goPLIMS
Software Definitions
goPLIMS
‘Super Admin’ users belong to the PLIMSO team and perform the following activities:
Create and manage all the licensing function of the software.
Create and provide access to customer/client ‘Admin’ function for projects. (Project admin is involved in setting up each project. Project admin does not need to be IT trained).
Provide offline support to all issues from different active users on the project.
Admin users are designated from the lead client team and perform the following activities:
i. Provide standard project setup activities for each software package.
ii. Create different users for a project and assign each user to a User Group.
Support standard admin functions for all the software package users.
ActionR
User Role of ActionR package
Project Manager manages the overall project and performs the following activities:
i. Create and closeout actions.
ii. Update and approve actions submitted by executers.
iii. Approve floating actions created by executers.
iv. Lead and manage regular project meetings which automatically generate meeting minutes and email them to all active users on the project.
v. Modify timelines based on the requirements of the project.
Executer users are active members of the project team involved in managing/supporting different functions in a project and report to the Project Managers. Executers perform the following activities:
i. Review actions assigned to them on a regular basis and close them on time.
ii. Provide regular project updates for actions assigned to them.
Executer users create floating tasks/actions based on their observations and requirements and submit offline to Project Manager for approval.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
Table Nomenclature of ActionR Package
AR No
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each task/action by the system.
Initiated By
The initiator is the user who created the task/action.
Teams to be coordinated
A team is comprised of users who are assigned to a project by the project manager.
The Project Manager selects the respective teams for communication when a particular action is created.
This allows visibility and access to the particular action/task to all associated team members.
AR Date
AR Date is the date of creation of the action or task.
The date format is configurable by the project admin when creating the project.
Topic/Issue/Action Register
A short title or high-level summary of the Action shall be provided in this section.
Actions
Actions are the activities performed by the user.
A List of all actions required to close the task shall be provided in this section.
Responsibility
Responsibility belongs to an executer of the team to whom the action or task is assigned.
This user then has primary responsibility to close the task or action.
Due Date
Due date is assigned by the Project Manager based on project requirements.
Due date history shall be logged by the system and can be viewed by the Project Manager.
Status
Provides Open/Closed status of each of the action.
Attachments
Attachments in .docx, PDF, or image formats are part of a particular action and can be added by an Executer or Project Manager.
Updates
Assigned Action Owner provides updates on regular basis.
All updated actions are provided with a date stamp.
The Project Manager may also update this field with inputs provided by the executer as part of regular updates or by using the software’s meeting function.
Date Closed
Date closed is when the system automatically records the project’s current date when a particular action is closed.
Closing Comments
Comments section documents the closing remarks for a particular action.
Escalate (Customisable field- Optional)
The Project Manager can assign ‘Yes/No’ field for noting if escalation of the action or task is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each task or action
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each task or action.
Priority (Customisable field- Optional)
System can assign a priority via selection box for the task or action. Default priority options:
(i) High
(ii) Low
(iii) Medium.
Kanban (Customisable field- Optional)
The Kanban tab provides an alternative view of the status of each action within a project. The Kanban view breaks the project down in to swimlanes – columns of tasks that all share the same custom field value. By default, these Kanban swimlane field values are:
- Backlog
- To Do
- WIP (Work in Progress)
- Completed
but these values can be customized by the admin for each project when it is created.
Label 5 (Customisable field- Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
- Text
- Number
- Select Box
- Date
RFI-M
User Role of RFIM package
Project Manager manages the overall project and performs the following activities:
i. Create and closeout actions.
ii. Update and approve actions submitted by executers.
iii. Approve floating actions created by executers.
iv. Lead and manage regular project meetings which automatically generate meeting minutes and email them to all active users on the project.
v. Modify timelines based on the requirements of the project.
Executer users are active members of the project team involved in managing/supporting different functions in a project and report to the Project Managers. Executers perform the following activities:
i. Review actions assigned to them on a regular basis and close them on time.
ii. Provide regular project updates for actions assigned to them.
Executer users create floating tasks/actions based on their observations and requirements and submit offline to Project Manager for approval.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
Table Nomenclature of RFI-M Package
RFI No
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each rfi by the system.
Initiated By
The initiator is the user who created the rfi.
Teams to be coordinated
A team is comprised of users who are assigned to a project by the project manager.
The Project Manager selects the respective teams for communication when a particular rfi is created.
This allows visibility and access to the particular rfi to all associated team members.
RFI Date
RFI Date is the date of creation of the rfi.
The date format is configurable by the project admin when creating the project.
Topic/Issue/RFI
A short title or high-level summary of the efi shall be provided in this section.
Query
Query are the activities performed by the user.
A List of all rfi’s required to close the task shall be provided in this section.
Responsibility
Responsibility belongs to an executer of the team to whom the rfi is assigned.
This user then has primary responsibility to close the rfi.
Due Date
Due date is assigned by the Project Manager based on project requirements.
Due date history shall be logged by the system and can be viewed by the Project Manager.
Status
Provides Open/Closed status of each of the rfi.
Response Attachments
Attachments in .docx, PDF, or image formats are part of a particular rfi and can be added by an Executer or Project Manager.
RFI Response
Assigned Action Owner provides updates on regular basis. All updated actions are provided with a date stamp.
The Project Manager may also update this field with inputs provided by the executer as part of regular updates or by using the software’s meeting function.
Date Closed
Date closed is when the system automatically records the project’s current date when a particular rfi is closed.
Closing Comments
Comments section documents the closing remarks for a particular rfi.
Escalate (Customisable field- Optional)
The Project Manager can assign ‘Yes/No’ field for noting if escalation of the rfi is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each rfi.
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each rfi.
Priority (Customisable field- Optional)
System can assign a priority via selection box for the task or action. Default priority options:
(i) High
(ii) Low
(iii) Medium.
Label 5 (Customisable field- Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
- Text
- Number
- Select Box
- Date
BatchM
User Role of BatchM package
Project Manager manages the overall project and performs the following activities:
i. Create and closeout actions.
ii. Update and approve actions submitted by executers.
iii. Approve floating actions created by executers.
iv. Lead and manage regular project meetings which automatically generate meeting minutes and email them to all active users on the project.
v. Modify timelines based on the requirements of the project.
Executer users are active members of the project team involved in managing/supporting different functions in a project and report to the Project Managers. Executers perform the following activities:
i. Review actions assigned to them on a regular basis and close them on time.
ii. Provide regular project updates for actions assigned to them.
Executer users create floating tasks/actions based on their observations and requirements and submit offline to Project Manager for approval.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
Table Nomenclature of BatchM Package
Batch & Activity Reference
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each batch/activity by the system.
Assigned By
The initiator is the user who created the batch/activity.
Teams to be coordinated
A team is comprised of users who are assigned to a project by the project manager.
The Project Manager selects the respective teams for communication when a particular batch/activity is created.
This allows visibility and access to the particular batch/activity to all associated team members.
Date Created
Date created is the date of creation of the batch or activity.
The date format is configurable by the project admin when creating the project.
Activity
A short title or high-level summary of the activity shall be provided in this section.
List of tasks
List of tasks are the activities performed by the user. A List of all actions required to close the task shall be provided in this section.
Responsibility
Responsibility belongs to an executer of the team to whom the batch or activity is assigned.
This user then has primary responsibility to close the batch/activity.
Start Date & Time
Start date and time is assigned by the Project Manager based on project requirements.
Finish date and time is assigned by the Project Manager based on project requirements.
Finish Date & Time
Finish date and time is assigned by the Project Manager based on project requirements.
Status
Provides Open/Closed status of each of the activity.
Attachments
Attachments in .docx, PDF, or image formats are part of a particular activity and can be added by an Executer or Project Manager.
Activity Updates
Assigned Action Owner provides updates on regular basis. All updated activity are provided with a date stamp.
The Project Manager may also update this field with inputs provided by the executer as part of regular updates or by using the software’s meeting function.
Closing Comments
Comments section documents the closing remarks for a particular activity.
Escalate (Customisable field- Optional)
The Project Manager can assign ‘Yes/No’ field for noting if escalation of the batch/activity is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each batch/activity.
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each batch/activity.
Priority (Customisable field- Optional)
System can assign a priority via selection box for the task or action.Default priority options:
(i) High
(ii) Low
(iii) Medium.
Label 5 (Customisable field- Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
- Text
- Number
- Select Box
- Date
PunchM
User Role of PunchM package
Project Manager manages the overall project and performs the following activities:
i. Create and closeout actions.
ii. Update and approve actions submitted by executers.
iii. Approve floating actions created by executers.
iv. Lead and manage regular project meetings which automatically generate meeting minutes and email them to all active users on the project.
v. Modify timelines based on the requirements of the project.
Executer users are active members of the project team involved in managing/supporting different functions in a project and report to the Project Managers. Executers perform the following activities:
i. Review actions assigned to them on a regular basis and close them on time.
ii. Provide regular project updates for actions assigned to them.
Executer users create floating tasks/actions based on their observations and requirements and submit offline to Project Manager for approval.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
- System Owner is only at for system level operations.
- Project manager will be the high-level authority
- System Owner shall have over-riding access rights in creation, deletion, editing and updating records
- Coordinator shall have over-riding access rights in view, updating and close records
- Coordinator can view their team tasks
Table Nomenclature of PunchM Package
PL No
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each punchlist by the system.
Initiated By
The initiator is the user who created the punchlist.
Teams to be coordinated
A team is comprised of users who are assigned to a project by the project manager/system owner.
The Project Manager/System Owner selects the respective teams for communication when a particular punchlist is created.
This allows visibility and access to the particular punchlist to all associated team members.
Reference
Reference is the link to the any other module(ActionR,RFI-M,BatchM,…) task/activity number.
By clicking on the task/activity number, it displays the task/activity details.
So this can be used as a reference for the current punchlist.
System Name
The project manager/system owner can select system name from the pull down menu based on the punchlist task.
Provision to upload System name list shall be provided in Admin panel.
System Number
The project manager/system owner can select system number from the pull down menu based on the punchlist task.
Provision to upload System number list shall be provided in Admin panel.
Stage Opened
The project manager/system owner can select stage opened shall be pull down menu selected from a pre-populated list and access to different users shall be provided in Admin panel.
Date
Date is the date of creation of the punchlist.
The date format is configurable by the project admin when creating the project.
Punchlist Description
A short title or high-level summary of the punchlist shall be provided in this section.
Category
The project manager/system owner can select the catagory from the pull down menu based on the punchlist task.
Provision to upload catagory list shall be provided in Admin panel.
Implementation Actions
Implemetation actions are the activities performed by the user.
A List of all punchlists required to close the task shall be provided in this section.
Due Date
Due date is assigned by the Project manager/System owner based on project requirements.
Due date history shall be logged by the system and can be viewed by the Project manager/System owner.
Updates
Assigned Action Owner provides updates on regular basis. All updated actions are provided with a date stamp.
The Project Manager may also update this field with inputs provided by the executer as part of regular updates or by using the software’s meeting function.
System Owner
System owner will be automatically assigned based on system name and system number selected.
Provision to upload System owner list shall be provided in Admin panel.
Action Owner
Responsibility belongs to an executer of the team to whom the action or task is assigned. This user then has primary responsibility to close the task or action.
Punchlist Status
Provides Open/Closed status of each of the action.
Attachments
Attachments in .docx, PDF, or image formats are part of a particular action and can be added by an Executer or Project Manager.
VERIFIED CLOSED BY/DATE
Date closed is when the system automatically records the project’s current date when a particular action is closed.
Closing Comments
Comments section documents the closing remarks for a particular action.
Escalate (Customisable field- Optional)
The Project Manager can assign ‘Yes/No’ field for noting if escalation of the action or task is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each task or action
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each task or action.
Priority (Customisable field- Optional)
System can assign a priority via selection box for the task or action. Default priority options:
(i) High
(ii) Low
(iii) Medium.
Kanban (Customisable field- Optional)
The Kanban tab provides an alternative view of the status of each action within a project. The Kanban view breaks the project down in to swimlanes – columns of tasks that all share the same custom field value. By default, these Kanban swimlane field values are:
- Backlog
- To Do
- WIP (Work in Progress)
- Completed
but these values can be customized by the admin for each project when it is created.
Label 5 (Customisable field- Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
- Text
- Number
- Select Box
- Date
ChangeM
User Role of ChangeM package
Project Manager manages the overall project and performs the following activities:
a) create and modify and over-ride the individual change
b) unlock change once it is approved
c) capable to over-riding (PM can step in to the role of any System Owner)
- System Owner is only for system level operations.
- Project manager will be the high-level authority.
- Create, modify and over-ride change.
- Read only permission shall be granted other than their assigned change.
- No specific priviledges unless the System Owner acts as a Pre and Post Approver
Action/change Owner shall have the capability for the following activities:
a) Create a change based on requirements.
b) Act as a Project Manager for the given Change, from initiation until closure of the Change.
c) Update all implementation actions, incrementally, which is assigned to the respective Change Owner
d) Project Manager shall approve to assign a different Change Owner, incase the Change Owner is on leave or left the organisation. Assignment of the Change Owner shall be implemented by the Admin
e) Project Manager has the over-riding access to perform the function of the Change Owner
- Create, view, updating and close change/ECM after post-approval, representing the Project Manager
- All closure of change/ECM shall be confirmed based on completion of post-approval.
- After post-approval all fields shall be locked, only document controller can digitally sign and log the ECM on the system.
Each Approver shall belong to a particular discipline.
- Approvers can add comments on the pre/post-comments field, as part of the approval.
- Approvers can digitally sign for the assigned pre and post approval change.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
Table Nomenclature of ChangeM Package
Record Number
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each change by the system.
Change Date
Change Date is the date of creation of the change.
The date format is configurable by the project admin when creating the project.
ECM Number
ECM number is a Alpha Numeric field with a provision to index and shall be used as Primary Record Identifier
System Number
The project manager/system owner/action owner/documentation controller can select system number from the pull down menu based on the change task.
Provision to upload System number list shall be provided in Admin panel.
System Name
The project manager/system owner/action owner/documentation controller can select system name from the pull down menu based on the change task.
Provision to upload System name list shall be provided in Admin panel.
Topic
A short title or high-level summary of the change shall be provided in this section.
Change Type
- The project manager/system owner/action owner/documentation controller can select change type from the pull down menu based on the change task.
- The default change type will be
a) Direct Impact (GMP)
b) Not Direct Impact (GEP) - Provision to modify change type shall be provided in Admin panel.
Initiated By
The initiator is the user who created the change.
Phase of the change
- The project manager/system owner/action owner/documentation controller can select phase of change from the pull down menu based on the change task.
- The default phase of change will be
a) Design
b) C&Q
c) Construction
d) Qualification - Provision to modify phase of change shall be provided in Admin panel.
Teams to be coordinated
A team is comprised of users who are assigned to a project by the project manager/system owner/action owner/documentation controller.
The project manager/system owner/action owner/documentation controller selects the respective teams for communication when a particular punchlist is created.
This allows visibility and access to the particular punchlist to all associated team members
Change Status
Provides Open/Closed status of each of the action.
Due Date
Due date is assigned by the project manager/system owner/action owner/documentation controller based on project requirements.
Due date history shall be logged by the system and can be viewed by the project manager/system owner/action owner/documentation controller.
Attachments
Attachments in .docx, PDF, or image formats are part of a particular action and can be added by an project manager/system owner/action owner/documentation controller.
Escalate (Customisable field- Optional)
The system can assign ‘Yes/No’ field for noting if escalation of the action or task is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each task or action
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each task or action.
Priority (Customisable field- Optional)
System can assign a priority via selection box for the task or action. Default priority options:
(i) High
(ii) Low
(iii) Medium
Label 5 (Customisable field - Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
(i) Text
(ii) Number
(iii) Select Box
(iv) Date
DeviateM
User Role of DeviateM package
Project Manager manages the overall project and performs the following activities:
a) create and modify and over-ride the individual deviation
b) unlock deviation once it is approved
c) capable to over-riding (PM can step in to the role of any System Owner)
- System Owner is only for system level operations.
- Project manager will be the high-level authority.
- Create, modify and over-ride deviation.
- Read only permission shall be granted other than their assigned deviation.
- No specific priviledges unless the System Owner acts as a Pre and Post Approver
Action Owner shall have the capability for the following activities:
a) Create a deviation based on requirements.
b) Act as a Project Manager for the given deviation, from initiation until closure of the deviation.
c) Update all implementation actions, incrementally, which is assigned to the respective action Owner
d) Project Manager shall approve to assign a different action Owner, incase the deviation Owner is on leave or left the organisation. Assignment of the deviation Owner shall be implemented by the Admin
e) Project Manager has the over-riding access to perform the function of the deviation Owner
- Create, view, updating and close deviation after post-approval, representing the Project Manager
- All closure of deviation shall be confirmed based on completion of post-approval.
- After post-approval all fields shall be locked, only document controller can digitally sign and log the deviation on the system.
Each Approver shall belong to a particular discipline.
- Approvers can add comments on the pre/post-comments field, as part of the approval.
- Approvers can digitally sign for the assigned pre and post approval deviation.
Viewer users are project management/administration team members belonging to a particular team who have access to view records and can prepare configurable reports.
Super Viewer users are Client Leadership Team Members who have access to view all tasks of the projects rather than only their team tasks but cannot Edit / Update / Comment on the tasks.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.
Table Nomenclature of DeviateM Package
Record Number
Admin users assign a unique acronym for each project.
The unique acronym acts as the project identifier.
A sequential number is then automatically assigned for each change by the system.
Deviation Date
Deviation Date is the date of creation of the deviation.
The date format is configurable by the project admin when creating the project.
Exception Number
Exception number is a Alpha Numeric field with a provision to index and shall be used as Primary Record Identifier
Step Reference
Protocol Section
System Number
The project manager/system owner/action owner/documentation controller can select system number from the pull down menu based on the deviation task.
Provision to upload System number list shall be provided in Admin panel.
System Name
The project manager/system owner/action owner/documentation controller can select system name from the pull down menu based on the deviation task.
Provision to upload System name list shall be provided in Admin panel.
Area
It’s an alpha numeric field where project manager/system owner/action owner/documentation controller can enter the area for the deviation reference
Tag No
Topic
Deviation Status
Provides Open/Closed status of each of the deviation.
Due Date
Due date is assigned by the project manager/system owner/action owner/documentation controller based on project requirements.
Due date history shall be logged by the system and can be viewed by the project manager/system owner/action owner/documentation controller.
Attachments
Attachments in .docx, PDF, or image formats are part of a particular action and can be added by an project manager/system owner/action owner/documentation controller.
Escalate (Customisable field- Optional)
The system can assign ‘Yes/No’ field for noting if escalation of the action or task is required.
RAID (Customisable field- Optional)
The system can assign a RAID (Risk, Assumptions, Issue, Dependency) field to each task or action
RACI (Customisable field- Optional)
The system can assign a RACI (Responsible, Accountable, Consulted, Informed) field to each task or action.
Priority (Customisable field - Optional)
System can assign a priority via selection box for the task or action. Default priority options:
(i) High
(ii) Low
(iii) Medium
Label 5 (Customisable field - Optional)
The Project Manager can configure the custom field to track any other specific requirements.
Can be configured to one of the following fields:
(i) Text
(ii) Number
(iii) Select Box
(iv) Date
EDocM
User Role of EDocM package
Project Manager manages the overall document management and the access level shall be as follows:
- Create, Read/View, Delete, Download files & folders
- Assign/modify user role in front-end
- Upload files
- Enable control copy
- Enable E-signature in files
- Move or copy files between folders
- Share File Link
- Show/hide folders Access
- Create controlled copies (with watermark)
System owner shall have the following access
- Read/View files and folders
- Share File link
Action Owner shall have the capability for the following activities:
- Read/View files and folders
- Share File link
The access level for documentation controller/coordinator shall be as follows:
- Create, Read/View, Delete, Download files & folders
- Assign/modify user role in front-end
- Upload files
- Enable control copy
- Enable E-signature in files
- Move or copy files between folders
- Share File Link
- Show/hide folders Access
- Create controlled copies (with watermark)
Each Approver shall belong to a particular discipline. Approver shall have the following access:
- Read/View files and folders
- Share File link
Viewer users are project management/administration team members belonging to a particular team who have access to read/ view files and folders.
Super Viewer users are Client Leadership Team Members who have access to read/view files and folders.
No Role is used where a user may be a part of a team assigned to a project, but who does not have any specific roles within a particular project.