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KPOINT Online Project Collaboration Manual for End User

Edition 2.0 August 2013

Copyright © 2013, KetNoi Project Management Services Corporation (KPMS). All rights reserved.

Disclaimer

This document contains proprietary information and is protected by copyright and other intellectual property laws. You may copy and print this document solely for your own use in a KPOINT training course. The document may not be modified or altered in any way. Except where your use constitutes “fair use” under copyright law, you may not use, share, download, upload, copy, print, display, perform, reproduce, publish, license, post, transmit, or distribute this document in whole or in part without the express authorization of KPMS.

The information contained in this document is subject to change without notice. If you find any problems in the document, please report them in writing to: KetNoi Project Management Service Corporation, 9 PhanKeBinh Street, Dakao Ward, Ho Chi Minh City 70000 Vietnam. This document is not warranted to be error-free.

Trademark Notice

KPOINT is registered trademark of KPMS and/or its affiliates. Other names may be trademarks of their respective owners.

Table of Content

CHAPTER 1: INTRODUCTION TO KPOINT............................................................................. 5

1.1 KPOINT software features .................................................................................................... 6

Correspondence management .................................................................................................. 6

Reporting ................................................................................................................................. 6

Dashboard ................................................................................................................................ 6

1.2Access and Login ................................................................................................................... 7

1.3Overview and navigating in the software .............................................................................. 8

CHAPTER 2: WORKING WITH SOFT-COPY CORRESPONDENCE MODULE ................... 9

2.1 Overview and navigating in the Soft-Copy Correspondence module ................................ 10

Overview ................................................................................................................................ 10

Navigating .............................................................................................................................. 11

2.2Working with Soft-Copy Correspondence module .............................................................. 12

Compose a Soft-copy correspondence ................................................................................... 12

Events happened after the correspondence is sent ................................................................. 16

Read incoming soft-copy correspondence ............................................................................. 17

Response to a Soft-Copy correspondence ............................................................................. 19

Thread view ........................................................................................................................... 20

2.3 Working with Soft-Copy Correspondence Revision .......................................................... 21

2.4 Manage Soft-copy correspondences using folders.............................................................. 23

Folder Overview .................................................................................................................... 23

Create a folder ........................................................................................................................ 23

Group a Soft-copy correspondence into a folder ................................................................... 25

2.5 Search and filter correspondence ........................................................................................ 27

CHAPTER 3: WORKING ADDRESS BOOK ............................................................................ 28

3.1 Overview ............................................................................................................................. 29

3.2 Creating Favorite Contact Group ........................................................................................ 29

3.3 Creating and organizing Private Contact Groups ............................................................... 30

3.4 Using Favorite Contact Group and Private Contact Groups ............................................... 31

CHAPTER 4: WORKING WITH REPORT MODULE .............................................................. 33

4.1 Overview ............................................................................................................................. 34

4.2 Generate report .................................................................................................................... 34

4.2.1 Using Export feature ..................................................................................................... 34

4.2.2 Using Report module .................................................................................................... 35

KPOINT Training Manual for NJPT

CHAPTER 1: INTRODUCTION TO KPOINT

In this chapter, the following topics will be covered:

Understand KPOINT software features. Login to the software. Overview and navigating in the software.


1.1 KPOINT software features

KPOINT is an Online Collaboration and Document Management System, providing users tools to communicate project information and manage project documents.

Correspondence management

Allow you to manage incoming and outgoing correspondences between the project management team, the client and suppliers and contractors. Any type of project correspondence such as letter, bulletin, and memorandum will be logged in a single centralized system that helps project parties to effective communicate, manage and track project information. The module also provides template definition capability to support users to define various correspondence forms for use with their specific requirements.

It is possible to send correspondence attachment to multiple users without concerning about sending limitation, the recipient receive only navigation link where it will be linked back to KPOINT server for download.

Reporting

You can use the report module to report on another module of the software such as correspondence, document, package, transmittal and task. Each reporting area allows you to specify conditions using filter to report on specific information.

Dashboard

A single centralized dashboard contains all key information related to the modules in the software. Using the dashboard, you can quickly know any matter that interest you, as well as quickly navigate to view the detailed information of the matter you are concerning by a single click.


1.2Access and Login

KPOINT is a platform independent and browser based software, to access KPOINT you can use any internet browser (Microsoft Internet Explorer, Mozilla Firefox, Google Chrome, and Safari) and navigate to the URL provided by your administrator. In the scope of this manual, you will use the following URL during the course:

http:// http://14.0.19.147:85/Kpoint/

Note that the actual link for your company production use is different, contact your IT administrator for more information.

KPOINT supports two languages for use: English and Vietnamese. You can switch between languages at the KPOINT logon screen.

Logging in

1. Open your preferred internet browser and navigate to the KPOINT URL provided. 2. On the logon screen, confirm that you are using the English language. 3. Login the software using the following details and click on Login button.

- Email: [email protected] - Password: 123456


1.3Overview and navigating in the software

Project selection box: Display current project you are working with, you can click on the dropdown box and select another project to switch to. The projects available in the dropdown box are those you have access to. For a large project, it can be split into multiple small projects to represent phases or packages in KPOINT. For example: HCM MRT project can be split into CP1a, CP1b, CP3, CP4, etc…

User information: Display current user name and company who is logged in the system, as well as links to navigate between main working screen and setting up screen.

Main menu: the main menu contains the navigating links to all modules in the software, to work with a module, simply click on the link.

Working space: is the working area of the module selected from the Main menu.

Split panel: Click to hide the main menu to allow more space for the working space.


CHAPTER 2: WORKING WITH SOFT-COPY CORRESPONDENCE MODULE


Understand the Soft-Copy Correspondence module in KPOINT. Navigating in the Soft-Copy Correspondence module. Organizing and filtering correspondence items. Compose, read and response to correspondence. Manage correspondence using folder.


2.1 Overview and navigating in the Soft-Copy Correspondence module

Overview

Soft-Copy Correspondence module is the main communication tool between the parties involved in the project. Communication and information exchange in the module is based on correspondence type; the Project Administrator can create unlimited number of correspondence types for use based on the management requirement of the project. Those correspondence types you can compose and send are controlled by the security access as well as the workflow defined by the Project Administrator; refer to Administrator Guide for more information on those settings. Example of correspondences in the project: Memorandum, Letter, Site Information, OwnerInstruction, Bulletin, Notice, Written Warning, etc…

Correspondence workflow

Upon a correspondence with a specific type received, you can reply to or forward the original correspondence using one of the available types supported, this workflow must be defined by the project administrator before you can reply to or forward a correspondence, for example:

- A contractor sends a Site Information correspondence to the project office. - The Project Manager in the project office receives it and reply with a Site Instruction

correspondence to instruct the work or he may issue a Written Warning for none compliance actions.

Access level

The system enables users to access and view correspondences sent and received following the user access level setting. There are three user access levels: Company, Department and Personal.

Company: This access right allows you to access to all correspondences sent and received by any user in your company.

Department: this access right allows you to access to all correspondences sent and received by any user in your department.

Personal: This access right is the most common for users, it allows you to access to correspondences sent and received by yourself.


Navigating

View: Select asection of soft-copy correspondence to view: - Incoming: store all correspondence received (depend on your right, you can view

your correspondences, or using filter to view your department correspondences or your company correspondences).

- Outgoing: store all correspondences sent (depend on your right, you can view your correspondences, or using filter to view your department correspondence or your company correspondences).

- Drafts/Outbox: store all correspondences saved as draft, you can open a correspondence to edit and send later.

Toolbar: provide the following tools: - Generate: to create a new correspondence using one of the available types. - Folder: to allocate correspondence items selected into a folder. - Batchstatus: to change the status of correspondence items selected at once. - Filter/Clearfilter: to search and filter for documents using specific criteria, or clear

currently list of filtered correspondence items. - Export: to export all correspondences items displayed or those with check box

selected to one of the supported export file extensions. - Createtask: to assign task to a user with those correspondence items selected.

Quick filter: to filter correspondence items that:

- Unread: list all unread correspondences. - Outstanding: list all correspondence with status equal to Outstanding (unresolved).


- Attachment: list all correspondences that have attachment(s).

Correspondence list: Display the list of all correspondences on the currently selected page, or display the list of all correspondences that meet a filter criteria currently applied.

Detail panel: Display the detail of a correspondence selected in the list currently.

Command bar: Commands can be performed on the correspondence selected: - Duplicate: to create a new correspondence revision with attributes copied from

currently selected correspondence. - Reply: to reply to the correspondence selected. - Replyall: to reply to all recipients of the correspondence selected (their name is in

To, CC). - Forward: to forward the correspondence selected. - Threadview: to view the current correspondence in a thread (includes

correspondences in reply or forward related currently correspondence that form a communication thread).

- Printpreview: to view current correspondence in a print preview mode, this is the format of the form if it is printed.

- Status: to change the processing status of the correspondence. - Otheractions: to download file attachments of current correspondence.

2.2Working with Soft-Copy Correspondence module

Compose a Soft-copy correspondence

To compose and send a correspondence, you will need to have Full access right on the Correspondence module as well as access right on correspondence types preconfigured, consult the project administrator if you cannot generate any type of correspondence.

When composing a correspondence you will have two choices after completing enter its details:

- Send correspondence directly to the recipient(s). - Save correspondence as a draft copy and continue composing it later.

Practice

In this practice, you will log on as Fred Baset a user from Haslum Construction, the contractor of the project. Fred will need to create a RFI and send to the project office. (Note that the steps to create other types such as Technical Document Transmittal, Employer’s Representative’s Response to Contractor, etc…are the same).


Figure: Select Request For Informationtype

1. Confirm that you are logged in as Fred Baset by looking at the Welcome section. 2. Click on Soft-Copy link under Correspondence on theMain menu. 3. Click Generate button on the toolbar, and then click on Request for Information from

the dropdown list of correspondence types. 4. On the Compose Request for Informationscreen, click the To link to select the recipients

of the correspondence you are sending. (Note that the recipients can be selected are those defined in the Address Book by the administrator, you cannot send out any information to recipients that are not defined)

5. Select (HOS) Hoster Corporation in the Company dropdown box. 6. Mark the checkbox in front the contact, Joe Federer, and click Add button to add him to

the Selected user(s) list. 7. Select (AON) Authorized Employer in the Company dropdown box. 8. Mark the checkbox in front of the contact, EMPLOYER External, and click Add button

(note that this is an external contact). 9. If you want to add CC recipient(s) click CC link and repeat step 5 to 8 above. 10. Click on OK button to return to the Compose Request for Information screen.


Figure: Result after you input general attributes

11. Change the Required by date to two days ahead from today. 12. Select data for the following fields:

- Priority: High. - Activity: CWS(General Civil Work.) - Document Type: RFI (Request For Information) - Location/Category: VDGN (Typical Viaduct General)

13. Enter the Subject as:

“[Your full name] –Material delivery concern”.


Figure: Input data for RFI

14. In the Content field, select a template “RFI”. 15. In the text composing area, replace “//content//” text with the following under Query:

“We are in short of steel supply and the vendor informed that this is due to bad weather and the material shall be arrived at the seaport not less than 2 more weeks, please advise if we need to seek for immediate local supplier for the material.”

16. Enter the following text in the Action notes box:

“This is an important issue, we will need to follow up with Joe closely.” (Note: The Actions notes and Response notes are visible to the sender only)

17. Select any status for Required Action and Approval Status. 18. Select any Authorization level. 19. Select Related Package(s) if required. 20. Notice that the Correspondence Number is populated automatically ending with “A” and

“0”, meaning that this is the first correspondence sent.


Figure: If attachment is required, click Add attachments, From Local Files

21. Click Add attachments button, then select From Local Files. 22. On the Upload file(s) for attachment dialog, click Browse to Upload button and upload

any file (small size), and then click Add to correspondence button. 23. Click Print button to view form, this is the form will be sent to external user(s). Close the

print preview dialog. 24. ClickSend to send the correspondence to the recipient(s).

Events happened after the correspondence is sent

If the recipients are users in KPOINT, a notification email is sent to their email addresses to notify that they have a new correspondence arrived in KPOINT under Soft-copy correspondence Incoming section.

If the recipients are not KPOINT users, an email with attached correspondence form, including link to attachment(s) is sent to their email addresses.

The sent correspondence item is saved in KPOINT under Soft-Copy correspondence Outgoing section (of the user who sent the correspondence).

Other things to note:

A normal user cannot delete Soft-copy correspondence except if a user has Project Administrator role.

Correspondence can be prepared in draft and saved in Draft/Outboxsection, this is done when you clicked on the Save as draft button. You can open it and continue composing it in later time.

You can enter private notes about the correspondence in the Action notes and Response notes fields when composing a correspondence. These private fields cannot be seen by the recipient(s).


Read incoming soft-copy correspondence

As you already learned that a soft-copy correspondence can be sent to both users in KPOINT (internal contact) and contacts outside KPOINT (external contact). Internal contact can login to KPOINT and read incoming correspondence in his Correspondence Incoming section, while external contact cannot login to KPOINT, he will need to read the correspondence content in his email inbox.

New incoming correspondence can be accessed by two ways: Click on the New correspondences link under Correspondences section on the Summary dashboard or you can navigate to Incoming box of the Soft-Copy Correspondence module.New unread correspondence is marked bold.

Practice: Read incoming correspondence as an Internal User

You will now assume the position of Joe Federer from Hoster Corporation, the user who is the recipient of the correspondence sent by Fred Baset in the previous practice, to login to KPOINT and read the incoming correspondence.

Figure: Unread correspondence is bold

1. Logout and login to the software with the following details: - Email: [email protected] - Password: 123456

2. Click on Soft-copy link under Correspondences on the Main menu. 3. Click on an unread correspondence with Subject contains your full name and view its

content on the bottom section of the screen. 4. Click on Print Preview button to preview the correspondence in a predefined form. 5. Click on the (X) button to close the Print Preview window. 6. Click on Other actions button on the bottom. 7. Click Download attachment and then the file name. This action will be recorded and

the sender can view the Date and time as well as your name that downloaded the file.


Practice: View and download correspondence as an External Contact

1. Open a web browser and navigate to www.gmail.com 2. Login with the following account:

- Email: [email protected] - Password: training01

3. Click on an email with Subject contains your full name. 4. View the correspondence form, and then scroll down to the bottom of the email. 5. Click the link on the Attachment section to download file.


Response to a Soft-Copy correspondence

Whey replying to the correspondence you can select one of the available correspondence types to use. The reply and forward correspondence types that are available to you are defined by the project administrator.

It is noted that a user with KPOINT account can reply to the correspondence received, while an external contact without KPOINT account cannot reply to the correspondence received.

Practice

In this practice, you will continue to use KPOINT in the position of Joe Federer, he will reply to the correspondence received.

Figure: Input data into Response section

1. Click on Reply button and select Response to Request for Informationas replying type (note: you can use Reply all button to reply to all users, including those are the recipients of the received correspondence).

2. Under Response, replace “//content//” text with the following:

“Please proceed as proposed to collect quotation and send to us for approval”


3. Notice that the “R” character is added to the correspondence number automatically, indicates that this is the first reply document. Each subsequent replying document will be added one “R” character.

4. Clink on Send button. 5. After you replied the correspondence, notice that back at the Incoming box, the

Responded oncolumn is populated automatically.

Thread view

All correspondences that are replied or forwarded on the same subject are linked automatically to the original correspondence to form a thread of communication. Being able to navigate among correspondences in a thread is a powerful feature of KPOINT whenever you need to follow a communication chain of events or track back an issue.

Note:In a thread view, you can only see those correspondences in the thread in which you are either in the To, Cc, or From field.

Practice

Figure: Select desired correspondence and click Thread View button to view in thread

1. Confirm that you are working on the Soft-CopyCorrespondence - Incoming section. 2. Select the correspondence contain your full name and click Thread view button. 3. Click on one of the correspondences in the thread and view its content on the bottom

section. 4. Click on Preview Threadbutton on the toolbar to view a full communication thread in a

printer ready form. This is useful when you want to print out for record management.


2.3 Working with Soft-Copy Correspondence Revision

To create a new correspondence revision, you will need to nativate to Out-going section of the Soft-Copy Correspondence module, select desired document and click “Duplicate” button. Note that the person who created the correspondence is the only one who can create new revision.

Practice

Figure: Click Duplicate to create new revision

1. Logout and return to the software using the following information: - Email: [email protected] - Password: 123456

2. Click Soft-Copy under Correspondence on the Main menu. 3. In the View dropdown box on the toolbar, select Outgoing. 4. Click to select a correspondence you have created (the one with Subject contains Your

full name. 5. On the bottom, click Duplicate button.


Figure: New correspondence revision

6. Notice of the last part of the Correspondence Number, “B” indicates this is the second revision.

7. You will not sending new revision in the scope of this practice, so that click Discard button.


2.4 Manage Soft-copy correspondences using folders

Folder Overview

Folders in KPOINT are typically used to simulate a traditional folder based filing system. When grouping correspondence to folders, you will need to bear in mind that they are enabled for sharing. There are three levels of sharing folders, they are:

Project level folder: If correspondences are added to the folder in this level, all users in the project can see them regardless if they are not the addressees.

Company level folder: If correspondences are added to the folder in this level, all users within the same company can see them regardless if they are not the addresses.

Personal folder: If correspondences are added to the folder in this level, only you can see them.

Create a folder

When creating a folder, you need to specify the level of the folder whether it is a Project, Company or Personal. By default, you can create Personal level folders only except:

- If you are assigned the Company Administrator role, you can create Personal level folders and Company level folders.

- If you are assigned the Primary Project Administrator or Sub Project Administrator role, you can create folders in all levels.

Practice

In this practice, you will continue to login as Joe Federer to create a folder.

Figure: Create and configure security setting for a folder



2. Click on Directoriesunder Correspondence under Main menu, and then click on New folder.

3. On the folder creation windows, input the following details: - Name: Input the following text “Your full name –

SUBCONTRACTORS/SUPPLIERS”. - Description: input the following text “John’s folder, used to group all

correspondences related to Subcontractors and Suppliers communication.”. - Security scope: select Personal.

4. Click on Save button.


Group a Soft-copy correspondence into a folder

Within the folder you have created, you will assign a resolved correspondence into this new folder.

Practice

In this practice you will create a folder to store correspondences related to subcontractor matters.

Figure: Select correspondence items and click Folder to add them to folder

1. Click on the Soft-copy link under Correspondence on the Main menu on the left. 2. Mark the checkbox in front of the reply correspondence “Your full name – Material

delivery concern” and then click on the Folder button on the toolbar. 3. Click on “Your full name - SUBCONTRACTORS/SUPPLIERS” folder and then click

Add to folder button.


Figure: Click on a directory in Directories menu to view correspondence items in selected folder.

4. Now that the correspondence is grouped in the new folder, click on Directories under Correspondence on the Main menu on the left.

5. Click on the folder name “Your full name -SUBCONTRACTORS/SUPPLIERS”. You are viewing the items of this folder, including the correspondence you have previously added to.


2.5 Search and filter correspondence

You can use Filter feature to search for and filter out the result based on user defined search criteria.

Practice

In this practice, you will search for correspondences that have subject contains the word “Site survey”

Figure: input filter criteria to search

1. Click Soft-copy link under Correspondence on the Main menu. 2. Click Filter button and then click New filter. 3. Look for Subject contains field and input “Site survey” word. 4. Click Search button. 5. View the result displayed. Click Clear filter button if you want to display all items.


CHAPTER 3: WORKING ADDRESS BOOK


Viewing Address Book. Creating Favorite Contact Group. Creating and organizing Private Contact Groups.


3.1 Overview

KPOINT allows you to create Favorite Contact Group and Private Contact Groups for use when sending correspondence, this can be useful when you are sending one correspondence to multiple user at once.

3.2 Creating Favorite Contact Group

Favorite Contact Group is used to store the most frequent used contacts into a group for your use daily when sending document. Each user can create one Favorite Contact Group.

Practice

In this practice, you will create a Favorite Contact Group including two users from the same company.

Figure: Select desired contacts to add to Favorite Contact Group


2. Click Settings link on the top-right corner. 3. UnderUser settingsmenu on the left, click Address Book, and then click Favorites. 4. In the Company dropdown box, select (HOS) Hoster Corporation. 5. Mark the checkbox in front of two users Greg Harry and Ben Adam and then click on

the move right button (>). 6. Click Save button.

.


3.3 Creating and organizing Private Contact Groups

Private Contact Groups are used to store different targeted recipients into Groups subsequent to Favorite Contact Group. Each user can create multiple Private Contact Groups.

Practice

In this practice, you will create a Private Contact Group including two users from different companies.

Figure: Click Create button to create a new Private Contact Group

1. Under User settings menu on the left, click Address Book, and then click Private contact group.

2. Click Create button.

Figure: Input name and description for the group

3. On the Add new contact group screen, input Name as “<Your name>Contacts for technical matters” and any text for Description.

4. Click Save button. 5. In the group dropdown list, select <Your name> Contacts for technical matters. 6. In the company dropdown list, select (AON) Authorized Employer and then double

click on John Smile. 7. In the company dropdown list, select (HOS) Hoster Corporation and then double click

on Joe Federer.


8. Click Save button.

3.4 Using Favorite Contact Group and Private Contact Groups

Favorite Contact Group and Private Contact Groups can be used when selecting recipients in To or CC field when you generate a correspondence.

Practice: Using Favorite Contact Group

Figure: Use Favorite Contact Group

1. Click Home link on the top-right corner. 2. Click on Soft copy under Correspondence on the Main menu. 3. Click Generate and then select Request For Information. 4. Click button.

Figure: Select all check box.

5. Mark the check box on the header row of the contact list. 6. Click Add button.


Practice: Using Private Contact Groups

Figure: list of Contact Group

1. Click To link. 2. You will notice that there is another tab: “Groups” appeared, click on this tab. 3. On the Group dropdown box, click the down arrow and select the group contains your

name.

Figure: Select a group and click Add all button.

4. Click Add all button, you will see all users in this group are added to the list. 5. Click OK button.


CHAPTER 4: WORKING WITH REPORT MODULE


Report Overview Generate report in modules in the software.


4.1 Overview

KPOINT provides the reporting capability to help you in preparing report on items in other modules, for example you can make a report of documents that belong to a specific Discipline or Document Type. You can make report by using predefined filter criteria or specify your own filter criteria depend on your need. There are two methods to create report:

- Use the Report module to create report on items under other modules. - Use the Export feature available in each module to create report.

The report result may be exported to other file extensions: PDF, CSV, XLS, DOC and PNG.

4.2 Generate report

4.2.1 Using Export feature

In every module of the software, you can export the current list of items for reporting purpose. The exported report will contain items depend on your selection:

If you do not select any item, the exported report will contain all items in the current page.

If you select one or more items, the exported report will contain selected items. If you used a filter, and did not select any item, the export report will contain all items

that meet filter criteria.

Export a soft-copy correspondence list

Figure: Export list into pdf file format.


2. Click on Soft-copy on the Main menu. 3. On the toolbar, click Export and then select PDF.


4. Click OK button on the download confirmation dialog. 5. View the report you have downloaded.

4.2.2 Using Report module

The report module allows you to create report for other modules. By using the report module, the system allows you to create report using predefined filter or you can specify your own filter set for reporting.

Report on correspondence using custom filter

1. Click on Report on the Main menu. 2. Select Soft-Copy Correspondence in the Report ondropdown box. 3. Click Custom (with filter) in the Select report for list and then click Next button.

Figure: Input filter criteria

4. On the Correspondence filter screen, input “Material delivery” in the Title contains field and then click Next button.


Figure: Report result with download information

5. View the report result and then select DOC in the Export to field. Notice of downloaded user and date & time information.

6. Click the Export button and then select All items. 7. Click the Download button to download the report.

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