Contents

Portfolio

* Portfolio

Portfolio View

Portfolio View is a snapshot grid of all your projects including general project information and budget and schedule summaries. You can filter the grid by Program and The PMWeb Grid grouping feature lets you create interactive summary views on the fly. Double-click a line in the grid to open the project.


Projects

Projects entered here are used in all PMWeb modules.


Header Fields

 

Field Name

Comments

Project ID

This field is required.

Name

This field is not required.

Project Type

This field is not required. It is a user-defined list.

Project Status

This field is not required. It is a user-defined list.

Property

This field is not required. You may link a project to a property, if you wish.

Program

This field is not required. It is a user-defined list.

Revision

This field is read-only. Revisions are editable copies of a record. You may create as many revisions to a record as you wish. A new record is designated revision 0. Only the newest revision can be edited. Older revisions are locked as “Inactive”.

Date

This field is read-only. The date the revision was created.

Status

The default status is “Draft”. This field may be edited at any time to reflect the record’s movement through an approval process. See Workflow for details about automating the approval process.

Details Fields

 

Field Name

Comments

Address 1

This field is not required.

Address 2

This field is not required.

City

This field is not required.

State

This field is not required. It is a user-defined list.

ZIP

This field is not required.

Country

This field is not required. It is a user-defined list.

Phone

This field is not required.

Fax

This field is not required.

Commitment Company

This field is not required. This is the “from” company on all commitments for the project.

Client

This field is not required.

GC

This field is not required.

Architect

This field is not required.

Executive

This field is not required.

Manager

This field is not required.

Superintendent

This field is not required.

Google Address

This field is not required. If you enter a valid address here this project will appear in Map View.

Owner

This field is not required.

Image Gallery

See The Image Gallery.


Specifications

See Specifications.


Locations

Each project can have an unlimited number of locations. Many PMWeb record types - Estimates and Budgets, for example - allow you to specify Location when entering data.


Field Name

Comments

ID

This field is read-only. It may be edited by dragging the line up or down. When you release the mouse all IDs will be renumbered.

Description

This field is required.

Notes

This field is not required.

Phases

Each project can have an unlimited number of phases. Many PMWeb record types - Estimates and RFIs, for example - allow you to specify Phase when entering data.

 

Field Name

Comments

Phase ID

This field is read-only. It may be edited by dragging the line up or down. When you release the mouse all Phase IDs will be renumbered.

Name

This field is required.

Description

This field is not required.

Notes

This field is not required.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.

Companies

PMWeb provides one, centralized, list of companies. Within each company you can store an unlimited number of addresses, departments and contacts. These records can then be used across the PMWeb platform.

 

Each Company Has Many Addresses, Departments and Contacts


Header Fields

 

Field Name

Comments

Company ID

This field is required.

Name

This field is not required.

Type

This field is not required. It is a user-defined list.

Abbreviation

This field is not required.

Details Fields

 

Field Name

Comments

Primary Address

This field is read-only. It is determined by checking Primary in the Addresses Grid.

Phone, Ext.

These fields are read-only. They are the Phone & Ext. of the primary address.

Fax

This field is read-only. It is the Fax of the primary address.

Email

This field is read-only. It is the Email of the primary address.

Website

This field is read-only. It is the Website of the primary address.

Federal Tax ID

This field is not required.

State Tax ID

This field is not required.

Account #

This field is not required.

Specifications

See Specifications.

Addresses

Addresses Grid

Field Name

Comments

ID

This field is required.

Address 1

This field is not required.

Address 2

This field is not required.

City

This field is not required.

State

This field is not required. It is a user-defined list.

ZIP

This field is not required.

Country

This field is not required. It is a user-defined list.

Phone

This field is not required.

Ext.

This field is not required.

Fax

This field is not required.

Alt. Phone

This field is not required.

Type

This field is not required. It is a user-defined list.

Primary

One, and only one, address can be designated as primary.

Inactive

If this record should no longer be used check this box. The default is unchecked.

Notes

This field is not required.

Departments

Departments Grid

Field Name

Comments

ID

This field is required.

Department Name

This field is not required.

Address

This field is not required. It is the list of addresses you define in the Addresses Grid.

Phone

This field is not required.

Ext.

This field is not required.

Fax

This field is not required.

Cell

This field is not required.

Alt. Phone

This field is not required.

Email

This field is not required.

Website

This field is not required.

Type

This field is not required. It is a user-defined list.

Primary

One, and only one, address can be designated as primary.

Inactive

If this record should no longer be used check this box. The default is unchecked.

Notes

This field is not required.

Contacts

Contacts Grid

Field Name

Comments

ID

This field is required.

First Name

This field is not required.

Last Name

This field is not required.

Department

This field is not required. It is the list of departments you define in the Departments Grid.

Address

This field is not required. It is the list of addresses you define in the Addresses Grid.

Title

This field is not required.

Phone

This field is not required.

Ext.

This field is not required.

Fax

This field is not required.

Cell

This field is not required.

Alt. Phone

This field is not required.

Email

This field is not required.

Website

This field is not required.

Type

This field is not required. It is a user-defined list.

Primary

One, and only one, address can be designated as primary.

Inactive

If this record should no longer be used check this box. The default is unchecked.

Notes

This field is not required.

Notes

See The Notes Tab.

Attachments

See The Attachments Tab.

Workflow

See Workflow.


Resources

You can create an unlimited number of Labor (self-performed or subcontract) and Equipment Resources for use across PMWeb modules. Labor and Equipment Resources, for example, are used in both Timesheets and the Dispatch Board.


Labor

Resources can be generic - “Plumber” - or made more specific by linking to a PMWeb company and/or contact.

Labor Grid

Field Name

Comments

ID

This field is read-only.

Sub

Check this box if the resource is sub-contracted.

Description

This field is required.

Company

This field is not required.

Contact

This field is not required.

Resource Group

This field is not required. It is a user-defined list.

Classification

This field is not required. It is a user-defined list. You can select more than one Classification.

Reg

This field is not required. The regular cost of the resource.

OT

This field is not required. The overtime cost of the resource.

Prem

This field is not required. The premium cost of the resource.

Skills

This field is not required. It is a user-defined list. You can select more than one Skill.

Notes

This field is not required.

Inactive

Check this box if the resource is to no longer be used.

Setting Labor Rates

Double-click a line in the Labor Grid; the Labor Rates dialog opens.

 

The Labor Rates Dialog

 

To edit a line click to select it and then click the Edit button in the grid header. For each Type enter a Rate. Click the Update Records button to save your edit. Click the Windows Close button in the upper right of the Labor Rates dialog to close it.

Equipment

Resources can be generic - “Backhoe” - or made more specific by linking to a PMWeb equipment record.

Equipment Grid

Field Name

Comments

ID

This field is read-only.

Description

This field is required.

Labor Resource

This field is not required.

Equipment

This field is not required.

Resource Group

This field is not required. It is a user-defined list.

CSI Division

This field is not required. It is a user-defined list.

Classification

This field is not required. It is a user-defined list.

Operating

This field is not required. The operating rate of the resource.

Standby

This field is not required. The standby rate of the resource.

Idle

This field is not required. The idle rate of the resource.

Notes

This field is not required.

Inactive

Check this box if the resource is to no longer be used.

 

Periods

For each project and property you can define periods in which to track costs. There are two ways to add periods:

Adding Periods by Line

  1. Select a project or property using the drop-down list in the toolbar.
  2. Click the Add line button in the grid header.
  3. Enter period information and click the Save button.

Adding Periods by Copying a Project or Property

  1. Select a project or property using the drop-down list in the toolbar.
  2. Click the Copy from Project or Property button.
  3. Select a project or property from the dialog.

Lists

Most of the drop-down lists in PMWeb are completely user-definable. Most user-definable lists come with default values but you can edit, add to or delete these defaults as you wish.

 

The Lists page contains a tree view of all of the user-definable lists in PMWeb. Each group in the tree represents a drop-down list.

Defining Lists

On the Lists page find the list you wish to customize in the tree. Click the plus icon to expand the list and see its contents.

  1. To edit a value, click it in the tree or right-click it and select Rename from the context menu.
  2. To delete an item, right-click it and select Delete from the context menu.
  3. To add an item, right-click the group heading and select New Item from the context menu.

Specifications

Many PMWeb record types contain a user-defined grid called Specifications. In each grid you can specify as many fields as you wish. When you define a specification grid you link it to a record type. When you are in that record type you can choose a specification grid that is linked to, and has meaning for, records of that type.

Defining Specification Grids

The Specifications page contains a list of all of the specification sets you’ve defined and is where you add, edit and delete them.

 

The Specifications Page

Adding or Editing a Specification Grid

  1. Click the Add Line or Edit button in the Specifications grid header. A new record opens at the bottom of the page or the selected one opens.
  2. Enter a Spec Group name, Record Type and Notes.
  3. Click the Add Line button in the Fields grid header. Enter the Spec name and select a UOM and data Type. Click the Save button to save the line.
  4. When you have finished defining fields click the Save or Update Record button.

Security

To set up PMWeb security follow these steps:

  1. Define user Groups
  2. Grant record permissions to Groups
  3. Define Users
  4. Assign Users to Groups
  5. Grant project and location access to Users

Defining Groups

Group Grid

Field Name

Comments

Group

This field is required. The name of the group.

Description

This field is required. A description of the group.

Default

One, and only one, group can be designated the default. New users are added to the default group, but they may be moved to a different group.

The Define Groups Tab

Adding a Group

To add a group:

1.    Click the Add line button in the Group Grid header. New, empty, Header Fields, Records Grid and Administrator Permissions appear.

2.       Type the Group, Description and select Default, if desired.

3.       In the records grid click the Collapse/Expand icon to expand a module (Estimating, for example). For each record type place one or more check marks in the Add, Delete and Edit columns. If you select Read-Only the other three fields are automatically cleared. Likewise, if you click Add, Delete or Edit, Read-Only is automatically cleared. You can also check one of the boxes in the module title line; if you do, all of the records in the module are checked.

4.    Check the boxes for Administrator Permissions, if applicable.

5.       Click the Save button to save the group settings.

Editing a Group

To edit a saved group:

  1. Click one of the lines in the Group Grid to select it. The Header Fields, Records Grid and Administrator Permissions for that group load.
  2. Edit any of the group fields.
  3. Click the Save button to save the group settings.

Defining Users

Licenses

All of the fields in Licenses box are read-only. As licenses are assigned and unassigned in the users grid they are tallied here.

Users Grid

Field Name

Comments

ID

This field is required.

Contact

Select a PMWeb contact to link to. This field is required.

First Name

This field is not required. The default is the First Name of the Contact.

Last Name

This field is not required. The default is the Last Name of the Contact.

Abbreviation

This field is not required.

License Type

This field is required.

Group

This field is required. Users inherit their group’s record permissions.

Password

This field is not required.

Email

This field is read-only. It is the email address of the Contact. This is the email address PMWeb uses for notifications.

Inactive

Check this box if the user should no longer be used in records. Inactive users cannot log on to PMWeb.

Defining User Access

Users may be granted access to projects and locations at four levels:

 

Four Levels of Access

Granting User Access

The User Access tab is composed of two panes. The left pane is a tree of the three levels of access described above. The right pane is a tree of users. To grant access drag a node from the access tree and drop it on the user.

 

For example, to grant Carole Shelby access to all projects, click the All Projects node in the access tree on the left, drag it to Carole’s name in the users tree and release the mouse. A plus icon appears next to Carole’s name. If you click the icon to expand you will see the All Projects icon. Carole now has access to all current projects as well as all future projects as they are added.