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