Reports and Presentations - Construction Project Scheduling and Control - page 260

telephone logs, RFIs (requests for information), requests for proposals (RFPs), pro-
posals, change orders, memos, invoices, notices, general correspondence, meeting
minutes, daily reports, and any other documents that relate to project management.
Such software also helps speed up communications, including the review and approval
processes. There are also many document management software programs that go
beyond the objective and capabilities of those software programs mentioned earlier.
Such software packages are becoming more and more powerful:
• They are continuously being expanded, and more modules are being added to
them to circumvent all facets of project management.
• They can be integrated with other programs (CAD, BIM, estimating, account-
ing, scheduling, etc.).
• They include many standard forms, including some third-party forms.
• They allow the user to tap into the software through their SDKs (software devel-
opment kits) and to customize certain aspects or to export data.
• They allow project team members to go on the Web (Internet and intranet) and
view and respond to documents from anywhere.
• They can be linked to external devices such as cell phones (PDAs), tablets, iPads,
and Blackberrys.
Users of electronic media should follow certain precautions, such as the
following nine points:
1. Back up your documents periodically or even automatically. If you are on a
local server and are using a shared drive, be sure to back up your documents
regularly. Keeping a backup copy in a safe place away from the company's
building is also a good idea. One of the options available these days is to keep
a backup copy in the “cloud” such as Google Drive or Microsoft OneDrive.
Doing so is a precaution against fires, floods, hurricanes, theft, and other
events that can destroy the records. Having all the information in one local
location only, such as the scheduler's notebook computer, is dangerous and
unwise.
2. Programs such as Oracle Primavera P6 either have no Undo function or a
limited Undo function. There is no Save As function. Whatever you do will
likely be permanent and cannot be reversed. For this reason, if you want to
experiment with some “what-if” scenarios, make a copy of the schedule and
leave the original intact. Once you finish experimenting, move, delete, or
archive the file so that it does not get mixed up with other files.
3. When e-mails are used for communication, print important e-mail messages
or transfer them from the Inbox to a secured folder or box that is out of
the e-mail system. Most e-mail systems automatically “clean up” the Inbox
periodically (e.g., every 6 or 12 months).