top Menu Bar and select Project.
Fill in the required fields: Customer, Facility, Contact, Project Name, Manager, and Work Location.
Make sure you complete all the required fields and click Save when you are done.
2. Edit the Scope of Work
The Project Scope of Work can be found in Step 1 of the Project Setup form and contains important information regarding the project. Certain details will be filled in upon project creation, while additional information can be added at later stages of the project.
To open the Project Setup form, go to the Home Menu and click Project Setup.
Scope Details, with the exception of the Customer, may be changed at any time during the project (Draft, Request, Proposal, and In Progress statuses).
After entering the initial details when first creating a new Project, you can Edit the Scope of Work in order to see additional fields, known as Additional Scope details. These fields are custom for your company, and can be modified or added in the Configuration section of RedTeam Flex (please contact your System Administrator or RedTeam Support for help with Configuration).
Any changes you make to this form will be autosaved as soon as you click outside the text box, no need to look for a Save button.
3. Cancel a Project
In RedTeam Flex Projects are typically Cancelled in cases where you no longer plan to bid the project and want to remove it from your list of active Projects, or because you were not awarded the job.
Canceling the Project archives the information that has been entered and prevents any more changes or actions from being made within the project.
To recover a Project that has been Cancelled, click on the Cancelled status at the top and click Recover.
To remove Cancelled Projects from your list of jobs in the Projects menu you can change your preferences in the Status Display filter by updating your user Preferences (click your name in the top right corner of the page, select Profile, and go to the Preferences tab). You can always search or Filter for Cancelled Projects should you ever need to see the information.
Steps:
To Cancel a Project in Draft status, click Draft in the status bar and click Demote.
To Cancel a project in the Request or Proposal stage, click on the highlighted status in the Project's Status Bar and click Cancel.
4. Promote the Project from Draft to Request Status (Commit Scope)
After a Project is created, it will be in Draft status. This is the first status for a Project, and during this phase you are limited in what you can update and add to the Project. The goal of Draft status phase is to draft and update the basic details of the Project.
While a Project is in Draft status, you can:
- Manage Team Members
Add more users and/or contacts, or Hide existing ones on your Team Members list.
- Edit the Scope Details
Edit the details in the Scope tab that you initially entered when creating the new Project, and/or add Additional Scope Details.
- Upload Plans & Specifications
Begin uploading drawings, plans, specifications, and other files for the Project to your Planroom. You can continue to add, edit, arrange, and manage your plans & specifications once you move to Request status (your role must have this permission, contact a system administrator or send a Help Me from the Help Center for assistance with permissions).
When you are ready to begin the bidding/estimating phase of the Project, you can promote from Draft to Request status. Once promoted, more options will become available in your Project Home menu. When you promote the Project from Draft to Request, your Online Planroom becomes active and all Committed plans & specifications you have uploaded will be available. You can preview this Planroom by clicking the Project Home menu and selecting "Online Planroom" at the bottom.
Steps:
Click the Home menu to see the options available while the Project is in Draft status.
Click "Draft" in the status bar to Promote the Project from Draft to Request when you are ready to begin the estimating/bidding phase of a Project.
5. View the Scope of Work
For a printable report of the project details, you can use the View option in the Step 1 of the Project Setup form. This report includes all of the details that were entered when the Project was created, as well as Additional Scope Details that have been added, and a list of the Plans & Specifications.
You can View the Scope of Work at any time, while the Project is in any status (Draft, Request, Proposal, In Progress, Closed, and Cancelled).
Go to the Project Setup form, > Step 1 : Scope Details > Click the View icon on the top right.
Select Print from the top right corner to print or save as PDF.
