Documents Docume… · Web viewDocuments in UniPhi are prepared based on standard templates in a manner similar to any of the word processing ... The radio button to the left selects

UniPhi 10

Document Templates

Management Manual

ContentsDocuments........................................................................................................................................... 6

Benefits of UniPhi Templates and Documents..............................................................................7

Templates............................................................................................................................................. 8

Template Categories........................................................................................................................9

Adding a New Category.................................................................................................................. 9

Template Listing............................................................................................................................. 10

Creating a Template.......................................................................................................................... 11

Template Configuration Details....................................................................................................13

Template Data Entry Details..........................................................................................................18

Template Variables........................................................................................................................ 24

Template Output Order.................................................................................................................. 27

Template Input Objects..................................................................................................................... 28

Accounting Costs.......................................................................................................................... 29

Auto Number.................................................................................................................................. 31

Change Request............................................................................................................................. 33

Change Request Summary............................................................................................................35

Contract Deliverables.................................................................................................................... 37

Contract Details.............................................................................................................................. 39

Contract EOT.................................................................................................................................. 41

Contract Registers......................................................................................................................... 43

Contract Variations........................................................................................................................ 44

Custom Check List & Custom Drop Down List...........................................................................46

Date Selector.................................................................................................................................. 49

Distribution List.............................................................................................................................. 51

Document Selector........................................................................................................................ 52

Document Version History............................................................................................................55

File Upload...................................................................................................................................... 56

File Upload (Multi).......................................................................................................................... 58

Graph Selector............................................................................................................................... 63

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Invoice............................................................................................................................................. 67

Issue Details................................................................................................................................... 71

Issue Selector................................................................................................................................. 73

Issue Summary............................................................................................................................... 74

Periodic Custom Fields................................................................................................................. 76

Periodic Issue Count..................................................................................................................... 78

Progress Claim............................................................................................................................... 82

Progress Claim Detailed................................................................................................................85

Project Costs.................................................................................................................................. 91

Project Milestones......................................................................................................................... 94

Risk Details..................................................................................................................................... 96

Risk Summary................................................................................................................................ 97

Team Selector (Multi)..................................................................................................................... 98

Team Selector (Single).................................................................................................................. 99

Textbox (Multi Line)..................................................................................................................... 100

Textbox (Single Line)................................................................................................................... 101

Textbox (Rich).............................................................................................................................. 102

Appendix 1: Input Object 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.

UniPhi Logo:

The UniPhi logo denotes a step by step activity to be completed using UniPhi by

the participant relative to the section it is located in.

Key:

The hand holding the key 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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Benefits of UniPhi Templates and DocumentsReduce Duplication of effortUniPhi templates use template input objects which draw on the data in the UniPhi database to auto

generate information that has been input for the project. This saves duplication of effort using

traditional copy and paste techniques that are required to prepare documents.

Standardise Styles The templates use style sheets that set the business style for documentation. This can include font

formats, heading styles, cover sheets for presentation documents, placement of logos, page breaks

and formatting providing consistency to all program documentation.

Consistent Output: UniPhi uses templates which enable administrators to

provide a preformatted standard for documents. This reduces the time to create

documents for the end user. Administrators control the creation and changes to

all templates.

Version ControlUniPhi document management is a version control process that records all changed documents

between the Draft and Sign-off status of a document. This includes the ability to revert back to

previous document versions. Once signed-off a document is locked and cannot be changed. It may be

copied and a new version control cycle commences on the copied document.

Workflow ApprovalsDocuments can have a workflow declared to provide for sign-off responsibilities through the project

roles. This ensures that appropriate authorisation and visibility of documents is maintained for the

organisation across all projects.

Transmittal RecordsThe facility to email documents internally and externally also records the date and time of transmittal.

Team members who access UniPhi receive a link to the document, and external contacts such as

contractors receive a PDF version as an attachment.

Re-use Existing DocumentsAny documents that have been created in UniPhi can be copied as a whole or in part to other

projects.

For example if you have a standard audit that is carried out for clients you can copy a similar proposal

and map the document to a new project, edit fees etc. and then email to your client.

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TemplatesThe Templates management system is found under the UniPhi Methodology system.

There are three panels on this screen. At the top left is the main Document Templates panel that lists

all the templates in the UniPhi installation.

In the upper right side is a smaller panel that highlights Recently Used Templates.

This panel nominates 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 main Document Templates panel is the Template

Categories panel.

This list enables adding a new category, Editing or Deleting an existing category.

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Template CategoriesTemplate Categories are used to assist with identifying templates in groups that are relevant to their

application. Depending on the purpose of the UniPhi installation these categories could distinguish

templates for:

Different business units in a larger enterprise

Different legal entities sharing a single deployment

Specific corporate or government regulation processes

Regardless of the purpose the Templates Categories can assist with filtering for Templates when

looking to start a new document and filtering the documents created using the templates.

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.

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.

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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.

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.

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Creating a TemplateThe process of creating a new 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.

The screen consists of three panels:

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.”

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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.

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.

Click the relevant roles.

New Template

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The main panel on this screen is the New Template section which 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.

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Template Configuration DetailsThe template configuration panel as mentioned on the previous page provides for the meta data and

control characteristics of the template and its resulting documents.

Immediately above the New Template panel is a selection box which has ‘New Template’ in it.

The purpose of this drop-down is to allow for quickly swapping between templates when selecting one

for editing. Particularly if trying to locate a specific template among many with similar names.

Click on the drop down list and select the relevant template to swap to.

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The controls provide for cancelling the new template or saving the current

information and moving to the next stage of the template creation process.

The following lists all the fields in the New Template panel:

Template Name A unique name for the template.Template Description A description of the content and purpose of the templateMinimum Access Requirements to View Documents

Aligns UniPhi licence as a control level for the template and any resulting documents.

Project Phase of Template Select the applicable lifecycle phaseDocument is Mandatory Checkbox to set Mandatory optionOnSite Compatible A template that is compatible with the UniPhi OnSite mobile

applicationsTemplate Category The template category selector to place this template in a

category.Default Style sheet Select which style sheet will be used by default when saving a

resulting document as a PDF or sending via email.Document Options The three check boxes for Signatures, Comments, and

Transmittal provide for the default selections when printing or emailing a document. Refer to the Document Management Manual for more details.

Email View This sets the default selection for the email address list when preparing to email a resulting document.

The following pages provide more details relating to each of the fields.

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

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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.

Document is Mandatory

Flagging a document as mandatory will provide a control process for the completion of documentation

requirements in the organisations methodology.

Mandatory documents will not impact a project being moved to a completed

phase. If they did then there would be requirements for completing

documentation on projects that are cancelled. Allocating mandatory templates to

the penultimate open phase can be done but will not have any effect.

When a template is flagged as Mandatory there must be an associated Lifecycle Phase selected in

the Project Phase field. Because the completed project phase is not tested, assigning a mandatory

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template to the last open phase in the lifecycle will be ineffective. In the example Close Out should not

have any mandatory templates as the next phase is a completion phase.

Any project in the UniPhi system will be checked when the Lifecycle Phase of the project is changed

and if any Mandatory templates exist for that phase then the system will prevent the Lifecycle change

until the relevant signed-off documents exist.

In the example the Concept Scope of Work template has been made mandatory for the Concept

lifecycle phase. Attempting to change a project to any Awarded phase lifecycle will trigger the above

warning and prevent the change of Lifecycle from being saved.

Moving a project back from an Awarded phase to a Pre-award phase will not

trigger the control test. It is assumed that moving a project ‘backwards’ is due to

an error in advancing it to an Awarded phase.

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

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your mobile devices, ticking the OnSite Compatible box will perform a quick test and inform you of any

incompatible steps.

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.

Selecting will create the template in the system and progress to the setup for the data

entry steps in the template.

As a minimum a new template must have a name before it can be saved.

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Attempting to save a template without the name field will show the “Please enter a name” message on

the screen and will not allow the save to occur. Selecting Cancel will cancel the activity. Saving a

template with the name will include it in the template listing as an empty ‘shell’.

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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.

The main panel presents the following controls:

Step Number This is a display only value to highlight the

current selection in the sequence.

Step Title The title of the step which will be the section

heading in the resulting document if a heading is

shown

Step Description The step description provides for instructions to

the author of a document

Page Orientation Select either Portrait or Landscape mode

Page Break Insert page breaks with the step

Heading Style Select the heading style for the step

Hide Output Option to Hide the step from the output

document

Input Object Types Select the type of data object to be used

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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.

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.

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 boiler plate

type 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.

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

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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.

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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.

In the second screen the Contract and Chart of Accounts variables are included.

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Once a variable is selected from the pop-up window the $variable will appear in the text box.

In this example a number of template variables like, $project.name and

$Resource(‘Client’).AddressBlock, have been inserted into the text.

Testing a template is recommended in order to avoid invalid template variables being entered.

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 it

has no data to display and is highlighted in red.

For the purpose of testing the template the only one that did not work was the misspelt variable that

needs to be fixed by the template author.

The one without data is working and it is up to the author of the resulting document to address the

missing data relevant to their project. The template author can accept the template as working.

Administrators of UniPhi can access the Template Variables listing in UniPhi under the Admin ->

Template Variables tabs.

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.

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Template Output OrderThe 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.

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.

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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 a number of

these Input Objects that allow for presentation of project and portfolio data.

This listing is simply in Alphabetical order although most objects that relate to a common data source

are named consistently.

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 for a Portfolio view to be selected. i.e. Issues Detailed & Issues

Summary.

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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.

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 noting that in the above

example only the budget values are populated.

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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.

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Auto Number

This creates a sequential document number for each document based on the template within the

same project. It should 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 started and

where the record of the document is important even if the outcome is different.

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.

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In the resulting document the Auto Number value will not be shown until after sign-off.


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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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 Chats or Accounts,

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

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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

Change Request

The Change Request object is for selecting a single Change Request from the Change Requests

system 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 system for the project.

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Template View

There are no options for the template creation.

Document Edit View

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In the resulting document a selector will allow the author to choose the relevant Change Request

which will present all the relevant details.

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Change Request Summary

The Change Request Summary object displays a listing of all Change Requests from the Change

Requests system 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.

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.

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In the example output a single change request has 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

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In the resulting document the contract can be selected and can be displayed with or without the

schedule.


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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.


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.

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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.

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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.

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.

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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.


The document output includes a summary of the impact of the extension on the schedule of all the

EoT’s approved.

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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.


The resulting document output will display the selected listing.

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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

There are no options for the Contract Registers object.

Document Edit View

In the document select the relevant supplier and contract.

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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.


The resulting document output presents the Variations selected and a summary of the contract value based on the approval of this Variation Approval document.

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.

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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.

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).

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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.

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.

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Document Edit View

For the Custom Check List select the relevant items by checking the appropriate box.

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.


The custom lists present the selected options from the document edit view.

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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 edit process. This date is not linked to any existing data and is

relevant to the presentation in the document output.

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.

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Dates can also be selected with the calendar tool.


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.


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.


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 any recipient 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.

While documents are in Draft, Open for Review, or Awaiting Sign-off the version number will

increment.

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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.


The document output is a simple table reflecting the same data.

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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)

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.


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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The File Browse pop-up window format will depend on the web browser and operating system in use.

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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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.

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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.

The Template Mode is selected as the Portfolio view in this example.

The difference being that the Portfolio filters are included in this view.

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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.

Document Edit View

The author of the document can still add further graphs when editing the document.

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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.


Both the on-screen and PDF view of the document presents the selected graph.

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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.

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.

Typically there are three templates that use an invoice control:

Invoice: For issuing claims on a Revenue Contract where UniPhi is used

for Practice Management

Credit Note: For issuing Credit Notes against Revenue Contracts. Use negative values in the

Contract Claim screen. The purpose of the template is simply to provide clear identification of

the Credit Note as just that, so that the recipient does not treat it as another Invoice

Balancing Invoice: Generally only used when first deploying UniPhi. May be deleted once

UniPhi is implemented.

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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.

When saving the invoice step in the document if an invoice date is not entered an error will appear.

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 charge

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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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.

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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.

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 different 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.


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


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.


The output view is the Issue description which is also a link to the issue. Shown here with the section

title:

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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


Template View

There are two views based on the Template Mode option.

This example is set for the Project view 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 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.


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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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.

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Periodic Issue Count

This object provides statistical information relating to Issues for the selected period.

Source of Data


Template View

There are two views for this object when preparing a template.

The Template Mode set to Project will display only an 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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The resulting document output is simply the table as viewed in the document creation phase.

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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 Claim values and supplier information for a Cost Contract on a

project where the Simple Claims option has been selected for the contract.

The above contract creation screen displays the ‘Simple Claims’ option box checked.

For this example the Contract has been populated with 2 deliverables and shows the simple claim

screen set for $5000.

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

A template that includes this simple Progress Claim object will not present any contracts for claims if

there are none with the Simple Claim option checked.

Assuming that there is a Simple Claim type contract the following screen will be presented for

finalising the claim information.

The Select Contract option allows for selection of the relevant contract. The Certification date is a

required field. The Retention, Disbursements and Tax value fields can be adjusted while the

Disbursement cost code allocation can also be selected for appropriate budget value matching.

The Tax value is automatically calculated based on the Tax settings in the Admin area and should not

be changed without administration approval.

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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 be presented in the Related Templates panel for any Simple Claim contracts.

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Progress Claim Detailed

The Progress Claim object provides for documenting and processing of Cost Contract claims for a

project. (Use the Invoice object for Revenue claims.)

Source of Data

The source of this is the Contract Claim values and supplier information for a Cost Contract.

Template View

When creating a template with this object there are two options. The first is

As the explanatory text states, a balancing progress claim will not generate new actual cost values in

the system. The purpose of a balancing claim is to align the values in the UniPhi system with any

existing balances on an in-progress contract.

The Notes field provides for editing some default text that will appear in the resulting documents as

explanatory notes for the claim. This Notes value is NOT editable in the document preparation phase

and is designed to provide any standard legal information relating to the preparation of the claim that

needs to appear on all claim documents for the organisation.

Document Edit View

If there are no contracts for the project in the system then the following information will be displayed

and the contract selector box will be empty.

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Where a contract does exist the screen display is lengthy and is referenced here in two parts.

The upper section allows for the selection of the supplier and then a further selection of the contracts

associated with that supplier.

The View of the Progress Claim can be changed depending on the role that the organisation has with

the suppliers and the client for the project. Selecting Certification or Recommendation changes the

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information displayed from the Claim View of the Contract to the Recommendation view of the

contract.

The Certification view is where the organisation is acting as the Project Superintendent on behalf of

the client and certifying that the contract suppliers’ claim is paid.

Where the organisation is acting in a Cost Manager role then the view includes the recommendation

text and information relating to recommending that the contract suppliers’ claim is accepted.

The Recommendation view also adds an additional dollar value field for any Superintendent

Withholding value to be recorded.

The relevant date fields should be completed noting that the Previous Claim Certification Date is

provided to assist with highlighting that the new claim date cannot predate the previous claim.

The date fields are both required values.

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The lower section of the screen shows the details of the Claim to be Certified or Recommended

based on the selection for this claim.

The details include any relevant Variation claims as well as claims on the contracted deliverables.

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The document output view presents as a number of sections of information.

For both Certification and Recommendation the Detailed Progress Claim is the first section. This

includes all the dollar value summary information for the contract to date and the values for “this

claim”.

The output view includes an auto-incremented Claim number and the date details as set in the

document creation phase.

The Notes section information from the template text value is included just below the claim

information.

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The Recommendation option also displays the following Progress Payment Recommendation

Statement for the contract deliverables and Attachment information for the variations.

The Certification view displays the Deliverable and Variation summaries.

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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.

Document Edit View

If there is no cost information for the selected Cost Code the following message will be displayed.

Select the appropriate Cost Code Chart from the selector box.

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More complex Cost Charts will include multiple line items

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The output document will simply reflect the same spread sheet view of the cost information.

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Project Milestones

This object will present details from a Microsoft Project Plan if linked to the project.

Source of Data

The source of the data is the Project Schedule where a linked Microsoft Project file exists. The project

file is expected to be in XML format from either MS Project 2003 or 2010. MS Project XML format

2007 does not work.

Template View

Select the object for inclusion in the template.

Select the reporting period to be used.

Select the Milestones to be displayed.

This sets the defaults for a document that is generated with this template. The selections can be

modified during document creation.

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Document Edit View

If there is no related Microsoft Project file for the project then the following message will be displayed

when a document is being created.

The document creation phase allows for the Milestones to be selected or modified from the template

defaults.


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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.

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.

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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.


The output is the resulting table based on the filters and sort sequences selected in the document

preparation phase.

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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.

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.

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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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In this example three team members have been selected.

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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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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.

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.

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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.


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.

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.

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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.

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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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.

Progress Claim Detailed

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. You can have multiple deliverables with various reasons for variance.

Project Costs Lists all financial costs of a project including committed costs, forecast to complete, total costs, budget, and variance.

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User Control

Function

Project Milestones

Lists the milestones completed in a designated reporting period and highlights the milestones planned to be completed over the next reporting period. A status date must be set in MS Project when using this function.

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

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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