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Document Templates
Management Manual
ContentsDocuments........................................................................................................................................... 5
Templates............................................................................................................................................. 6
Adding a New Category................................................................................................................... 7
Template Listing............................................................................................................................... 8
Creating a Template............................................................................................................................ 9
Adding a MS Word Template...........................................................................................................9
Adding a UniPhi Template.............................................................................................................10
Template Configuration Details....................................................................................................13
Template Data Entry Details..........................................................................................................15
Template Variables........................................................................................................................ 21
Template Output Order.................................................................................................................. 24
Template Input Objects..................................................................................................................... 25
Accounting Costs.......................................................................................................................... 26
Auto Number.................................................................................................................................. 28
Budget............................................................................................................................................. 30
Change Request............................................................................................................................. 32
Change Request Summary............................................................................................................33
Contract Deliverables.................................................................................................................... 35
Contract Details.............................................................................................................................. 36
Contract EOT.................................................................................................................................. 37
Contract Registers......................................................................................................................... 39
Contract Variations........................................................................................................................ 40
Custom Check List & Custom Drop Down List...........................................................................42
Date Selector.................................................................................................................................. 45
Distribution List.............................................................................................................................. 48
Document Selector........................................................................................................................ 49
Document Version History............................................................................................................52
Embedded Document.................................................................................................................... 53
File Upload...................................................................................................................................... 55
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File Upload (Multi).......................................................................................................................... 58
Graph Selector............................................................................................................................... 62
Invoice............................................................................................................................................. 66
Issue Details................................................................................................................................... 70
Issue Selector................................................................................................................................. 73
Issue Summary............................................................................................................................... 74
Periodic Custom Fields................................................................................................................. 77
Periodic Issue Count..................................................................................................................... 78
Progress Claim............................................................................................................................... 82
Project Costs.................................................................................................................................. 86
Risk Details..................................................................................................................................... 87
Risk Summary................................................................................................................................ 89
Team Selector................................................................................................................................. 91
Team Selector (Single).................................................................................................................. 92
Textbox (Multi Line)....................................................................................................................... 93
Textbox (Single Line)..................................................................................................................... 95
Textbox (Rich)................................................................................................................................ 96
Appendix 1: Input Object Listing................................................................................................100
Appendix 2: Template Variable Listing......................................................................................103
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Course AimThe aim of this manual is to provide instructions for any Team Member that is required to enter
Timesheet data to the UniPhi system. A separate manual addresses administration tasks for System
Administrators.
How to use this ManualAs you read this manual you will notice the following icons recurring which will help to highlight and
enable you to quickly locate activities and summary areas, they will also assist with tips for keeping
out of trouble.
Puzzle Piece:The puzzle piece appears at the beginning of each session and any major section
to mark the overview of that item’s content or concept.
Cogs:The cogs denotes a step by step activity to be completed using UniPhi by the
participant relative to the section it is located in.
Light bulb:The light bulb denotes a helpful hint or tip you should be aware of.
Screen shots have been used throughout the manual to demonstrate what you should be viewing as
you move through the activities. They are for illustrative purposes only. Details such as dates, budget
figures and other entered text/data may vary.
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DocumentsUniPhi documents are “online” html based documents created from templates that have been built
using the UniPhi template system.
Documents in UniPhi are prepared based on standard templates in a manner similar to any of the
word processing software applications which use a template to provide standard ‘boiler-plate text’.
Specific entries can then be made or by using mail-merge processes that accept information from a
data source and display it at the appropriate locations in the resulting document.
UniPhi documents are used for three purposes:
1. Snapshot information that exists in the UniPhi systems (e.g. risk, issues, contracts, etc.)
2. Share information with people who don’t have access to the system
3. Provide quality control around the information stored in the system
In UniPhi the management of documents provides for a comprehensive Document Management
System that addresses some key issues with ad hoc document management:
Standard process for filing and management of meta data
Consistency in all documents
Accuracy of data entry
Version control
Approval workflows
Separation of style from content elements
Transmittal management
This manual addresses the management and creation of the Document Templates used to generate
documents in UniPhi. The templates that a system has available will vary depending on the UniPhi
business application.
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TemplatesThe Templates management system is found under the UniPhi Methodology system.
There are several sub-tabs within the methodology tab. The Templates tab lists all of the templates
that exist within your UniPhi installation. This is also the location for creating new templates.
When you click onto the Templates tab you will notice that in the upper right side there is a panel that
highlights Recently Used Templates.
This panel tells you how recently the template was used and provides a short-cut link to launch a new
document using the template. Just click on the template title in this list.
At the very bottom of the screen below the Templates panel is the Template Categories panel.
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This list enables adding a new category, Editing or Deleting an existing category.
Adding a New Category
In the Template Categories panel click the icon
The new Category field will appear
Type the name of the new category and click on the icon or the icon if the category
is not required.
The new category will appear in the Template Category list.
At the right hand end of the Template Category list are the icons to Edit or Delete an existing
category.
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Template Category names should be kept concise. If they are too long the filtering list
will be cluttered and could lead to confusion for the end users.
Template ListingThe Documents Templates panel provides a listing of all the templates in the UniPhi application. The
defaults that are included with a new installation provide examples of templates that may be created.
Typically a new UniPhi installation will require templates specific to the organisation or programme to
be created.
The listing shows all the Templates in the system depending on the selected filters of Project Phase
and Category. Category was discussed earlier in this manual while the Project Phase will be reviewed
in the Creating a New Template section.
The Category, Template (Name), Phase, & Mandatory columns can be sorted to aid in locating
templates. Click the column title once for ascending or a second time for descending order.
The icon in the upper left corner of the panel creates a new template.
The icons to the right of each template in the list provide for View, Edit, and Delete
controls. The View icon loads a summary of the steps or sections of the template as an overview of
what it includes.
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This is opened in a new browser tab or window and can be closed to return to the template listing.
A deleted Template is not recoverable although any documents created using the template will remain
intact.
Creating a TemplateUniPhi features two types of template. The first and most valuable in terms of efficiencies and
traceability is the UniPhi Template. UniPhi templates make use of the predefined template controls
which have been designed to draw information that is stored within UniPhi, into a document format.
The second type of template available through UniPhi is the MS Word template. MS Word templates
are basically formatted documents that have been saved into UniPhi’s documents module, which are
then available to users of UniPhi. MS Word templates do not have any functionality to allow for
information to be drawn from data stored in UniPhi. Documents produced using MS Word templates
are also not able to be searched or filtered through the Documents tab. For these reasons, templates
using the MS Word format are best suited to reference materials, or standard text documents where
the contents have been defined and does not change.
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Adding a MS Word Template1. From the Methodology / Templates tab, press the Add MS Word Template button.
2. Enter a title for your template, add a description that will assist your users to understand when
and why the document will be used, and specify the project phase template category (if
necessary)
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3. Finally, attach the required file and then save your changes.
Adding a UniPhi Template
The process of creating a new UniPhi template begins with the icon in the Methodology
Templates panel. Editing an existing template follows the same sequence as creating a new template.
Click the Add icon to launch the New Template wizard.
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The screen consists of three panels:
1. Document Edit Roles
The Document Edit roles in the upper
right side provides for controlling which
team members in a project can Create a
new document using this template.
As noted at the top of the panel
“To allow users from any role to create and edit documents, leave all edit roles blank.”The purpose is to assist with managing
documentation on projects by ensuring that
members of the team only see templates that are
relevant to their role on the project. However in
smaller dynamic teams this may be restrictive.
Tick the role or roles as appropriate.
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2. Document Sign off Roles
The Document Sign-Off Roles panel allows for
setting the desired authorisation or workflow for
documents that will be created with this
template.
The option to “Enable Sign-On Behalf
Of” is enabled by default and allows for
anyone to authorise a document in the
absence of the preferred role.
The Roles are grouped by the Licence
group allocated in the Methodology
Roles section of UniPhi.
Delegation If specific Roles are selected as the sign-off roles, UniPhi allows delegation sign-off based on
specified contract values.
In the scenario below, the Principal is only going to sign-off on documents which have a
contracted value of up to $50,000.
The Construction Reviewers Manager however, will be signing-off on all documents that have
a contracted value greater than $50,001.
Click the relevant roles.
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3. New Template
The New Template panel is covered in more detail in the following pages.
The template creation process consists of three primary stages. This first stage of the
template creation process generates the control and meta functions of the template.
The second stage is to create the data entry steps in the template and the final stage
provides for modifying the output order of the steps.
Template Configuration DetailsThe template configuration panel provides for the meta data and control characteristics of the
template and its resulting documents.
The following pages provides details relating to each of the fields.
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Template Name
The template name field should be descriptive and concise. This value will be displayed in the drop
down list for template selection in the Create New Document wizard. It will be the default document
title for any document created using the template. Some special characters should not be used in
template names as they could impact on the document name:
Special characters commonly include: \ / : * ? ” < > |
This is a limitation of a Windows based application and while a Template Name can be created with
these characters the resulting documents cannot be and they should be avoided. The above error
would be generated when trying to create a document with special characters in the name.
Template Description
The template description is a longer description which provides the opportunity to instruct users on the
appropriate use of the template. This description only appears in the Template Listing.
Minimum Access Requirements to View Documents
The licence level of a user is distinct from their role allocation levels in UniPhi. The primary purpose of
this setting is to restrict Team Member access to documents that contain information that would not
be accessible to them on screen, i.e. Costs, Fees, Contracts, etc. This defaults to Team Member.
Project Phase of Template
This field is used to assign a template to a specific phase of a project. The purpose is to assist the
user in understanding when a template would be used. If used with a mandatory document it
addresses the control process for that Lifecycle Phase. It defaults to Not Applicable.
OnSite Compatible
“OnSite” is the UniPhi mobile app (for iOS tablets, and Android devices). The OnSite compatible
controls are a subset of the UniPhi controls. It is important to note that not all template controls are
compatible with the mobile devices. If you are creating a new template specifically for use on a mobile
device, you must tick the OnSite Compatible button. If you would like to use an existing template on
your mobile devices, ticking the OnSite Compatible box will perform a quick test and inform you of any
incompatible steps.
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Template Category
The template category selection includes the template in that category. Leave this as “None” unless a
specific category is required. The template will appear in the template selection lists or the document
creation wizard by default in the “All” category selection or the specific category if the list is filtered.
Default Style sheet
The default style sheet sets the selection as the default format for the output all documents created
with the template. This can be overridden at document creation or when preparing document output.
Document Options
The document options allow for the inclusion or exclusion of this meta data from the output document.
These can be overridden at the creation of the document or during output preparation. Check or
uncheck the boxes for the relevant options.
Email View
The Email View option selects the default setting when email a document based on the template.
The View list options are:
Team List: The Resources associated with the project listed by Name
Project Roles: The Resources associated with the project grouped by Role
Global Roles: All Resources from all projects in UniPhi grouped by Role.
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Template Data Entry DetailsOnce the Template configuration details are completed the next stage is the addition of the data entry
steps for the template.
The screen consists of two panels that mimic the format of the document preparation screens with the
main Template Editor panel to the left and the Steps Added listing to the right.
The three main controls provide the following functions:
Insert Before: Inserts a new step before the current step.
Save & Next: Saves the current step
Complete: Finishes with the current step and moves to the final stage of a template.
Steps can be added at any time and will appear in the sequence that is nominated by using the Insert
Before or Save & Next controls within the sequence of existing steps.
The main panel presents the following controls:
Step Number
This is a display only value that just confirms which is the currently edited step within the template.
Step Title
The Step Title is a single line field that will be presented as the step heading in the resulting
documents. The title can be edited or overridden in the resulting output document.
The presentation format of the title is controlled by the Heading Style option.
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Step Description
The purpose of the step description is to assist the document author using this template with an
explanation of what is expected in terms of data or action.
In this example the recommendation is that the rest of the document is completed and understood
before the Executive Summary is prepared.
In a resulting document this appears as un-editable text to prompt the author with this instruction.
Note that the Step Title is an editable field so it can be modified for the resulting document.
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Page Orientation
This sets the default page orientation as either Portrait or Landscape. However, it is not until
preparing the data with the document that the page width will be known. Select either Portrait or
Landscape orientation.
As a result this can be overridden during document preparation but is useful to select landscape if the
content of the step is expected to be wider than a portrait page.
Page Break
Controlling the pages of a document will vary depending on the content. This control allows for default
settings, which can also be overridden during document preparation.
Select a page break Before, After, or both ‘Before & After’ the document step.
Adding a Page Break After a step and adding a Page Break Before the next step will insert two breaks
and therefore a blank page into the resulting document.
Page Breaks will also occur automatically in documents depending on the volume of
data in a particular step. For example a long Issues list may split across multiple
pages. Also the Rich Text Editor provides for inserting Page Breaks directly into text
based information.
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Heading Style
The heading style is based on a total of 3 standard heading types the format of which will be set in the
style sheet according to the style guide information. This option is not editable in the document and
the purpose is to ensure consistency in document presentation standards.
Select:
Heading 1, Heading 2, or Heading 3 for special text formatting according to the style guide.
Paragraph to use the same font and style as the normal text except that the ‘heading’ will
appear on its’ own line with a separate line before and after the heading text.
None to have no heading appear for the step.
Hide Output
Hiding the output of a step relates to the output document not to the editing process. The step is still
active and presented during the document editing sequence.
The purpose is to allow for a default setting that can be overridden during document preparation.
As an example ‘File Upload’ steps are frequently added to templates in case there is an ad hoc file
attachment to be added to the document.
If the Hide Output step is not checked then the resulting document will have a section heading with
“No files attached” as a message. In some cases this might be preferred as it highlights that there are
no attachments. However, it may be preferred that this does not appear.
By checking the Hide Output option the File Upload section will not be included in the resulting
document unless attachments are included.
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Input Object Types
The array of input object types is broad and they are designed to cater for a flexible and versatile
process integrating any project or portfolio information that is accessible within the UniPhi system.
The Appendix of this manual includes a summary list of all the current Input Object types.
The following page provides a simple example of a template input object for the purpose of explain
how a template is completed. Later in this manual each of the Input Object types is described in detail
and expands on the source of the data and control of the presentation to a document author using the
template.
Clicking on the selector option for the Input Object Type presents a long list of all the options.
For this example the Textbox (Rich) has been selected.
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The Rich Text Editor is the most commonly used element and the most powerful with
the ability to link specific database details into the boilerplate text as well as images
and tables.
When that is loaded it will display an empty text box which can then be populated with required text
that will appear in the resulting document where it can be edited or changed as required for the
document output.
Once completed this step can be saved with the icon or to save and move
to the finish step.
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When using copy and paste from Microsoft Word or other systems use the paste from
icons for normal paste, paste text only, or paste from Word. The paste
from Word will strip all the Word specific formatting from the pasted information so that
it does not conflict with the styles in the output document.
Template Variables
Template Variables can be inserted from the toolbar control or by manually typing or copy and
paste from the Admin -> Template Variables list.
Selecting the toolbar icon will present a pop-up dialog
The popup screen allows for selecting template variables. By default Project, Document, and
Resource are displayed. If specific template input objects are included in the template, then additional
template variables will be made available. For example the Contract variables are not relevant unless
a contract input object is a step in the template as the system would not know which contract to
reference.
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In the second screen the Contract and Chart of Accounts variables are included.
Once a variable is selected from the pop-up window the $variable will appear in the text box.
In this example several template variables; $Project.name, $Resource(‘Client’).AddressBlock, and
$Resource(Programe Manager’).Organisation have been inserted into the text.
When this Rich Text object is used in the template the details are pulled from the database and
inserted into the text. In this case Stadium Construction replaces the $project.name variable and the
address block for the client is also displayed.
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However, the incorrectly spelt variable of $project.naem appears still in black as it is an invalid
variable name. The $Resource (‘program Manager’).Organisation is a valid template variable, but
because the text is displayed in red, we know that the error is caused by the data not being available
within UniPhi (the project does not have a Program Manager assigned)
If ever you notice that template variables have not updated, you will be able to rectify the issue by
either correcting the spelling, or assigning a person into the role.
Administrators of UniPhi can access the Template Variables listing in UniPhi under the Admin ->
Template Variables tabs.
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A Template Variable is a standard piece of SQL code that extracts information from the UniPhi
database for the relevant project. Template variables are provided as standard in a UniPhi installation
and are generally edited by the UniPhi support team. However, someone with sufficient SQL
experience can create their own Template Variables.
Note that creating template variables to collect data from databases of systems other than UniPhi is also possible.
Template Output Order
The final stage of creating a template is to sequence the output order of the document.
In this simple example there is only one step so order is not an
issue.
However in other templates many steps can be created and
steps may be added out of order resulting in something more
complex.
The last step added was done with the ‘Insert
Before’ Step 1 option resulting in the last step for
output being the first step in the input sequence
for the document.
To modify the output order, edit the Output
column fields with the appropriate numbers.
Using the tab key to move between the fields
makes it easy to make changes.
The output order does not need to be the same
as the input order.
There is the possibility to prepare information
like a value in a step that is then used in a later
step in the input sequence.
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That value may be required in a covering letter which means that the covering letter must be prepared
after the earlier step but will be sequenced for output as the first page of the document.
The sequencing of steps for output provides a high level of flexibility in the process of preparing
information and outputs for presentation.
Click on the icon to complete the template and return to the template list.
Template Input ObjectsThe following pages present examples of both the template view and the resulting document view for
each input object in the UniPhi system. Document Templates are simply a combination of one or more
of these Input Objects that allow for presentation of project and portfolio data.
In most cases the Template Input Objects are referencing a project and will therefore present data in
the context of that project.
Where the project is nominated as a parent project and child projects are present some of the
Template Input Objects will display rolled-up information for the total of all child and the parent project.
Some Template Input Objects provide allow for a Portfolio view to be selected. i.e. Issues Detailed &
Issues Summary.
Accounting Costs
This object will present periodic financial information for the project.
Source of Data
The source of the data is the UniPhi Costs system for the project. Accounting Costs reflect financial periods selected for the month and financial year. The Phasing view will provide the monthly detail while the whole of project and financial year values are shown in various views within the Costs system.
Template Object
The template object is simply a selection. There are no options during template preparation.
P a g e | 27
The resulting document will present to the author the accounting costs for the project for the period
selected.
Document Edit View
The document author selects the appropriate month and cost code chart for the appropriate data. The
default page orientation is Landscape to cater for the width of the chart.
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Document Output View
The output view is taken from the on screen HTML view of the document. The PDF output will vary
depending on the selection of style sheet and the applicable styles.
Auto Number
This creates a sequential document number for each document based on the template within the
same project. It may be used for Variations, Requests for Information, Defects, etc. where having a
unique reference and sequence is required.
Source of Data
The source of this data field is from within the document itself. This will be either on document
creation or sign-off depending on the option selected.
Template View
Selecting Document Creation for the number sequence means that all documents in any status will be
included in the sequence. This is useful for tracking documents like Variations as they are created and
where the record of the document is important even if the outcome is different.
P a g e | 29
Document Edit View
In the resulting document the Auto Number step will appear and is not editable.
Generating the number sequence on Document Sign-off is used where the document or record is not
included in the sequence until it is approved or accepted. Progress Claims are an example of
numbering on sign-off.
In the resulting document the Auto Number value will not be shown until after sign-off.
Document Output View
If the step is not hidden, which it can be if it is purely for an internal numbering reference, then it will
appear similar to this.
As with any of the input objects the heading size and presentation can be modified in the Document
Edit view.
The auto number can also be displayed in a rich text object using a standard template variable
$document.autonumber
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P a g e | 31
Budget
The Budget object is used to display varying levels of financial information as relevant to your project
Source of Data
Date comes from entries made in your Costs Tab, and entered via the Project Budget section.
Template View
When preparing your template to use the Budget control, you may choose to display costs at the
Project, or Portfolio level, by selecting the desired option from the Template Mode drop down box.
You may also choose to select the level of financial information to be a high level (Level 1), or a more
granular and details breakdown (level 3). In the event that you have numerous Charts of Accounts
(CoA), you may selectively choose the correct CoA for your project
Document Edit View
Depending on the desired level of financial information you wish to present in your output document,
you may display the project information at a high level summary, through to a more detailed and
granular level
P a g e | 32
Figure 1 Level 1, high level detail
Figure 2 Level 2, line item Chart of Accounts detail
Figure 3 Level 3, detailed view
As more detailed views are selected, you will be able to present variance analysis, whereby your
current budget is displayed alongside any previous budget versions. This can be useful in comparing
project budgets throughout the project lifecycle
P a g e | 33
Change Request
The Change Request object is for selecting a single Change Request from the Change Requests
module for the project. This would be used for communicating the details of a Change Request and
recording the approval process with internal or external parties.
Source of Data
Change Requests module for the project.
Template View
There are no options for the template creation.
Document Edit View
P a g e | 34
Document Output View
In the resulting document a selection option will allow the author to choose the relevant Change
Request which will present all the relevant details.
Change Request Summary
The Change Request Summary object displays a listing of all Change Requests from the Change
Requests module for the project. This would be used for inclusion in reporting type documents.
Source of Data
Change Requests system for the project.
Template View
The template view provides a single option to cater for pre-filtering for a Change Request Category to
be selected as a default.
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Document Edit View
In the resulting document the summary list is presented and will be filtered according to the selected
Category from the template. The Category can be overridden if desired by the document author.
The listing includes check boxes for each item. These are checked by default. Un-checking an item
will exclude it from the output document.
Document Output View
In the example output three requests have been selected for inclusion.
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Contract Deliverables
The contract deliverables object is used to display line item details of a contract for the project.
This is useful in reporting for Cost contracts and in preparation of proposals for Revenue contracts.
Source of Data
The data source for this object is the Contracts system for the project.
Template View
The template input object provides a number of options.
Check the box for Include Schedule Dates for this to be the default display. It can be overridden in the
resulting document.
Check the box to Flag Contract as Committed on Sign-off when using this object for a Revenue
contract acceptance document. If the document is prepared and sent to the client for acceptance,
then when the client does accept the contract, the sign-off process in UniPhi will also automatically
move the contract to an Active state and commit the value of the contract for financial reporting.
Document Edit View
P a g e | 37
In the resulting document the contract can be selected and can be displayed with or without the
schedule.
Document Output View
Contract Details
The Contract Details object is a contract selector to associate a document with a contract. This also
allows for contract oriented template variables to be used in any Rich Text box in the document.
Source of Data
The data source for this object is the Contracts system for the project.
Template View
There are no options for the Contract Details object.
Document Edit View
Similarly, in the resulting document there are no options for this object. Simply select a contract from
the selector list.
P a g e | 38
Document Output View
There is no output for the Contract Details Input Object as it is assumed that the selection of the
contract is evidenced from other information in the document.
However, the document is linked to the Contracts system as a result of this object being used in the
document.
The selection of a contract links the document to the contracts system and depending on the other
details in the document will appear in the Related Documents Register on the Contract View screen.
Use this with the Issue Selector object to prepare documents that link between Issues, Contracts, &
Documents to provide a complete record of contract related issues.
Contract EOT
The Contract Extension of Time (EOT) object provides for preparing a document that supports a
record of an approval process for an extension of time on a project Cost contract schedule.
Source of Data
The data source for this object is the Contract Extension of Time listing for a Cost contract in the
Contracts system for the project.
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Add the extension of time claim to the contract for it to be accessible by the document.
Template View
There are no options for the Contract EOT object.
Document Edit View
In the document select the relevant contract.
The list of extension of time claims for the contract will be displayed. The radio button to the left
selects which EoT is relevant for the document.
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Document Output View
The document output includes a summary of the impact of the extension on the schedule of all the
EoT’s approved.
Contract Registers
The Contract Registers object provides for listing variations, progress claims, extensions of time and
requests for information that relate to a contract. It is used for documents that report on contract
progress.
Source of Data
The data source for this object is the Contract related documents and data entry from the Contract summary view.
Template View
There are no options for the Contract Registers object.
Document Edit View
In the document select the relevant contract and the relevant Register Type list.
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Document Output View
The resulting document output will display the selected listing.
Contract Variations
The Contract Variations object provides for listing the details of variations that relate to a contract. It is
used for documents that approve variations that are flagged as Pending (Pending Approval).
Source of Data
The data source for this object is the Variations entered in the selected Contract claim view.
Template View
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There are no options for the Contract Registers object.
Document Edit View
In the document select the relevant supplier and contract.
This displays the variations listing with Pending Variations having a check box to the left of the item so that the variations to be approved with the document can be included.
The Certification Date is a mandatory field while it is also expected that at least one variation will be checked for inclusion. If no variation is checked then a $0 value document will be generated.
The Approved and Possible Variations are listed for reference purposes, while the Rejected Variations are not listed.
Document Output View
The resulting document output presents the Variations selected and a summary of the contract value based on the approval of this Variation Approval document.
P a g e | 43
Signing off the Variation Approval document commits the Variation value to the contract changing the status of the Variation to Approved and increasing the agreed contract value. In the summary view of the contract the Adjusted Contract value will increase by the value of the newly approved variation while the Potential Variation column value will decrease by the same value.
Custom Check List & Custom Drop Down List
These lists are used to provide selection options that are specific to the organisation or programme
using UniPhi. The details of the lists are added by a UniPhi administrator.
Source of Data
Both of these input objects are configured in the Methodology -> Custom Lists tab.
A Custom Drop Down list is a selection list that caters for one selection from many options.
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A Custom Check List provides for presenting a selection of options in the resulting document that can
be checked for the items that are applicable.
In the above examples some custom lists have been created. Use the icon to create a new list
of the appropriate type.
Both lists are created in the same way the output differs based on which list type was used to Add the
new list. Enter a List Name and then the items for the list separated by a Return (carriage return/line
feed).
The result can be checked with the List Preview option
Template View
The Custom Check List provides a number of options for the output format in the Document Edit view
and resulting Document Output.
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Select the relevant Check List and the preferred Column Layout option.
The Custom Dropdown Lists are presented in a similar manner. Select the relevant Dropdown List.
There are no presentation options for this object.
Document Edit View
For the Custom Check List select the relevant items by checking the appropriate box.
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Select the relevant option from the Dropdown List.
The Custom Dropdown List also provides for a manual entry if the list does not provide an appropriate
option for the specific document. Entering data in this field is recorded for this document only.
Document Output View
The custom lists present the selected options from the document edit view.
Date Selector
The Date Selector input object provides for either manual entry or a calendar selector.
Source of Data
The source of the data is the document creation/edit process. This date is not linked to any existing
data and is relevant to the presentation in the document output.
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Template View
The template Input Object includes options for the date format in the document by selecting from the
sample list in the Date Format selector.
The date format is set from the template and cannot be modified in the document.
Document Edit View
In the Document Edit View the date selector is a simple entry field.
Dates can be keyed manually.
Dates can also be selected with the calendar tool.
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Document Output View
The date selector field can be visible in the document output. A more appropriate Step title might be
entered instead of Date Selector. i.e. Invoice Date or similar relevant to the type of document.
The date selector field can also be hidden from the document output and a template variable can be presented in an appropriate format in a Rich Text box.
If in the document edit process the date is selected as shown here.
Then using the template variable of $document.date will automatically populate that field from the Date Selector.
Example of "$document.date": 20/12/2012
Note that if more than one Date Selectors are used in a document template, only the last entered date will be displayed.
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Distribution List
A distribution list is used to validate the transmittal records for specific documents. While transmittal
records are automatically maintained for documents emailed from UniPhi the use of a distribution list
provides for standard roles to be nominated for inclusion as defaults for specific document types.
Source of Data
The source of the data is the Resource List for the project.
Template View
There are no options for this input object.
Document Edit View
The document edit view displays the list with check boxes for the team members that are to be
included in the distribution list.
There is an option to Select All or to Select None depending on the individual check box selections.
Document Output View
The listing is a simple output with the team members name, role and organisation name if it is in the
system.
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Document Selector
The Document Selector provides for selecting from a list of existing documents for the project in the
UniPhi Document System. The documents must be Signed Off status to be included.
Source of Data
The Document System for the project.
Template View
The Document Selector provides a default template filter option when preparing a template.
The selected filter can be overridden at the document edit view.
Document Edit View
The document edit view provides for filtering for a specific template type and then selecting a
document from the Select Document list.
Any document template may be selected as the default. If no documents using that template exist
when preparing a document based on this template then no documents will be listed in the Select
Document list.
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The default Template can be overridden during document editing.
Selecting an existing document is completed using the Select Document listing and the icon.
Having selected a document click the Add Selected Document icon
Once added the attached document is shown as a link within UniPhi.
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The document will be displayed under a heading of selected documents.
Additional documents can be added by selecting a second or subsequent document and using the
Add Selected Document icon.
Removing an incorrectly selected document is done by clicking the remove icon.
The default view in the document output view is a hot link to the document in UniPhi.
Document Output View
There are two different outputs for this object.
In the on screen view for a team member with access to UniPhi the ‘attached document’ is shown as
a hot link within UniPhi.
Hover the point over the hot link will display as an option to view the attached document directly.
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The PDF output however is different as the PDF must be universal and all recipients of the PDF
output may not have access to the UniPhi system directly and therefore the ‘attached’ document
appears as an attachment rather than a link when the document output is sent to a PDF format.
Document Version History
The document history object provides a listing of all the edit sessions for the document.
Source of Data
The source of this is the document version history. This is not visible anywhere else in UniPhi.
Template View
There are no options for the Document Version History object.
Document Edit View
Documents that are in private mode are not version controlled and will always appear as version 1.
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While documents are in Draft, Open for Review, or Awaiting Sign-off the version number will
increment.
If a document is set to Draft status when first saved then that status will appear against version 1.
Once a document is signed off this object is completed and any further revisions will be noted against
a new document copied from the original.
Document Output View
The document output is a simple table reflecting the same data.
Embedded Document
Allows you to embed a previously prepared document into the document that you are generating.
Source of Data
The selection of a document to embed can be made from any document within your project, so long
as the document you are selecting has been signed of (draft documents may not be embedded)
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Template View
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Document Edit View
File Upload
The file upload object provides for the inclusion of documents prepared with other software
applications including AutoCAD, Microsoft Office Suite, or any other software application.
This object provides for a single file to be uploaded in the step.
For multiple file uploads see the next object File Upload (Multi)
Source of Data
The document authors local or network accessible file storage drives.
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Template View
The document template view provides for attaching a default document. This can be used to distribute
a standard form or file with the document prepared from this template.
Document Edit View
The document edit view displays an option to browse to the authors file storage i.e. C:\ or a networked
drive using a standard browse window.
The selected the file will be uploaded from the local storage to the UniPhi server and a file description
can also be entered by the author.
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The file is uploaded after a Save or Save & Continue option is selected.
The document is shown as already attached.
If a new document is selected the existing one will be dropped from the list and the new one will
replace it. This is a single attachment option.
Document Output View
The uploaded file is displayed as a link in the on-screen view or as an attachment in a PDF.
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File Upload (Multi)
The File Upload (Multi) object provides for multiple file attachments particularly suited to Document
Management processes for the project. Common applications are for architectural drawings, external
reports, calculation worksheets (Excel, etc.), Cost Plans & Reports (Cato, BuildSoft, etc.) where
parties external to the team using UniPhi are providing documentation using other software
applications.
Source of Data
The document authors local or network accessible file storage drives.
Template View
There are no options for this input object.
Document Edit View
The File Upload (Multi) object appears similar to the single File Upload object. The difference is that
more than one file can be uploaded from the Browse window using the Ctrl click or Shift click options
as with a normal Windows selection process.
The Description field is provided to enter an overview of the group of selected files in the output
document.
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In this case 3 files have been selected for uploading.
As each document is processed a progress bar and activity wheel will display the progress of the
upload.
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Once completed the files will be display within the header of Existing File(s):
Each file has an individual description field for cases where the file name is ambiguous or not
descriptive of the content of the file. If the file names are indicative and sufficiently unique for the
intended audience of the output document then these descriptions may be left blank.
When editing an existing document with a File Upload (Multi) object the view will appear as above. If
additional files are added to the document or existing files are removed the changes will be displayed
within the document as a version control record. The previously uploaded files are never deleted from
the system just the connection to the document version is cleared.
In this screen one of the previously uploaded files has been removed and a new file added.
While a document is in Private status the file uploads can be changed at any time and will always
reflect Existing uploads as version 1 of the document.
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Document Output View
The on screen document output view provides for a hot link to the document that will download the
attachment to the readers’ local computer. An option to Download All is also provided.
Note that the Download All will provide the download as a single zip file in order to reduce the
download time and minimise the risk of download errors.
Once a document is moved out of Private status the version control process will track the changes to
the file uploads.
In this case there is a new attachment, 3 existing attachments and a deleted attachment noted in the
record of the file uploads. This is reflected as Version 1 of the document.
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Editing the document again and saving as Draft mode highlights the changes to the uploaded files in
this new version.
Reviewing the earlier versions of the document will reveal the original file uploads and make them
accessible if required.
Graph Selector
The Graph Selector provides for the inclusion of charts and graphs based on the data within the
UniPhi system. Similar to the charts viewed on the dashboard screens this object caters for including
these charts in progress reports.
Source of Data
The source of this data is from the statistical and financial information for projects and portfolios in
UniPhi.
Template View
The Template view of the Graph Selector provides a number of options. The Template Mode is set for
a Project view in the top example.
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The Template Mode is selected as the Portfolio view in this example.
The difference being that the Portfolio filters are included in this view.
The Graph type selector presents the standard graphs that can be selected.
Selecting a Graph type and clicking the icon, adds that graph.
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Adding a second graph displays the placement area.
Removing a graph can be done with the red delete icon to the right of the graph placement area.
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Document Edit View
The author of the document can still add further graphs when editing the document.
Note that depending on the computer or device screen size there may be overlapping of the graph
with the Steps listing when editing a document with this object.
The method to get around this is to adjust the size of the browser window to accommodate the graph
width.
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Document Output View
Both the on-screen and PDF view of the document presents the selected graph.
Invoice
The Invoice object is used with Revenue contracts to generate a client invoice. It is also used for
Credit Note preparation by way of processing a negative claim. Two distinct templates would be used
so that the presentation of the data is clear to the recipient.
Balancing Invoices are also prepared using this object to cater for opening balance entries where
contracts with clients are commenced in UniPhi when there are existing balances in another system.
Source of Data
The source of this is the Contract Claim values and client information for a Revenue Contract on a
project.
Template View
When preparing an invoice template there is a single option for nominating it as a Balancing invoice.
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As the explanatory text states, a balancing invoice will not be issued with an invoice number and will
not be exported via the accounting system interface (if one is used). The purpose of a balancing
invoice is to align the values in the UniPhi system with the relevant finance system.
Document Edit View
When editing an invoice document it is generally launched from the Contract Claim screen and there
is an expectation that the claim information has already been prepared on that screen and saved.
The default contract selection will be based on the contract that the document was started from. If the
invoice is not triggered from a contract then the author will need to select the appropriate Supplier and
Contract.
Tax is automatically calculated based on the Tax Rates set in the system.
The Invoice Date is a required field. The Due Date is automatically calculated based on the Contract
header Payment Terms field. Both of these fields can be adjusted via the calendar tool or by manually
entering a date to the field.
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The Column Layout provides options for the display of the line items and will default to the most
appropriate for the data being presented. However this can be changed to another layout if desired.
The Invoice Paid option is a 100% payment option for use where the client has already made the
payment and this document is being processed for documentation purposes. The balance of the
invoice is assumed to have been paid and the Total Outstanding is reduced to zero.
In this case there is only one line item with a claim value. The other line items are zero value and the
check box to the left of the line allows for the zero based line items to optionally be included in the
invoice. The inclusion of zero based items might be to inform the recipient that there were no charges
for the service or item for the period.
Including a Rich Text box after the Invoice step provides for presenting payment
options like direct bank deposit details.
Including a File Upload (Multi) object in the Invoice Template caters for inclusion of
supporting documentation like receipts for disbursements.
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Document Output View
Both the on-screen and PDF view of an Invoice object are similar to this.
Invoice numbers are only ever added after the invoice document is signed-off in
UniPhi.
The number sequence should be consistent with the Invoice numbering system in the
finance system if it is interfaced with UniPhi and all invoices should be issued from
UniPhi.
Issue Details
The Issue Details object provides for a listing of filtered issues for the project or portfolio including
listing the Actions within the Issues and assignment details. Parent and Child projects can be ‘rolled-
up’ with this object.
Source of Data
The source of this data is the Issues system for the project or portfolio.
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Template View
The Template Mode option is set for Project in this example of the options.
While the Portfolio view is selected in this example.
The primary difference is that the Portfolio view presents the Portfolio filter selection options as well as
the Issue filters.
The two bottom fields are Issue Custom Fields that have been included to highlight how Custom
Fields can also be used to pre-filter the information that will appear in the document.
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Document Edit View
When creating a document with the Issues Detail object the filters can be used as per the template
setting or adjusted to suit the audience.
The Column headings of Issue, Rating, Assigned To, Completed and Due Date can be clicked to
change the sort order of the listing.
The check boxes to the left can be used to include or exclude particular issues.
Document Output View
The on-screen and PDF views of the Issue Details list including the Actions
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Issue Selector
The Issue Selector provides for the selection of a single issue. It is used to connect a document with
an Issue so that record management, particularly of Issue responses, is completed with visibility of the
associated documents listed in the Issue details.
Source of Data
The source of this data is the Issues system for the project or portfolio.
Template View
The Issue Selector objects provides two filter options that can be set in the template but overridden in
the document if required.
Document Edit View
When preparing a document with the Issue Selector object the Issue Filters selected may filter out all
issues. The author can modify the filter selections. If there are no issues the Select Issue drop down
list will be empty.
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Clicking on an Issue in the Select Issue dropdown will link this document to that Issue in the Related
Documents panel.
Document Output View
The output view is the Issue description which is also a link to the issue. Shown here with the section
title:
Issue Summary
The Issue Summary object provides for a listing of filtered issues for the project or portfolio as a high
level summary. Unlike the Issue Details object the Summary excludes listing the Actions within the
Issues. Parent and Child projects can be ‘rolled-up’ with this object.
Source of Data
The source of this data is the Issues system for the project or portfolio.
Template View
There are two views based on the Template Mode option.
This example is set for the Project view of the options.
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While the Portfolio view is selected in this example.
The primary difference is that the Portfolio view presents the Portfolio filter selection options as well as
the Issue filters.
The two bottom fields are Issue Custom Fields that have been included to highlight that Custom
Fields can also be used to pre-filter the information that will appear in the document.
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Document Edit View
When creating a document with the Issues Detail object the filters can be used as per the template
setting or adjusted to suit the audience.
The Column headings of Issue, Rating, Assigned To, Completed and Due Date can be clicked to
change the sort order of the listing.
The check boxes to the left can be un-checked to exclude a particular issue.
Document Output View
The on-screen and PDF views of the Issue Summary list is a simpler format than the Issues Details
listing as it does not present the issue action information.
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Periodic Custom Fields
Periodic Custom Fields can be added to projects to provide for collecting monthly values. This object
provides for reporting on the statistics recorded in those fields.
Source of Data
Project Custom fields are added in the Methodology -> Projects settings area of UniPhi. The
configuration of these is addressed in the Systems Administrator Manual.
Periodic Custom Field values for a project are edited from the Project Summary screen.
The values are recorded by the appropriate team member (probably the Project Manager) during the
course of the project.
Template View
Where there are a number of different periodic custom fields, i.e. Safety or Financial, they can be
filtered by the appropriate Category.
Document Edit View
When editing a document with a Periodic Custom Fields object, any relevant numeric field will be
included in the listing. The listing includes the selected period and the accumulated whole of project
values. Note that the To Date column heading assumes that the report is prepared within the relevant
period and reflects the total for the life of the project to the end of the selected period.
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Document Output View
The resulting table is simply displayed with the step heading
Retrospective reporting will only show the To Date value for the selected period.
Using this object immediately before or after a Rich Text object will allow for providing
some descriptive text relevant to the statistics. Setting the step heading option to
‘None’ will present the results as if the heading, description and statistics were a single
section in the document.
Periodic Issue Count
This object provides statistical information relating to Issues for the selected period.
Source of Data
The source of this data is the Issues system for the project or portfolio.
Template View
There are two views for this object when preparing a template.
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The Template Mode set to Project will limit the option for filtering on the Issue Category as a default
filter for the document edit process.
When the Portfolio Template Mode is selected, the filters for the broader portfolios are made available
for setting as defaults.
When creating a report relating to a single project use the Project option. If creating a template for use
with portfolios or parent projects use the Portfolio option and pre-select the relevant filters.
Document Edit View
When editing a document that includes this object, the view will vary dependant on the selections and
the configuration of the Issue Custom Fields and Custom Field categories.
The Periodic Issue Count object defaults to Issue Category of All and will display the current relevant
financial period.
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The data is presented for the period selected, and for the whole of project to the end of the selected
period.
Selecting a specific category changes the view to include any Custom List fields.
The Issue Custom List selector will default to the first of any list type custom fields. In the above example ‘None’ has been selected to show that the Issue Category will be summarised to a single set of values for the period and the To Date total.
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If a specific list is selected then the values will be based on the list content selection values.
For clarity, the source of the data for this example is an issue raised and assigned to the Human Resource category with the ‘Testing an HR field’ value selected as Item/Name 1
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Document Output View
The resulting document output is simply the table as viewed in the document creation phase.
Progress Claim
The Progress Claim object provides for documenting and processing of Cost Contracts with Simple
Claims set for a project. This is not an option for Revenue Contracts (Use the Invoice object for
Revenue claims).
Source of Data
The source of this is the Contract supplier information for a Cost Contract on a project, and the
amount being claimed against specific contract deliverables.
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Template View
The template view provides only for the selection of the Progress Claim object. There are no options
to select.
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Document Edit View
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The Select Contract option allows for selection of the relevant contract. The Certification date, and
Contractors Claim date are both mandatory fields. The Tax value is automatically calculated based on
the Tax settings in the Admin area and should not be changed without administration approval.
Document Output View
The output view includes an auto-incremented Claim number and the details as set in the document
creation phase.
The Claim No: value is controlled by the number of documents issued within the
selected project. If documents are created but left in private mode the claim number
will still be allocated to that document and any claim should be validated for the correct
issuing sequence before sign-off.
A template that uses the Progress Claim object will automatically appear in the Related Templates panel within the contract
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Project Costs
The Project Costs object is designed simply as a data presentation tool.
Source of Data
The data source is the Cost system values for the relevant project.
Details are changed within the relevant Cost Project Budget screens before inclusion in a document.
Template View
Selecting the object in the template is sufficient. There are no options for this object.
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Document Edit View
Select the appropriate Cost Code Chart from the selector box, and specify the depth of detail you
would like displayed (eg Level, 1, Level 2, Level 3, etc)
Document Output View
The output document will simply reflect the same view of the cost information.
Risk Details
This object provides for a filtered listing of Risks for the project.
Source of Data
The source of this data is the Risks system for the project.
Template View
The template creation phase allows for a number of options to be selected.
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These options provide the default settings for the resulting documents but the selections may be
changed during the document creation phase.
Document Edit View
The main screen is a table of the Risks listed based on the selected filters.
The column headings in the table provide for sorting. Where a heading changes the mouse pointer
clicking will sort in ascending order while a second click will change to descending order.
While the default settings for the presentation are set in the template they can be changed in the
document preparation phase like the option for adding the matrix or not.
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Document Output View
The output is the resulting table based on the filters and sort sequences selected in the document
preparation phase.
Risk Summary
This object provides for a summary listing of Risks for the project
Source of Data
The source of this data is the Risks system for the project.
Template View
The template creation phase allows for a number of options to be selected.
These options provide the default settings for the resulting documents but the selections may be
changed during the document creation phase.
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Document Edit View
The main screen is a table of the Risks listed based on the selected filters.
In the example the Risk Matrix has been selected for display. This matrix is the same for both the Risk
Summary and Risk Detailed template objects.
Document Output View
The output is the resulting table based on the filters and sort sequences selected in the document
preparation phase.
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Team Selector
The Team Selector option allows for selection of multiple Team Members from the Internal Resource
Pool and assigning them to a specific role for the project.
Source of Data
The Internal Resource Pool for the UniPhi system. Generally this is all the internal organisation team
members.
Template View
Document Edit View
When editing the document simply place a tick against the team members to be added to the
document
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Document Output View
In this example three team members have been selected.
Team Selector (Single)
The Team Selector (Single) option allows for selection of a single Team Member from the Internal
Resource Pool.
Source of Data
The Internal Resource Pool for the UniPhi system. Generally this is all the internal organisation team
members.
Template View
The template object selector only provides one option to select the role that will be assigned to the
selected resources during document creation.
Document Edit View
When creating a document the selection of a team member will include them in that role.
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Document Output View
In this example the selected resource will appear in the output document.
Textbox (Multi Line)
This field is a larger text box providing for descriptive information to be recorded. Similar to the
Textbox (Single Line) except that it provides a larger field size.
Source of Data
The data source for this is the author during document creation.
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Template View
There are no options for this object other than providing for some default text to be displayed.
Document Edit View
There is a minimal set of controls for the text formatting in this object.
Document Output View
The entered text is displayed in multiple lines as formatted.
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Textbox (Single Line)
This is a field that is a single line of text that can include numbers. It is useful where there is a piece of
information such as a short description or a value collected from an ad hoc source to be inserted into
the document.
Source of Data
The data source for this object is the author during document creation.
Template View
There are no options for this object other than providing for some default text to be displayed.
Document Edit View
Enter a single line of text or as a simple data entry field for a name or numeric data.
Document Output View
The entered text is displayed as a single line.
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Textbox (Rich)
The Rich Text Editor is the main control used in UniPhi documents. The details of this are covered in
the Document Management Manual but the use of this object in the template provides additional
features that are not available during document preparation.
Source of Data
The initial source of the data is any text entered during the template preparation and the values of any
Template Variables embedded in that text. Supplemental data source is the author during document
preparation.
Template View
There are no specific options for the Rich Text box object but the controls in the toolbars in the
template view are slightly different from the document edit view.
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The variable icon provides for adding template variables to the document in the Rich Text box.
The available variables will depend on the other objects in the template. For example Contract related
variables will only be available if a Contract selector object is also present as that object would
determine the relevant contract to be used with the variables.
Document Edit View
The document edit view provides for all the standard controls except the template variable tool is no
longer available and the Resource Details selector replaces it.
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The template variables added in the template default text are converted to the values found in the
UniPhi database for the project context.
The invalid template variable $project.name (should have been spelt as $project.name) appears as
black text indicating that it is being treated as plain text due to not be recognised.
The red text for the $Resource ('Program Manager').Organisation indicates that the variable is valid but that
the database does not have a value for the requested variable.
A complete list of text box formatting controls is included in the Document Management Manual.
A complete list of template variables is included as an appendix to this manual.
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Document Output View
The output of the document will display as text formatted by the organisation style sheet information.
Template Variables
The Template Variables are configured in the Admin -> Template Variables section of UniPhi.
The Scope option to the right provides for filtering on relevant context for the variables like Resources, or Contracts.
A variable can be added if the administrator has sufficient understanding of SQL and the UniPhi or related databases. Note that if any database on the same server can provide input for template variables. This should be discussed with UniPhi support for the specific installation before doing so.
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Appendix 1: Input Object ListingUser Control
Function
Accounting Costs
Lists all expenses of a project including actual expenses, forecast, total costs, budget, and variance.
Auto Number Automatically generates a sequential document number. Increments by one for each instance of a document based on the same template within a project.
Change Request
Provides for the selection of a single Change Request for reporting or external approval process.
Change Request Summary
Presents a summary of all Change Request recorded for the project.
Contract Deliverables
This is the crucial control to create contracts in the system. Any template that contains this user control will be available to project managers in the contracts system. The control allows the user to select a supplier and list deliverables that must be delivered by that supplier on a project as part of their contractual obligations. It can include an amount per deliverable and a date of delivery (these are not compulsory fields). Even though it is not compulsory to apply a value to a deliverable, a value must be applied to at least one deliverable to be able to manage the contract value
Contract Details
More correctly this is a contract selector to allow for a document to be linked to a contract without presenting any specific details. The purpose is to allow for associating documents with specific contracts for records management.
Contract EOT This is the time extension control for a project / contract where the schedule is to be adjusted within the terms of a contract.
Contract Registers
Presents details relating to contract related documents.
Contract Variations
This is the crucial control to create variations to contracts in the system. This control allows a user to select the contract on a project that is being varied and then enter the deliverable variations and the value of the variation.
Custom Checklist
This allows access to select Custom Checklist that has previously been created in the methodology section of UniPhi.
Custom Drop Down List
This allows access to select Custom Drop Down list that has previously been created in the methodology section of UniPhi.
Date Selector Enables a date to be selected from a calendar. Data stored as text not as a date
Distribution List
This allows the selection of resources from the project team and shows their contact details (email)
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User Control
Function
Document Selector
Allows user to attach signed off documents (the child files) into a new document (the parent file). If the parent file is viewed in a browser, the child files can be viewed by clicking on the link the parent document. If the parent document is sent as a pdf file, the child files are pdf file attachments in the parent document.
Document Version History
Presents a listing of the edit records of a document.
File Upload Allows the user to upload or attach a single ad hoc document.
File Upload (Multi)
Provides for selection and upload of multiple files to the document.
Graph Selector Provides options for selecting data from the system and representing it as a graph or chart. Note that the graphs are of a predetermined style that ensures compatibility with both the on screen and PDF output format within the installed style sheet options.
Invoice Enables an invoice to be generated. Associated with a Revenue Contract in the project. Credit Notes are processed as negative value invoices using the same object.
Issue Details Provides for presenting detailed information from the Issues recorded in the system. Includes many selection options for Projects and Portfolio views. Includes Issue Action items.
Issue Selector Associates a document with a specific issue. Used in a document template with the Contract Selector allows for linking RFI’s and similar documents to the issue / correspondence records and the related contract documentation.
Issue Summary
Provides for presenting detailed information from the Issues recorded in the system. Includes many selection options for Projects and Portfolio views. Excludes Issue Action items.
Periodic Custom Fields
Will output a table of periodic project custom fields for the selected category. The custom field must also be of type numeric.
Periodic Issue Count
Provides for numeric evaluation of Issue records for a project or portfolio.
Progress Claim
This is the crucial control to create claims on contracts. This control allows you to select a contract and enter a valuation to date amount. The system will then calculate the amount of the claim based on claims to date.
Project Costs Lists all financial costs of a project including committed costs, forecast to complete, total costs, budget, and variance.
Risk Details This is extracted from the risk system and provides the risk details of the rating you requested, for example all high risks
Risk Summary Overall summary of risks attached to the project
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User Control
Function
Team Selector (Multi)
This selection will enable multiple staff to be selected at this step. Note the template will ask if this selection should involve role assignment. It is possible to assign roles through documentation rather than through the resources tab.
Team Selector (Single)
This selection will enable single staff to be selected at this step. Note the template will ask if this selection should involve role assignment. It is possible to assign roles through documentation rather than through the resources tab.
Textbox (Multi Line)
Text entry box for multiple lines of text
Textbox (Rich) Text entry box where you can enter a table and graphics
Textbox (Single Line)
Text entry box that requires single line of text to be entered
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Appendix 2: Template Variable Listing The variable name is the value that needs to be entered into a Rich Text box object for a
document.
The Description explains what data is presented.
The Scope relates to the information that is presented and a pre-requisite that this information
is available in the document, i.e. variables with a scope of Contract will only work if there is a
Contract based object in the template as well.
The Output type relates to the expected output from the database.
Variable Name Description Scope Output Type
$chart.budgetBudget for the selected chart of accounts Chart of Accounts Single Item
$contract.basicHeadingSummary
Sum of hours and total amount of deliverables grouped under each basic heading Contract Table
$contract.current_value
Current value of the contract plus approved variations and disbursements Contract Single Item
$contract.deliverableList
List of contract deliverables grouped under each basic heading Contract Ordered List
$contract.original_valueOriginal contract value before any variations Contract Single Item
$contract.practical_completion_date
Practical completion date of the selected contract Contract Single Item
$contract.principal.addressContract's principal's address Contract Single Item
$contract.principal.company Principal's company Contract Single Item
$contract.principal.nameContract's principal name Contract Single Item
$contract.start_dateStart date of the selected contract Contract Single Item
$contract.supplier.addressContract supplier's address Contract Single Item
$contract.supplier.company
The company of the supplier for the selected contract Contract Single Item
$contract.supplier.name
The name of the supplier for the selected contract Contract Single Item
$contract.total_claimedValue of contract claimed to date Contract Single Item
$contract.variation_valueTotal value of variations for this contract Contract Single Item
$date.now Today's date Date Single Item
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Variable Name Description Scope Output Type$document.date Date Date Single Item
$document.autonumberAuto number from a document Document Single Item
$Resource('Role Description').SignatureResource signature block Document Single Item
$project.ID Project number Project Single Item$project.name Project name Project Single Item
$project.ResourceRateAndPositionProject - Resources, position and their rates Project Table
$Resource('Role Description').Address1 Resource address1 Resource Single Item$Resource('Role Description').Address2 Resource address2 Resource Single Item
$Resource('Role Description').AddressBlock Resource address block Resource Single Item$Resource('Role Description').Email Resource email Resource Single Item$Resource('Role Description').Fax Resource fax Resource Single Item$Resource('Role Description').Name Resource name Resource Single Item$Resource('Role Description').Organisation Resource organisation Resource Single Item$Resource('Role Description').Phone Resource phone Resource Single Item$Resource('Role Description').Postcode Resource postcode Resource Single Item$Resource('Role Description').State Resource state Resource Single Item$Resource('Role Description').Suburb Resource suburb Resource Single Item
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