Moddex Design Coordinator Process

Receiving the Project

• Before the project reaches CAD, it will be entered by the Projects team into the Projects board in Monday.com. From there, the project manager will assign it on to the CAD department, which will place an entry into the Design_New board.

• This places the project into the Waiting for Confirmation group in Monday.com.

• Quickly review this entry to make sure all areas of the entry are properly filled in. The fields of Job, SOR#, Category, Stock Location, Project Location, Team, PM, Latest Start Date, Proposed Dispatch Date, DI Due Date, Quoted Metres, Value exc Freight & CAD$ must be filled in. If any of these fields are not filled in, please contact the project manager.

• Next, open the project folder in Current Jobs (via Sharepoint) & also open the project in eSuite by searching for the SOR number.

• In eSuite, the CADHS (CAD Handover Sheet) needs to be printed & copied to the project folder in Current Jobs. To print this, select the F5-Print button in the bottom left of the project window in eSuite. Select the Layout drop down menu & scroll to the Moddex CAD Handover Sheet. Make sure your printer is set to Microsoft Print to PDF, then client the Print button. Another option to the above is the Export tab. Select the Export tab, then Export Format & the Layout, then the Destination. Drag the CADHS PDF into the project folder in Current Jobs.

• Back to the project in the Current Jobs folder, the details are stored in the 1.SALES_Quotes,Purchase Orders, Drawings & Emails folder. Inside this folder should be all the details that are required to design the project. You will need to review all files in this folder, which can include mark-up drawings, CAD files, site measures, architectural drawings & emails. If any emails contain files (photos, models etc), please save them into the project folder. It is important that these details are reviewed thoroughly, because if there is not enough information to begin design, you will need to request additional details from the project manager & update the projects Phase in Monday.com to Rejected Sign-in.

• If all details are accounted for & the project can be designed, you can now set the projects Phase in Monday.com to Waiting for Scheduling. This will move the project down into the Backlog group.

Distributing a New Project to a Drafter

• When you want to assign a project to a drafter, look for an available project in the Backlog group. Select the Drafter drop down table on the project & search for the drafter you want to assign. Click their profile & they will be assigned.

• Monday.com Automations will then move that project into a drafting group (Team Alpha, Team Bravo, Team Charlie etc).

• Next click on the Phase of the project & a set of Labels will appear, set this to Design Intent. Doing this will run some more automations & will set the DI Start date for the project.

• If the drafter is local, they can access all of the project details from Current Jobs folder via Sharepoint, as mentioned above.

• If the drafter is overseas, you will need to go into the project folder in Current Jobs folder via Sharepoint & save all relevant files into a .ZIP folder. Back in Monday.com, select the small speech bubble icon on the project entry. A window will open on the right side of your monitor. In the Updates tab, drag the previously created .ZIP folder into the 'Write an update and mention others with @' area. Address the drafter simply by typing in @ (a drop down list will appear) & select the drafter. Add in some text, something along the lines of '@Bill, please action design intent' then press the Update button.

• The drafter has now been notified that they need to action the design intent for this project & can download the projects files from this entry.

Receival of DI (Design Intent)

• Once the DI (Design Intent) is completed, the drafter will upload it into the DI Drawings column in the projects entry. When they do this, an automation will run & it will set the Phase of the project to (DI) Drawings To Check.

• The drafter will also fill in the Actual Metres entry of the project, with the total metres of product drawn for this DI. If they have not filled this in, notify them that they must fill this in straight away.

• From here, you need to review the DI against the site measure/CAD files/drawings in the project folder. The usual checks include:
  • The dimensions of the base structure match the project details supplied.
  • The correct product has been drawn & is in the correct location.
  • Check the heights of the handrails/balustrade are correct & if there are any special requirements for their height.
  • No parts look out of place.
  • The correct finish & pipe size are shown.
  • Any non-compliant areas are detailed & noted for the client to see.
  • Metres of product drawn matches what has been quoted.

• Once you have reviewed the DI, download & save it on your desktop. We are now ready to send it to the project manager.

• Create a brand new email & address it to the PM of the project (see the PM column of the project in Monday.com to see which PM to address it to) & the Salesman of the project as well. Add in the project number & name to the Subject line of the email.

• Next add in some text to the body of the email, you can use this template below:
  • Hello, DI attached is good to go. Please review & advise if any changes are required asap. Please BCC myself onto the email that you send to the client for approval, so that I can record it in our schedule.

• From there, the PM for the project will send this onto the client for approval.