FabSuite Workflow – Managing Revised Shop Issue Detail Drawings, Update the Project Schedule

The previous blog entry included adding a new transmittal with attached shop detail drawings, sending this data to a recipient via Outlook, and receiving approved shop drawings.  For this entry we will be performing the following:

  • Adding revised detail drawings
  • Set shop release date, send a shop transmittal work order
  • Update in Project Schedule

Open the job in Project Management, and the click on tab for ‘Detail’ under the area for ‘Drawing Log’.

Click the ‘Drawing Log’ drop down, click to select ‘Batch Insert – From Files’.

The ‘File Insert’ window opens.  Click the radio button for ‘Add Revision’.  Enter the Revision number, then click the ‘Directory’ button at the top right.

The ‘Browse For Folder’ window opens.  Find the file in which the drawings have been saved and click on it to highlight, click ‘OK’ at the bottom.

Returning to the ‘File Insert’ window, click to checkmark the box for ‘Copy Files into Drawing Directory’.  Enter the File ‘Prefix’ and/or ‘Suffix’ if applicable.  Entering the data to cancel out characters – including spaces – leaving only the drawing number will put the revised drawings in the same slot as the previously entered drawings, allowing them to ‘stack’.

See the blog entry dated January 15, 2018 titled ‘FabSuite Workflow – Adding shop drawings to the Drawing Log in Project Management’ for the step by step explanation for using the ‘File Prefix’ and ‘File Suffix’.

The Description, Checked By and Date Checked may be entered if all drawings or the same.  If not, these entries may be updated by global edit later.  See specific instructions for ‘Detail Drawings – Global Edit’ in the manual for Project Management.

Enter the dates revised and received, click to checkmark the ‘Update Approval Status’, click ‘Add’ at the bottom or hit F4 on the keyboard.

The revised drawings have been added.  The left side list shows the current drawing version. These drawings link then to the materials in Production Control and FabSuite Go. The ‘stacked’ revisions show in the bottom right.  Double click on a previous version to view and print.

Now the drawings may be sent by transmittal as ‘Shop Issue’.

Click the ‘Drawing Log’ drop down, and click to select ‘Transmittals’.  This is a time-saving shortcut, as this step bypasses the need to closing the drawing log, returning to the Project Management window and then clicking on the Transmittals tab to open.

Click ‘New’ to enter the next transmittal number.  Click the down-pointing arrow for the ‘Date’.  Click on the calendar date.  Next, select a ‘Recipient’.  This selection will show the list of available firms entered into the Project Management window.   The recipient contact automatically populates with the default selection.  When issuing shop drawings internally, select ‘My Company’ as the recipient.

Click to select all of the revision 1 drawings, move to the right or ‘included side’ of the window.  Click the button for ‘Set Shop Issue date of Included Drawings’.

Click the right down pointing arrow to select a calendar date – click OK.

Click the ‘Transmittal’ drop down, and then click to select ‘Email Selected Transmittal’.

Now that the shop issue date has been set, you then have reporting of the same.

Reports – Click the Transmittal drop down, then click to select ‘Reports’

As you are currently in the ‘Transmittals’ window, the automatic filter is set for transmittal type reports. See the check mark in the ‘Transmittals’ box in the bottom window section for ‘Report On’. Scroll to locate and click to highlight the ‘Shop Issue Date’ report.  Click the ‘Select’ button to the right, the Shop Issue Date window opens.  Click the down pointing arrow for ‘Minimum’, click a calendar date for how far back you want to go, then click ‘OK’ to set the filter.  Leaving the ‘Maximum’ date blank will set to the most recent date.  The date range selected with show highlighted green just to the right of the report name.

Click the ‘Make Report’ button, or hit F4 on your keyboard.  The ‘Report Selection’ window opens, click to select ‘Transmittals with Drawings’.  The screenshot to the right shows this report.

The filtered report then shows the list of drawings, the drawing revision and the release date, which could be used as a type of shop work order, as this provides the tracking of the release to shop drawings.

Return to the Project Schedule to see the level of completion for detailing by the approved shop drawing issue.  Click the ‘Project Schedule’ button at the bottom right of the Project Management window.

Click the ‘Gantt Chart’ button to view.  Click the ‘Update Status’ button at the top right of the window.  The ‘Enter Edit Mode’ pop-up appears, click ‘Yes’ to continue.

The ‘Status update’ window shows the progress as the program updates the Gantt chart, click the top right red ‘X’ to close when it completes.

Returning to the Project Schedule, the current project status is revealed.  Here significant progress is shown for approved detail drawings as recorded by the approval status.  A small percentage of progress is shown for materials purchased, materials received and the first Production Control station for Cut/Saw.

In these two Project Schedule screenshots, the purple arrow is pointing to the vertical grey bar.  When moved to the right, the split window to show the Gantt chart data.  To reveal the data side, hoover your mouse on the grey bar and the pointer will change to the split indicator, left click to grab and slide the bar to the right.

The linked data is revealed.  The total hours by station is shown together with the ‘Linked Hours’.  The base hours are the estimated hours from the original estimate which are linked to production control by Production Code.  The ‘Linked Hours’ are the shop executed hours by station in Production Control.

In this updated version of the Project Schedule, we now see executed time for comparison to the estimated hours.  Regular hours are added by Time Tracking, which in this case, is time not associated by station.  The vertical blue line just to the right of the purple arrow indicates the current calendar week.

Look for the bottom center selection for ‘Show Columns’.  Click to check or un-check the boxes for ‘Show Columns’ items, as this adds or removes columns in the left side of the Gantt chart window.  As you highlight Column items, the column description is shown just to the right.  Feel free to do some experimenting here – scroll and click to highlight, then click to checkmark a box, view the added column.

For detailed setup information on Production Codes and Resources, review the four part series blog posts for ‘Unlocking the Mystery of Production Codes’ beginning October 11, 2016.

For this blog entry we have performed the following:

  • Added revised detail drawings
  • Set a shop release date, issued a shop work order by transmittal
  • Updated the Project Schedule

Next we will continue in Project Management – Contract & Invoicing.  We hope you find this information helpful in your journey with working in the FabSuite module for Project Management!


Written by Kerri Olsen

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