What is the P: Drive?

The "P" or "Projects" drive is a place where all project related documents should be saved.

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To access the P drive, click on Start then Computer. Look for “Projects” or (P:) under the Network locations section.

 

What is the file structure of the Project drive?

Level 1 - Projects (P:\)

Level 2 - Branches (P:\Calgary)

Level 3 - Years (P:\Calgary\2015)

Level 4 - Project IDs (P:\Calgary\2015\CA1500001 - name)

Level 5 - Project Subfolder (P:\Calgary\2015\CA1500001 – name\1a - Tender )

 

Who can make changes the folders (permissions)?

Levels 1 – 3 have limited access as to who can make changes

• Level 1 – access is limited to the IT Dept – no changes can be made to this folder
• Levels 2 & 3 – access is limited to PEAs & PAs – this allows them to add additional year folders within the Branch folders

Levels 4 & 5 all users have full access to these folders

 

What can be saved to the Project Drive and what should not be save there?

Levels 1 – 4

• These folders are strictly directory folders. This means there should be no files saved to these folders.
• Who can make changes within these folders?
  • PEA’s or PAs Only
• What changes can be made within these folders?
  • Year folders (for the following year) within the Branch folders
    • To be added by:
      • PEAs for their branch(es)
        • PAs also have this ability if the PEA is not available
  • Project ID folders within the Year folders;
    • To be added by the:
      • PEAs (for all tender files)
      • PAs (for any quotes that require a project ID but didn’t go through the tender process)
    • Project ID folders are to be a copy of the New Project Folder Template and then renamed to the “Project ID – *shortened project name*”
      • Do not use full project name – it should be shortened as much as possible
        • Example Fort St Johns Hospital Maternity Ward Upgrade could be shortened to FSJ Maternity
      • Why can’t I use the full name of the project?
        • Windows has a limit as to how many characters a file address can be of 256 characters
          • Characters include all spaces, punctuation and backslashes
    • CAUTION: No files are to be saved at this level
      • Because of permission set up requirements all users have the ability to save files inside the Year folder. Take caution to make sure you save your file in the correct place.

Level 5 and all Subfolders

• Within the Project ID folder is where all project related documents will be saved and accessed
• All users have the ability to save files with in these folders
• All project related files need to be saved within these folders
• Below is an example of the project folder template, notice that:
  • Folders are numbered so that they are in the order of their occurrence in the life of a project
    • Example: Tenders is first & Close Out Documents is last 

     

What should be saved within each folder of the template? (in brackets is who is primarily responsible for saving the files to the indicated folder)

1a – Tender

• Bid Invitations
  • All invites from contractors (PEA)
• Estimating
  • Estimate Sheets and Workings (Estimators)
• Quotation
  • Copy of the Vantage quote and any revisions (PEA)

1b – Plans, Specifications & Addendums

• Addendums
  • All addendums (PEA)
• Plans
  • Issued For Construction
    • IFC drawings/plans (PA)
  • Issued For Tender
    • IFT drawings/plans (PEA)
• Specifications
  • Specifications (PEA)

2a – Contract Documents

• The Project Summary workbook (Various)
  • See Project Summary EUP to see who is responsible for filling in the various fields and tabs of the workbook
• Also to be included in the Contract Documents folder will be:
• Contracts and/or Purchase Orders (PA)
• Any billing information if provided by the customer (PA/AR)
• Letter of Intents/Acceptance (PA)
• Copies of Certificates of Insurance (PA/AR)
• Any contract related documents (as needed)

2b – Safety Documents (PA)

• Any safety documents provided by the customer

2c – Construction Schedules (PA)

3a – Shop Drawings (Coordinators)

• All shop drawings

3b – Installations (Coordinators/Install Dept)

• Any install requests/documents
• Install sign-off sheets

3c – PO Acknowledgements (Coordinators/Purchasers)

4a – Proposed Changes

• CCO’s
  • Awaiting Pricing (TBD)
  • Quoted (TBD)
• Change Directives (CD’s, SI’s etc)
  • For Quoting (TBD)
  • Proceed (TBD)

4b – Approved Change Orders (PA)
5a – Correspondence (various)
5b – Meeting Minutes (TBD)
5c – Miscellaneous (various)
6a – Deficiencies (Coordinators/Install Depts)
6b – Close Out Documents

• LEEDs (TBD)
• O&Ms (TBD)