Newforma® Punch List App User Guide


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AEC PROJECT INFORMATION MANAGEMENT

Newforma Punch List App User Guide

9th Edition




Table of Contents

Overview 2

Newforma Punch List App Workflow 3

Component Interaction 3

Steps of the Punch List Workflow 4

Prepare the Android Tablet to Use the Punch List App 5

Install the Newforma Punch List App on your Android Tablet 6

Open the Newforma Punch List App 7

View a Punch List Item in the Newforma Punch List App 10

Add a Discussion Item to a Punch List Item 12

Add a Punch List Item 14

Attaching Additional Information to a Punch List Item 17

Updating the Punch List Information for a Project 18

Download a Single File from Info Exchange to a Tablet 19

Download Multiple Files from Info Exchange to a Tablet 23

Upload Files from a Tablet to Info Exchange 28

Summary 33

Additional Information 33

Appendix I: Preparing the Punch List Environment 34

Preparing Newforma Project Center 34

Working With Punch Lists in the Punch List Activity Center 35

Appendix II: Sharing Punch List Items with External Team Members 35

External Users and the Punch List Application 36

Sending Punch List Reports to External Team Members 36



Newforma® Punch List App User Guide

Overview

Newforma® Project Center is a vital tool for managing project information; however, many Newforma customers need project information most when they are in the field.

Punch lists are the lists of repairs, finish work and problems which are incomplete or unacceptable and need to be completed or corrected; usually by the contractor under a construction contract, prior to turnover of a building or other construction type project. The Newforma Punch List App for Android™ based tablet devices is an optional module for the Punch List activity center of the Newforma® Contract Management module. It offers users the freedom to capture punch list items in the field and sync them with the Newforma Project Center project, eliminating the need for reentry of information at the office.

The Newforma Punch List App enables team members from both inside your firm and those on your external team to stay connected with project punch list information and processes.

The Newforma Punch List App enables users to:

Browse spaces to view details, room data sheets, drawings or other tablet-supported attachments that have been downloaded to the tablet.

Create punch list items and view items in draft status.

Start or add to a discussion log for punch list items.

View media (images, videos or audio) for punch list items.

The Punch List App utilizes the Newforma® Info Exchange server but also allows users to work independent of a wireless (WiFi) connection. Users only have to download the project data and files they will be using prior to heading out into the field. Once in the field, data and items created or modified will be saved and synced back to the project when a connection is available and the user begins the sync process.

Punch List App users with a WiFi connection in the field have the option to sync their data in real time. However, this may result in a longer synchronization time due to weaker signal strength.

This User Guide will review punch list workflow, show you how to set up and configure the Punch List App and explain how to use the Punch List App in the field.



Newforma Punch List App Workflow

This section provides an overview of a typical workflow you will encounter when using the Punch List App. It illustrates the benefits of the Punch List App and how it interacts with the other Newforma products to provide a comprehensive project record.

Component Interaction

The following diagram illustrates how the Newforma Punch List App interacts with other Newforma products.
npc-punchlistoverview_11022011

Steps of the Punch List Workflow

Once all the data and tablet preparations are complete, you are ready to begin using the Punch List App. This section follows a typical workflow for using the app to enhance project efficiency and accuracy.

Capture

Before leaving the office, log into the Punch List App and download project data for all projects you are planning to visit for walk down or punch list creation. Download any additional information needed (ex: supporting documents, PDFs, drawings, details, etc.) as well.

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Project information, supporting PDFs, office documents, drawings, etc., can be uploaded to the Info Exchange server and accessed from the tablet device. Depending on your needs, you can choose to use either the mobile or full site version of Info Exchange from your tablet.

If you have previously downloaded the projects to your tablet, it is recommended to sync the project(s) down to the device before heading out into the field.

Use the Punch List App to enter punch list items while in the field. If multiple team members are walking down the same project, and if 3G, 4G or Wi-Fi connection is available, syncing can done to share or view other team members’ punch list items. However, syncing in the field is not required. The Punch List App will store the punch list items until syncing is available or possible.

Manage

After field walk down is completed and you return to the office, sync the punch list items if you have not already done so.

Punch list items captured in the field can now be reviewed in the Newforma Punch List activity center.

Discussion or progress on punch list items can be tracked with the Discussion Log or by email.

Assign

Assign outstanding items to internal or external team members for review or correction as needed.

Verify

Once punch list items have been corrected, sync them back to the tablet to verify completion in the field. Completed items can then have their status updated to completed.

Prepare the Android Tablet to Use the Punch List App

In addition to preparing the Newforma Project Center data, it is also important that you are familiar with the use of your Android tablet device. You should have an understanding of the following functions on your tablet to effectively use the Punch List App in the field:

Switching between apps

Opening files

Using the Cut, Copy and Paste options for text

Taking photos, videos and audio notes (if available)

Using the tablet browser

Install and learn supporting apps for PDF™, mark ups, compressed files

To get the maximum benefits of the Punch List App, it is recommended that you download some additional apps. Many apps are available for free or for purchase off the Android Marketplace™. The application you select depends on the features you need. Most applications offer some type of free trial or demo period to evaluate which app works best in your process. Newforma recommends the following applications:

  • To work with PDFs:

    1. Adobe Reader™

    2. qPDF™ (demo version has watermark on saved files)

  • For image file mark ups:

    1. PicSay™

  • To explore the file system or open / extract compressed files download to the tablet:

    1. ES File Explorer™

  • To browse the web and use Newforma Info Exchange while on the tablet device:

    1. Firefox www.mozilla.com

  • To open Autodesk® DWG files (wireless or Wi-Fi connection needed); recommendation is to use PDF files for use in the field:

    1. AutoCAD WS

  • For general file transfer as an alternative to using Newforma Info Exchange:

    1. Dropbox™

    2. http://www.swype.com/

You are now ready to install and use the Newforma Punch List App on your tablet.

Install the Newforma Punch List App on your Android Tablet

Tips to remember before installing the Punch List App.:

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Users must have access to projects on Info Exchange to be able to access project files and to sync data back to Project Center. Users are granted these options via their Permission Set.

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The project must be visible on Info Exchange. Check the Edit Project Settings, Info Exchange tab to be sure you are displaying the punch list items on Info Exchange.

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A 10” system display with at least 16 GB of memory is recommended.

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It is highly recommended that you install Mozilla Firefox (www.mozilla.com) on your Android device using By using Firefox, you will have an easier experience accessingInfo Exchange files and folders on the tablet.



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Additional information on the setup and use of Info Exchange can be found in the Info Exchange User Guide.

To install the Punch List App, search for Newforma Punchlist on the Android Market and complete the standard installation steps for the tablet.

1.

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From the Apps management area, you can place an icon for the Newforma Punch List App on the Home screen for easy access. To open the Punch List App, tap on the icon.
pl install 6.jpg

Open the Newforma Punch List App

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A 3G, 4G or Wi-Fi connection is required for the initial login.



  1. Tap the Newforma Punch List App icon to launch the application.

2.In the Punch List App, enter the name of the Newforma Info Exchange server you will be accessing. Do not include “https://” or “www” as part of the server name.

3.Enter your username and password and tap Login.
pl access proj 1.jpg

4.Tap Accept to accept the Terms and Conditions to access the project.
pl access proj 2.jpg

c:\users\alison\appdata\local\microsoft\windows\temporary internet files\content.ie5\3ar54e5n\mc900293188[1].wmf The Terms and Conditions screen is not displayed if the user has already accepted the Terms and Conditions thru the Info Exchange interface.

Download Projects to the Punch List App

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A continuous 3G, 4G or Wi-Fi connection is required for the duration of the download.

  1. Once you have logged in, the Newforma Punch List App welcome screen appears. Tap on Download Projects to show a listing of projects that can be downloaded to the tablet.
    pl access proj 3.jpg

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It is recommended that the device be plugged into a power source during the download process.

5.Select the project(s) to download and tap Download.
pl access proj 4.jpg

6.A progress bar indicates download progress. To download additional projects, tap Download More at the bottom of the screen and select the projects to download.
pl access proj 5.jpg

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The amount of time to download is determined by the amount of project data and connection speed. More specifically, the progress bar may slow down considerably while Supporting Documents are downloaded.

View a Punch List Item in the Newforma Punch List App

To begin working with the punch list items for a project, you must first select the space in which they are kept.

  1. To find the space containing the relevant punch list items, tap on the Select a Space button. A list of spaces associated with the selected project appears on the left of the screen.


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The project spaces are set up in the Newforma Project Center Spatial Index activity center.



  1. Tap on a space to select it. The right side of the screen displays the Space Details. Tap Go To Punch List Items to view the punch list items for the selected space.
    view pl item step 2.jpg


7.The list of existing punch list items appears on the left of the screen. Tap on a punch list item to display the item details.
view pl item step 3.jpg

8.Tap on the Supporting Docs tab to view related documents. Tap on the Discussion tab to view discussion items.
view pl item step 4new.jpg
Add a Discussion Item to a Punch List Item

When viewing the details for a punch list item, you can use the Discussion tab to view and contribute to the discussion.

  1. Tap on the Discussion tab for the selected punch list item.

  2. To post a discussion item, select Add To Discussion under the Discussion tab. The onscreen keyboard appears.
    add disc item to pl item step 2.jpg

  3. Enter your discussion text. When finished, tap Add to add your comments to the discussion thread.
    pl add discussion item 1.jpg

9.Discussions appear on the Discussion tab and in the Newforma Project Center Punch List activity center after syncing the project.





Add a Punch List Item

In addition to reviewing existing punch list items, you can add new items using the Punch List App.

  1. To add a punch list item, select the space you want to view; tap the Go to Punch List Items option in the upper right corner of the screen.

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If the space you selected already contains punch list items, the screen will open automatically to the Draft screen. If no punch list items exist, it will open to the Add Punch List Item screen.



  1. Select Add from the list of options at the top of the screen. The Add Punch List Item screen appears.


10.Tap the Elements tab. A list of elements appears. Scroll through the list and tap on the desired element. The selected element appears in the Element field on the left and the view automatically switches to the Descriptions tab.
add pl item step 3.jpg

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To select a different element, tap on the element tab and select the correct value.

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Elements and descriptions lists can be updated from the Newforma Punch List activity center.
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