Explained below is the Design Coordinator Process which runs through all of the steps of how you, a Design Coordinator, will manage a projects progress through the Design department. The following is relevant for both AU & NZ projects, however specific AU & NZ actions are marked with either [AU] or [NZ] in the text below.

Receiving the Project

[AU & NZ] The project first starts off by being entered into the Projects board in Monday.com, by the Projects department. Once it is ready to move onto the Design department, they will assign it over to Design.

[AU & NZ] When this is done, a new entry will appear in the Waiting for Confirmation group in the Design_New board in Monday.com.

[AU & NZ] As soon as you are able to, review this entry to make sure all fields of it 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 data in these fields are missing, please contact the project manager (PM). The PM who created this entry can be seen the PM column.

[NZ] The PM will add in all the necessary project details into the Updates tab of the entry. This will include links to the CAD Reference Material folder of the project as well as key notes from the PM. The CAD Reference Folder generally contains a document of the SOR order, markup drawings & details used to design & draft the project. You will need to review all files in this 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 PM & update the projects Phase in Monday.com to Rejected Sign-in.

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

[AU] 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, into the 1.SALES_Quotes, Purchase Orders, Drawings & Emails folder.

[AU] The details of the project are stored in the above mentioned folder, 1.SALES_Quotes,Purchase Orders, Drawings & Emails. Inside are 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 projects 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 PM & update the projects Phase in Monday.com to Rejected Sign-in.

[AU] 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. An Automation will run & this will move the project down into the Backlog group.

Distributing a New Project to a Drafter

[AU & NZ] When you are ready 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.

[AU & NZ] Monday.com Automations will then move that project into a drafting group (Team Alpha, Team Bravo, Team Charlie etc), based on the team the drafter is a part of.

[AU & NZ] 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.

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

[AU] 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.

[NZ] Go into the Updates tab of the project entry and @ the drafter you assigned to the project. Include some text like New project to start the click the Update button.

[AU & NZ] The drafter has now been notified that they need to action the design intent for this project.

Receival of DI (Design Intent)

[AU & NZ] 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.

[AU & NZ] The drafter must also fill in the Actual Metres entry of the project, with the total metres of product drawn for this DI. If this is not filled in, notify them that they must do this in straight away.

[NZ] The drafter will also add an Update into the Updates tab of the project, with the total metres of product drawn per quoted configuration. The drafter must @ the Projects Administrator in this update.

[AU & NZ] 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.

[NZ] Once you have reviewed the DI, @ the PM of the project in the Updates tab in Monday.com & let them know the DI is checked & ready to go. The PM will download the DI from the project entry, so you don't need to send them anything.

[AU] Once you have reviewed the DI, download & save it on your desktop. You are now ready to send it to the PM.

[AU] First, 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 (Salesman can be found on the CADHS). Add in the project number, name & SOR number to the Subject line of the email.

[AU] 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.

[AU] If the metres drawn differ to what has been quoted, please note this in the email.

[AU] Click Send on the email & from there, the PM for the project will forward this onto the client for approval. Head back into Monday.com & adjust the project phase to Sent to PM. Monday.com Automations will run & this will move the project into the Sent to PM group.

[AU & NZ] Should the PM advise on any changes to the DI, after you have sent it to them, head back into Monday.com & adjust the project Phase to (DI) Rework & have the drafter action the required updates. Go back through the process above once the updates to the DI are made.

Waiting for Approval

The project can take multiple days to weeks for it to be reviewed by the client. It is up to the PM of the project to action any follow ups with the client to receive approval.

Should a client come back with changes required to the DI, in Monday.com, set the Phase to (DI) Rework & action the required updates with the drafter. Issue the revised DI back to the PM & they will forward onto the client.

Once the client comes back with formal approval, we can then begin the process of production drawings.

Client Approval

The PM will advise you when the project has been approved, usually via an entry in the Comments of the project in Monday.com. They will also make some adjustments on their Projects board that will run Automations on the Design board. This will move the project into the Backlog group & set the Phase of the project to Approved - Unassigned.

Once a drafter is available, you can assign them to the project. Click on the Phase & change it to PDs & Installs, then move the project to your group.

The drafter will then action the production drawings & upload them into the PD Drawings column in Monday.com. When they upload the drawings, this will run an Automation & the projects Phase will change to (PD) Drawings to Check.

Reviewing PDs (Production Drawings), FAB PDs (Fabrication Drawings), RDs (Roll Drawings), IDs (Installation Drawings) & Pick & Pack List

Now you can start reviewing the production drawings for the project. First, download all files from the PD Drawings column of the project in Monday.com & save them to your desktop for easier viewing. These will later need to be copied into the projects job folder inside Current Jobs, into the 2.CAD_Site-Shop Drawings folder, once you have finished reviewing.

To start, open the IDs & the Pick & Pack List & have one on each screen (or side by side). Check the install table (usually on the first page of the IDs) against the pack list to see if the item numbers & parts match up. The pack list & the install table list will always have exactly the same item numbers & quantities.

Make sure the correct fixings and quantities are specified on the Pick & Pack List & the IDs.

Minimize the IDs & open the PDs. From here you need to thoroughly check every drawing page against the Pick & Pack List, as well as looking for the following:
- Make sure all dimensions are correct & shown on every drawing.
- Calculate each bend to see that the cut length is correct.
- Check in the pick list that the stanchion fittings are the right quantity to what is shown on the drawings.
- Make sure all of the item numbers on the drawings match the Pick & Pack Lists.
- Check that the quantities and finishes on every drawing is correct.

If the project contains any rolled parts, then a RD PD drawing pack will be created by the drafter. You will need to look for the following:
- Make sure the correct dimensions are placed on any rolled parts (chord length & height, 300mm green added if required, radius dimension added to the inner side of the part, total arc length of the roll).
- Check that the quantities & finishes of the rolled parts are correct.

If the project contains any fabrication, then a FAB PD drawing pack will also be created by the drafter. You will need to look for the following:
- Make sure the correct dimensions are placed on any fabricated items or balustrades (edge of bar, centre of droppers, distances between pipes, overall dimensions etc.).
- Check the finish of any parts that make up the fabricated items are correct.
- If any custom plates are required, check that drawings & DXF files have been created. These need to be dimensionally checked against each other.

Once the PDs have been checked, you can open up the IDs again & begin checking through them. You should be looking for the following:
- All necessary dimensions are placed so that the installer can properly complete installation on site.
- A quick check of the balloon numbers & the install drawing table to see they match up.
- Details/dimensions shown for things like the overall height of the handrail/balustrade, edge of concrete to centre of stanchion, inground/core depth (if posts are inground/core mount), offset from wall etc. Mostly dimensions to do with the handrail/balustrade design itself to help the installer on site.

Once the PDs & IDs have been checked, a quick check through the Pick List & Pack List needs to be done to check for any discrepancies between item numbers in the two lists.

Make sure that the finish & colour are filled in, even if it is a galvanized project.

Once that is completed, follow the same steps above for any other parts of the project that have had their PDs, IDs & Pick & Pack Lists completed. Now that all PDs have been checked & confirmed correct, drag all production files into the 2.CAD_Site-Shop Drawings folder of the project. If there are multiple parts of the project that have had their production drawings completed, create individual folders within the 2.CAD_Site-Shop Drawings folder, corresponding to the name of that part, then drag the production files into those folders.

Email to Production

You are now ready to email the production manager, advising that these parts of the project are now ready to begin production.

First, forward the production ready email template for the state where the project will be produced. Make sure to add the project number & project name into the subject heading. Then go through & fill out the areas in the email template. Make sure to add the Project Number, Metres used, Finish & Dates into the body of the email then send off the email.

Final Stage

Once all of the above is completed, you can now sign the project out. Back in Monday.com, change the Phase of the project to Done. This will run an Automation & move the project into the Complete group. The project is now completed & has worked its way through CAD.