MassDOT Materials SharePoint Site Novice Users Training Program

MassDOT Materials SharePoint Site
Novice Users Training Program
Prepared By:
Radhika Nagamalla
Nov 09, 2011

Table of Contents
TABLE OF CONTENTS ............................................................................................................................................2
TRAINING PROGRAM OVERVIEW .....................................................................................................................3
INTRODUCTION TO THE MASSDOT MATERIALS SHAREPOINT SITE ....................................................4
ACCESSING THE MASSDOT MATERIALS SHAREPOINT SITE....................................................................5
1 – USERS AT THE DISTRICT OFFICE ...........................................................................................................................5
2 – USERS AT THE FIELD OFFICE .................................................................................................................................7
COMPONENTS OF THE MASSDOTMATERIALS HOME SHAREPOINT SITE ...........................................9
1 – SITE NAVIGATION.................................................................................................................................................9
COMPONENTS OF THE MASSDOT MATERIALS DISTRICT SUBSITE .....................................................11
1 -SITE NAVIGATION ................................................................................................................................................11
2 – CONTRACT DOCUMENTS .....................................................................................................................................12
ALERTS……………………………………………………………………………………………………………..17
EMAILING DOCUMENTS………………………………………………………………………………………..22
SEARCH…………………………………………………………………………………………………………….24
APPENDIX………………………………………………………………………………………………………….25
1 – TERMS & DEFINITIONS ....................................................................................................................................25
2 - GLOSSARY ......................................................................................................................................................25

Training Program Overview
The MassDOT Materials SharePoint Training Program is designed to aid users in accessing,
storing and maintaining documents in the MassDOT Materials SharePoint site. The program can
also serve as a future reference and user manual.
Scope
The scope of the training program includes the following:
• Overview to the MassDOT Materials SharePoint Site (SPS)
o Introduction
• Accessing the MassDOT Materials SPS
o Access at District Office
♦ Transnet ---SPS Listing
o Access at the Field Office
♦ External Link to the site
• Components of the MassDOT Materials SPS
o Main Site
♦ Content / Context
♦ Usability, functionality, Creation and Maintenance of Email notification
Groups, Roles/ Users and Permissions
o Functionality of the Subsite
♦ Content / Context
♦ Usability, functionality, Groups, Roles/ Users and Permissions
♦ Folder Structure and PIF Form Submission
♦ Naming Convention
♦ Error Messages
♦ Notifications
♦ Alerts
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Introduction to the MassDOT Materials SharePoint Site
The MassDOT Materials SharePoint site is a centralized repository for the Project Materials
Documents for all the six Districts. For example Material Certifications, IA forms, RMS 360 etc.
This SharePoint site will be accessed by the Resident Engineers, IA Inspectors, RMS Lab users,
District Lab users, District Materials Engineers and other project personnel.
Sample Screenshot of the MassDot Materials SharePoint Site
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Accessing the MassDOT Materials SharePoint Site
Users at the District Office:
All MassDOT employees who are connected to the network and are located at the District Office
can access the MassDOT Materials SharePoint site in the following way:
1. Transnet Homepage
a. Click on the SharePoint sites link on the Transnet Homepage
Sample Screenshot for accessing the MassDOT Materials SharePoint site through Transnet
b. The following window opens up when the user clicks on the “SharePoint Sites”
link. Scroll down to the “MassDOT Materials” SharePoint link and click on it to
open the MassDOT Materials SharePoint site.
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Users located at the Field Office:
If the users are MassDOT employees and are located at the Field Office they can still access the
MassDOT Materials SharePoint site.
Step1: The user needs to type the following URL in the address bar of the web browser (like
Internet Explorer, Fire Fox etc) and hit Enter.
https://services.eot.state.ma.us/teams/RM/default.aspx
Sample screenshot for entering the URL in the address bar of the web browser
Step 2: The following pop up screen is displayed after the URL is entered and the User is
required to enter their MassDOT username and Password and click on “OK”.
This will direct the user to the MassDOT Materials SharePoint site homepage
Please note that the username must be typed in as follows ex: MHD\DoeJ with the username
being your actual MassDOT network log in ID. Your password is the same as your email
password. If you are unable to gain access please verify that you are using a backslash (above
the Enter key) and not a forward slash (on the same key as a question mark).
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Sample screenshot for entering the Username and Password
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Components of the MassDOT Materials Home Site
Site Navigation
The MassDOT Materials Home site provides a number of items that help you move around the
site.
The items displayed on the left side of the below screenshot are the different items that the users
can view.
Sample screenshot displaying the components of the MassDOT Materials Home site
• The User Manual: When the user clicks on User Manual link it displays the Training
manual that the users can utilize for future reference purposes. This is where this manual
will be housed for future reference.
• Policies and Procedures: When the user clicks on Policies and Procedures link it
displays the Standard Operating Procedures document, MassDOT Materials SharePoint
site policies and procedures (i.e. naming convention) etc that the users can utilize for
future reference purposes.
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• Form Templates: When the user clicks on the Form templates link it displays the
MassDOT Materials forms, Project Initiation Form (PIF) etc.
• Materials Cert Letters: When the user clicks on the Materials Cert link it displays all
the Material Certification letters that have been issued and signed. This will be kept upto-date.
As Material Certification letters are signed they will be stored here. A user can
use this to locate their project’s certification letter.
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Components of the MassDOT Materials District Sub Sites
The MassDOT Materials SharePoint site has 6 sub sites representing each of the 6 Districts.
The visibility and access to these Subsites depends on the access rights and privileges that the
user is provided with. All the users will be provided access to their respective District site.
Sample Screenshot displaying one District Subsite
Users, who require access to more than one District Subsite, will have to request the access for
those District Subsites through their Subsite Administrator who will then send the request to the
RMS team.
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Site Navigation
The MassDOT Materials District Subsites provide a number of items that help you move around
the site.
The items displayed on the left side of the below screenshot are the different items that the users
can work with. (Same across all the District Sub sites)
Sample screenshot displaying the components of the MassDOT Materials District Sub sites
Contract Documents
Purpose:
The Contract documents library is the area where the Project’s Material documents are stored
Sample Screenshot of the Contract Documents
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• Automatic Folder Creation:
The Resident Engineer (R.E) is required to submit the Pro ject Information Form (PIF) by email
to the Subsite Admin/District Materials Engineer
When the R.E submits a Project Information Form, to the District Material Engineer (DME) or
the District designee, the District Subsite Administrator creates a subsequent contract folder
under the Contract Documents Library and uploads the PIF form/document in the District Sub
site.
The name of the Form/Document should always begin with “PIF”. ex PIF12345
A trigger will then au tomatically create the following folder structure after the contract folder is
created.
o Automatic Folder Structure Creation
District
Contract Number
RMS 360
RMS 768
Approved
RMS 784
Approved
IAD
Approved
Metals
Approved
Certifications
Bearings
Lighting & Signs
Steel Superstructure
Railings
Joints
Reports
Miscellaneous
Precast
Approved
Acceptance
HMA/WMA
Concrete Ready Mix
Soils & Aggregates
Misc
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Sample screenshot displaying the folder structure that is created after the PIF is
uploaded
o
RMS 360 Folder:
Purpose:
The RMS 360 form is uploaded in this folder
Notifications:
If the RMS 360 form is not uploaded within 14 days of creation of the RMS 360 folder an
email notification would be sent to all the users who are added to the RMS 360 email
notification group notifying them that the RMS 360 folder is empty.
o RMS 768 Folder:
Purpose:
This is the folder where the RMS 768 form is uploaded.
Naming Convention:
There naming convention followed must be 12345-RMS768-1 whereas 12345 is the Contrac t
number and -1 is the sequential order in which the particular RMS 768 being uploaded falls
under. Meaning, if this is the first RMS 768 you have ever initiated for one particular Contract
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then the number would be 1. If this is the fifth 768 ever initiated for one particular Contract then
the number would be 5 (e.g. 12345RMS768-5).
Approved Folder:
The RMS 768 folder consists of another subfolder which is called the “Approved folder”.
This subfolder is also automatically created.
The purpose of this subfolder is to store all the approved RMS 768 forms. All the forms stored
in this folder are “read only” and the users cannot edit the forms that are in the approved folder.
Only the RMS designee may move files into the Approved folder
o IAD Folder:
Purpose:
This is the folder where the IAD forms are uploaded.
Naming Convention:
The naming convention that needs to be followed for any documents uploaded to this folder is
as follows: MATERIAL TYPE-SAMPLE DATE-INSPECTOR PERSONNEL TYPE
1. MATERIAL TYPE
a. Concrete = C
b. Hot Mix Asphalt Cores = COR
c. Hot Mix Asphalt (Plant) = H
d. Soils and Aggregates = S
2. SAMPLE DATE
a. DATE = MM-DD-YY
3. INSPECTOR PERSONNEL TYPE
a. District 1 = D1
b. District 2 = D2
c. District 3 = D3
d. District 4 = D4
e. District 5 = D5
f. District 6 = D6
g. Quality Control = QC
h. Research & Materials IA on District 1 Inspector = RMS-D1
i. Research & Materials IA on District 2 Inspector = RMS-D2
j. Research & Materials IA on District 3 Inspector = RMS-D3
k. Research & Materials IA on District 4 Inspector = RMS-D4
l. Research & Materials IA on District 5 Inspector = RMS-D5
m. Research & Materials IA on District 6 Inspector = RMS-D6
n. Research & Materials IA on Quality Control Inspector = RMS-QC
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Hot Mix Asphalt (Plant) IA test cards are to be uploaded to Sharepoint with the following
characteristics:
Date = March 29, 2012
District 1 Inspector = Mike Smith
Research & Materials Inspector = John Thompson
1. H-03-29-12-D1
2. H-03-29-12-RMS-D1
Date = May 3, 2012
Quality Control Inspector = Jim Smith
Research & Materials Inspector = Jane Doe
3. H-05-03-12-D1
4. H-05-03-12-RMS-QC
Approved Folder:
The IAD folder consists of another subfolder which is called the “Approved folder”.
This subfolder is also automatically created.
The purpose of this subfolder is to store all the approved and resolved IAD forms. All the forms
stored in this folder are “read only” and the users cannot make edits to the forms that are in the
approved folder. Only the IA Coordinator may move files into the Approved folder.
o
Metals Folder:
Purpose:
This is the folder where the Metals group related forms are uploaded. Only users with
authorized permission levels can upload files into this folder.
Approved Folder:
The Metals folder consists of another subfolder which is called the “Approved folder”.
This subfolder is also automatically created.
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The purpose of this subfolder is to store all the approved Metals group related forms. All the
forms stored in this folder are “read only” and the users cannot make edits to the forms that are
in the approved folder. Only Metals Control may move files into the Approved folder.
o
Misc Folder:
Purpose:
This is the folder where the all the documentation that doesn’t fall under the Project Produced
Materials (Acceptance) are uploaded.
This is the folder where the all the Misc. contract related forms are uploaded. Users can create
their own subfolders within this folder.
Naming Convention:
The naming convention that needs to be followed for any documents uploaded to this folder is
as follows:
• VI-RMS902-1 (Visual inspection)
• VI-RMS902-2 (Visual inspection)
• QPL-RMS903-1 (QPL Verification)
• QPL-RMS903-2 (QPL Verification)
• CC-1.pdf (Certificate of Compliance)
• CC-2.pdf (Certificate of Compliance)
• NU-RMS904-1 (Notice of Unused Materials)
• NU-RMS904-2 (Notice of Unused Materials)
• DWG-1.pdf (Catalog Cuts and any Shop Drawings)
• DWG-2.pdf (Catalog Cuts and any Shop Drawings)
• XXXX-RMS769-1 (XXXX=short abbreviation for the material on the
“Sample of” RMS769 form, i.e., Bearing Pads = BrgPd, Clay Brick =
ClayB, Loam Borrow = LoamB, etc...)
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Alerts Overview
Alerts are small e-mail notification that will notify the user about any changes/ updates that have
been made to the list items, documents, or document libraries.
Alerts are very flexible; they provide the user the ability to select when they want to be notified
and what kind of changes trigger the alert. Users can create, manage alerts, and customize alerts.
Steps for Creating an Alert for a Document Library (ex. Contract Documents library)
To create an Alert for a specific Document Library or Folder Structure etc. the following steps
need to be followed:
1. To create an Alert, go to the Actions menu of the Document Library or folder structure
you want to create an alert for, and choose Alert Me.
Sample Screenshot to navigate to the Actions menu and choosing “Alert Me” option
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2. Once the user clicks on “Alert Me” option the following screenshot is displayed.
3. On the New Alert screen (above screenshot), in the Alert Title section, change the title
for the alert if you want.
4. In the Send Alerts To section, verify that your contact information is correct.
5. In the Change Type section, choose the types of changes that you want to be notified
about. For example, you can receive alerts about all changes or only when items are
deleted.
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6. In the Send Alerts for These Changes section, specify whether you want to be alerted
for all types of changes, or for specific changes, such as when anything changes or only
when someone changes an item that you created or recently changed.
7. In the When to Send Alerts section, choose how frequently you want to receive the
alerts, such as immediately or in a daily or weekly summary, and at what days or times.
8. Click OK.
Steps for Creating an Alert for a folder or file
1. Point to the item for which you want to create an alert, click the arrow that appears, and
then click Alert Me.
Sample screenshot to navigate to the “Alert Me”
option
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2. Once the user clicks on the “Alert Me” option the following page is displayed.
3. On the New Alert page, in the Alert Title section, change the title for the alert if needed
4. In the Send Alerts To section verify that your contact information is correct.
5. If the Change Type section is available, choose the types of changes that you want to be
notified about. For example, you can receive alerts about all changes or only when items
are deleted.
6. In the Send Alerts for These Changes section, specify whether you want to be alerted
for all types of changes, or for specific changes, such as when anything changes or only
when someone changes an item that you created or recently changed.
7. In the When to Send Alerts section, choose how frequently you want to receive the
alerts, such as immediately or in a daily or weekly summary, and at what days or times.
8. Click OK.
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Emailing Documents
The MassDOT Materials SharePoint site provides the users the ability to send an email (with the
link to the document) to other users notifying them that a document has been uploaded to the
SharePoint site.
The following sequence of steps should be followed:
1. Point to the document for which you want to send an email, click the arrow that appears,
and then click Send To – Email a link.
Sample screenshot to navigate to the “Email a Link” option
2. Once the user clicks on the Email a Link option the following window is displayed
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Sample mail message window
3. The user can add the email address on the mail message window and send the email.
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Search
The MassDOT Materials SharePoint site also provides the users the capability to search for
documents.
1. In the Search box the users can enter the name of the document/folder/item that they want
to search
Sample screenshot to search for an item
2. Once the user clicks on the search icon , all the records related to the search item are
displayed.
Sample screenshot displaying the search results
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Appendix
Definitions
Access Rights/Privileges
District Subsite
District Subsite Administrator
Document Library
Email Notification
MassDOT Materials Home SharePoint
Site
MassDOT Materials Site Administrator
Level of authorization to access,
view, read, modify or delete a record
or data file.
SharePoint site for storing all the
District Material related
documentation
Responsible for supporting and
maintaining the sub site
Document Library is a place on a site
where you can create, collect, and
update files with others
Email notifications are small email
messages that are initiated when
specific activities in the system, such
as updates or changes occur
The Main SharePoint site for storing
all the RMS Material related
documentation
Responsible for supporting and
maintaining the home site
Glossary
DME
IAD
PIF
R&M
RE
RMS
SharePoint Site Admin
Subsite Admin
District Materials Engineer
Independent Assurance Document
Project Information Form
Research & Materials
Resident Engineer
Research & Materials Section
RMS personnel
DME and/or other designated District
personnel overseeing your District
subsite.
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