Module 1 – Getting Started

Version 1.0

2010 BPIMS TRAINING MODULE 1 DESCRIPTION

Module Title: BPIMS Getting Started

Version: 1.0

Description: 1 hour overview of BPIMS for new users

Workshop Location: Level 2, 211 Victoria Square

2010 Sessions Dates: Upon request

BPIMS Training and Development Contact:

BPIMS Services Desk bpims@sa.gov.au ℡ 8226 1511

Other BPIMS Modules: Module 1 – Getting Started Module 2 – Plan and Brief a Project Module 3 – The Project Home Module 4 – Contract Instructions Module 5 - The Library Module 6 – Human Resource Module 7 – Administration Module 8 – Reporting

Table of Contents Welcome to BPIMS ........................................................................................................................................ 4

BPIMS Objective ........................................................................................................................................ 4

Background ................................................................................................................................................. 5

Benefits of Using BPIMS ........................................................................................................................... 6

Getting Started ................................................................................................................................................ 7

Benefits of Using BPIMS ........................................................................................................................... 7

Contact Us ................................................................................................................................................... 7

BPIMS Navigation Menus .............................................................................................................................. 8

Welcome Page Menus ............................................................................................................................... 8

Main Menu ................................................................................................................................................... 8

Header Menu .............................................................................................................................................. 8

Footer Menu ................................................................................................................................................ 8

Government Links ...................................................................................................................................... 9

Helpful Tools ............................................................................................................................................... 9

Government Projects ................................................................................................................................. 9

Prequalified Contractors ............................................................................................................................ 9

Logging into BPIMS ...................................................................................................................................... 10

The BPIMS Managing Projects Area ......................................................................................................... 11

Login Menus .............................................................................................................................................. 11

Header Menu ............................................................................................................................................ 12

Footer Menu .............................................................................................................................................. 12

Welcome to BPIMS ...................................................................................................................................... 12

Online Help Assistance ................................................................................................................................ 13

Context-Sensitive Help ............................................................................................................................ 13

Search for Help ......................................................................................................................................... 13

BPIMS On-Line Help Screen .................................................................................................................. 14

Additional Help Tools ............................................................................................................................... 14

Frequently Asked Questions ....................................................................................................................... 15

Welcome to BPIMS Welcome to BPIMS, the Building Management Project Information and Management System. BPIMS enables the electronic collection, collation and consistent management of project information. It also facilitates the collaboration and communication between project stakeholders providing project and program information in real time. The information management of this working database is imperative to enable ongoing management of projects and their risks and to allow effective reporting to all stakeholders.

BPIMS Objective BPIMS enables the electronic collection, collation and consistent management of project

information. BPIMS will streamline project management processes and the flow of information. BPIMS is a central repository allowing project team members to store, organise and report

on all project data. BPIMS structure is based firmly on project management methodology; both 1PMBok and the

Government PIP methodology. BPIMS facilitates knowledge sharing, among government agencies. BPIMS promotes and supports the implementation of government policies and practices

relating to major building project delivery and building asset management.

1 A Guide to the Project Management Body of Knowledge (PMBOK Guide) is a project management guide, and an internationally recognized standard that provides the fundamentals of project management as they apply to a wide range of projects, including construction, software, engineering, automotive, etc.

Background BPIMS by design supports and promotes the Project Implementation Process (PIP) and the PMBOK practices. In 1995, construction procurement came under the policy umbrella provided by the Cabinet approved ‘Project Implementation Process’, which documented the procurement process that must apply to all public sector building construction projects over $150,000 including the roles of key stakeholders. In 2005, Cabinet approved that ‘prescribed construction projects’ with a total value exceeding $150,000 would be exempt by regulation from the State procurement Act 2004. This recognised that construction has separate well-established procurement processes managed by infrastructure agencies will a level of expertise and established processes required. Construction procurement is managed by the policy framework provided by Treasurer’s Instructions and associated guidelines, the 5-step Infrastructure Planning and Delivery Framework in the Strategic Infrastructure Plan for South Australia, and this Project Implementation Process. The Project Implementation Process is a generic policy that can be applied to all types of prescribed construction projects under the State Procurement Act 2004 and Regulations. It stipulates a role for the infrastructure agencies, Department for Transport, Energy and Infrastructure (DTEI) and Land Management Corporation (LMC), in the delivery of prescribed construction projects. These agencies have developed specific implementation guidelines for the application of the Project Implementation Process for infrastructure, commercial building and land development projects.

Benefits of Using BPIMS Ability to report by programme Agency. Capture of information from the private sector through on-line reporting. Improved quality of briefs. Increased capacity of project management processes. Ability to better allocate resources to projects. Improved management of project budgets and estimated costs. Improved ability to track timeframes and identify blockages and delays. Improved risk management. End-to-end project reporting. Improved document flow. Improved DTEI profile.

Getting Started

Benefits of Using BPIMS To activate the BPIMS program, open Internet Explorer and browse to www.bpims.sa.gov.au

The BPIMS Welcome Page provides information, tools and login provisions for public viewers and authorised users. Lead agencies, contractors, and project team members will require a secure login to record and manage project information. BPIMS has been designed with a view of participating organisations being responsible for managing their own access to the application. There are three tiers of access available to users. Public Access – No Username and Password required. Anyone with a web browser can access details about Building Management projects, pre-qualified contractors, and Library containing information and resources relating to building project management. Login Access – Authorised Users are provided with a BPIMS login to access additional BPIMS menus as well as accessing more extensive information and resources in the BPIMS Library. Additional tools provided by an authorised login include the ‘Plan a Project’ Wizard, project Brief tools and Human Resources. Team Member Access – Is achieved by assigning a ‘project role’ to users with Login Access. Team Member Access allows users to access the Project Home Page area of BPIMS. Project information can be accessed, created and updated from the Project Home Page.

Contact Us Please contact the DTEI Service Desk for a New User Access Request Form for BPIMS. Your login details will be forwarded to you via email from the Department for Transport, Energy and Infrastructure.

Telephone: (08) 8226 1511 Email: bpims@sa.gov.au

BPIMS Navigation Menus

Welcome Page Menus

Main Menu Government Projects – public information on building projects, recently completed projects

and projects under investigation. Prequalified Contractors – search to view the SA governments preferred and pre-qualified

contract services. Project Management Library – Resource Library containing resources, guidenotes,

proformas, policies and system Help. Managing Projects – secure login access for authorised BPIMS Users and project team

members.

Header Menu Library – links to the BPIMS Resource Centre. Login – opens the login screen for authorised

BPIMS users. Contact Us – provides a contact page for email and telephone enquiries. Help – opens the BPIMS on-line system Help.

Footer Menu Terms of Use – links to the BPIMS Terms and Conditions Disclaimer – links to the SA Government Disclaimer web page, via SA Central Privacy – links to the Government Privacy and Security statement, via SA Central Copyright © - links to the Government Copyright and Trademark Notice, via SA Central

Government Links The Welcome page also provides a range of active links to other government web sites and services.

Helpful Tools The BPIMS Welcome page provides users with helpful tools for accessing project information and finding recommended service contractors.

Government Projects The Government Projects link from the BPIMS Welcome page provides access to a list of current and archived government construction projects.

Prequalified Contractors The prequalified contractors link from the Main Menu provides a search facility for users to view the SA governments preferred and prequalified contract services. Users can use this tool to locate Professional Service Contractors and/or General Building/Trade Contractors. Results will provide Company Names, addresses, business contacts, and prequalification details. Follow the screen prompts to use the Prequalified Contractors search.

Logging into BPIMS Select Login from the header menu. This will produce a login dialogue box. Enter user name and password. Select .

The Login Details requires the entry of a ‘Password’, which the User will enter to access BPIMS. To meeting government ISMF security guidelines, passwords should: Be a minimum of eight characters in length. Must contain at least one upper case, one lower case and one numeric character. Will expire every 60 days. Must differ by at least three changed characters. Cannot be repeated for 12 consecutive password changes.

Note: Passwords can be changed at any time by accessing the People Sub Menu which is covered in Module 6 – Human Resource.

The BPIMS Managing Projects Area You will be directed to the BPIMS Managing Projects Area.

Login Menus Once you have logged into BPIMS, the menus change and are described below.

Plan a Project: Plan a Project using the Project wizard.

Brief a Project: Create or Edit a Project Brief. Project List: Lists Projects applicable to the User. My Alerts: Displays ‘Alerts’ raised through Quality Review and

Contract Instructions. My Files: Secure ‘working files’ area for each User. My Action Items: Displays Action requests sent from the Project File. Human Resources: People Management and User access. Administrators: Project Administration and System Admin Release Notes: Displays recent system events and actions

Header Menu

Home: Navigate to the Projects Welcome page. Library: Open the BPIMS Library – access to resources and information to

assist with project requirements. Contact Us: Contact details for DTEI personnel and/or project team members. Help: Open the On-Line System Help. Logout: Logout of the secure BPIMS environment. Search: Keyword Search for instant access to the BPIMS Library.

Footer Menu

BER Bulletin: Access to Building the Education Revolution Bulletins (for the use of BER Project team members only).

Proformas: Access to Proforma Resources. Policies: Access to Policy Resources. Guidenotes: Access to Guidenote Resources. Reports: Access to various Report templates.

Welcome to BPIMS A series of BPIMS Management Reports are stored on the Login Page. Available reports will be displayed dependent on the Users login and security settings. Not all Reports will be available to all BPIMS Users. Displayed Reports are presented with a hyperlink title (for easy navigation) and a brief description of the report content. Click on the Report Title to run/open the required Report.

Online Help Assistance The BPIMS Online Help System provides easy, step-by-step instructions on how to perform specific tasks. Access ‘Help’ by clicking on the link in the Library header menu. Created specifically for each application, each module contains authoritative, searchable help available at the click of a button. The online help system is clear, comprehensive and features include context-sensitive help, explanations of navigation buttons, business rules, screen item definitions and quick navigation to related topics.

Context-Sensitive Help Displays Help for the current screen, using a separate pop-up window. Topics can contain task descriptions or links to additional information about the task. Additional Help topics can be accessed via the Open BPIMS On-Line Help link at the top of the Context-Sensitive Help.

Search for Help Users can Open BPIMS On-Line Help via the link at the top of the Context-Sensitive Help window to search by Contents, Index, Search or Glossary tools.

BPIMS On-Line Help Screen Contents: displays the structure and organisation of the online information and can be used to locate a topic and/or related topics. Index: enables users to search for information by simply clicking on a keyword to display the corresponding topic/s. Search: allows users to search every topic in the system for a particular word or phrase. Glossary: provides a list of terms and definitions related to DTEI Building Management.

Additional Help Tools Navigation Button & Screen Items Click the Navigation Button and Screen Items link at the bottom of the Help window to display a table of navigation buttons and screen items. The Help windows are designed to open in a separate window with reference to the current working BPIMS screen thus enabling dual access to BPIMS processes and related Help. Click the heading to close the table. Business Rules Where there are business rules associated to a screen or a heading, Business Rules will display at the bottom of the help screen. Click to display applicable business rules. Click the heading again to close the dropdown.

Related Topics Related Topics box will provide a list of related references for Users to easily locate more information within the same subject or topic group. Click on the Related Topic box to navigate to other Help references.

Frequently Asked Questions Q: I cannot log into BPIMS. The system appears to accept my user name and password but

does not direct me to the next screen. A: Check which internet browser you are using. The About Internet Explorer dialogue box

will display the version number. Please note that BPIMS does not run in Version 8 without some minor configuration changes. To allow your Version 8 internet browser to view BPIMS, simply select the compatibility viewer icon from the main toolbar.

OR This may be because you have your pop up blocker on. Some minor configuration

changes will resolve this issue. Browse to the Tools menu Select Internet Options Select the Privacy tab Ensure you have de-selected the ‘Turn on Pop-up Blocker’ box. Select OK