Scope Template App User Guide And Administrative Manual

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Scope Template AppUser Guide and Administrative ManualTable of ContentsCHAPTER 1. CREATE A TEMPLATE FOR A SCOPE OF WORK . 41.Create a New Scope of Work Document . 41.1.Start New Document . 41.2.Add Details . 41.3.Project Overview . 41.4.Add Project Overview Sub Items. 51.5.Select Work Packages to Include in the Scope of Work . 51.6.Click Create Document Button. 51.7.Open Document . 61.8.Enable Editing . 61.9.Update Table of Contents . 61.10.Finish Document . 6CHAPTER 2. TIPS FOR EDITING THE TEMPLATE . 71.2.Content. 71.1.MnDOT Specifications Writer's Style Guide . 71.2.Active Voice . 71.3.Plain Language . 71.4.Deliverables . 71.5.Redundancy . 7Formatting . 82.1.Text Styles . 82.1.1.Accessing Text Styles . 82.1.2.Word’s Navigation Pane . 82.1.3.Description of Heading Styles . 92.1.4.Description of List Styles . 112.1.5.Using Styles for Emphasis within Narrative . 112.2.2.2.1.Page Formatting . 11Page Margins, Header, and Footer . 113.Updating the Table of Contents . 124.Incorporating Content from Other Sources . 134.1.Copy and Paste Text from Another Document . 131

Scope Template AppUser Guide and Administrative ManualCHAPTER 3. ADMINISTRATION MANUAL. 151.Access the Admin Section . 151.1.Click Admin Button . 151.1.1.1.2.2.Button Availability Dependent on Security . 15Select the Type of Change You Want to Make . 15Add or Edit Project Overview . 162.1.Add a New Project Overview Item . 162.1.1.Add Title . 162.1.2.Add Description . 162.1.3.Adjust Status . 162.1.4.Save . 172.2.Add Project Overview Sub Item . 172.2.1.2.2.1.1.Add Title . 172.2.1.2.Add Description . 182.2.1.3.Adjust Status . 182.2.1.4.Save Sub Item . 182.2.2.Modify Sub Item . 182.2.3.Delete Sub Item . 192.3.4.Edit Project Overview Item . 192.3.1.Make Content Changes. 192.3.2.Save . 192.4.3.Add New Sub Item . 17Delete Project Overview Item. 19Order Project Overview . 203.1.Drag & Drop Position . 203.2.Change Order with Buttons . 20Work Package Introduction . 214.1.Add or Edit Work Packages . 214.2.Add Work Package . 214.2.1.Add Work Package Name . 214.2.2.Add Source Type Code . 214.2.3.Adjust Status . 212

Scope Template AppUser Guide and Administrative Manual4.2.4.Add Description . 224.2.5.Save Work Package. 224.3.Add Activity Item. 224.3.1.4.3.1.1.Add Activity Name . 224.3.1.2.Add Heading Style. 224.3.1.3.Add Activity Code . 234.3.1.4.Add Description . 234.3.1.5.Save Work Package Item. 244.3.2.Update Work Package Item . 244.3.3.Delete Work Package Item . 244.3.4.Order Work Package Items . 244.3.4.1.Drag & Drop Position . 254.3.4.2.Change Order with Buttons . 254.4.6.Update Work Package . 254.4.1.Make Content Changes. 254.4.2.Save . 254.5.5.Add New Activity . 22Delete Work Package . 25Order Work Packages. 265.1.Drag & Drop Position . 265.2.Change Order with Buttons . 26Granting Access to Admin Section . 266.1.Open FIM . 266.2.Locate Security Group . 266.3.Add New Members . 276.4.Search Names & Select Accounts . 276.5.Confirm Selection . 273

Scope Template AppUser Guide and Administrative ManualCHAPTER 1. CREATE A TEMPLATE FOR A SCOPE OF WORK1.Create a New Scope of Work Document1.1. Start New DocumentSelect the “Create Scope of Work Document” button to start creating a new document.1.2. Add DetailsInput the Project Manager, Project Name, and Contract No (if available).Note: The Project Manager and Project Name fields are required.1.3. Project OverviewThe Project Overview grid shows the items that will be listed in the introductory section of thedocument. No action is required in this section of the Scope Template App. The content for theseitems can be changed after the document has been created.4

Scope Template AppUser Guide and Administrative Manual1.4. Add Project Overview Sub ItemsFor some projects, there may be cases where additional information is needed in the ProjectOverview section. Select the checkboxes for all the options that apply to the project.1.5. Select Work Packages to Include in the Scope of WorkIn the next section, Scope of Work, select the checkboxes for all Work Packages that apply to theproject.1.6. Click Create Document ButtonOnce all the options have been selected, select the “Create Document” button to generate thedocument.5

Scope Template AppUser Guide and Administrative Manual1.7. Open DocumentAfter the document has been created, open the document.1.8. Enable EditingBefore making changes, there may be a prompt preventing changes. Please select “Enable Editing”to edit the document.1.9. Update Table of ContentsA prompt should appear as a request to update the fields in a document. Please select “Yes” as thiswill dynamically create the initial Table of Contents for the document.If you do not see this prompt, the Microsoft Word setting to “Update automatic links at open” isnot properly configured. Please contact MNIT to disable the DontUpdateLinks field by installing aregistry key.1.10.Finish DocumentSAVE YOUR FILE. The application does not save the template output file for you. At this point youmust save the Microsoft Word document to the MNDOT server with a unique file name. This is yourfile. If you do not save it you will need to start over to create a new output file.Now you have a draft scope of services ready to be edited to reflect the specifics of your project.Please read the scope carefully and add or delete sections as necessary. Red text is highlightedwhere project specific information is required. Follow instructions within the file (noted in red) tocomplete the document and fill in any blanks. Make additional changes as needed.See Chapter 2 for helpful tips to simplify inserting text from other documents, managing documentstyles, updating table of contents and other WORD software tricks.6

Scope Template AppUser Guide and Administrative ManualCHAPTER 2. TIPS FOR EDITING THE TEMPLATE1.Content1.1. MnDOT Specifications Writer's Style GuidePlease see the MnDOT Specifications Writers’ Style Guide (December 2012) for guidance on thewriting style that should be used when writing a scope of services. This guide can be found style-guide.pdf1.2. Active VoiceUsed well, the active voice adds clarity by assigning responsibility, and lessens a reader’s burden bysimplifying sentence structure and eliminating words. The templates in this application haveincorporated this goal. Additions to or revisions of the template narrative should be written in aconsistent active voice.1.3. Plain LanguageAdditions to the template scopes should be written in plain language. Any abbreviation needs to bespelled out the first time it is used. Avoid using jargon. Use the simplest language that says clearlyand accurately what needs to be said.1.4. DeliverablesAt minimum, each work package should have an identified deliverable, which should be noted atthe end of each task. Deliverables should be tangible products. A tangible product is like a layout,road plan, report, or meetings with agendas and minutes. An intangible product is something likeobtain public consent. The deliverable statement should contain the following elements:a.b.c.Items to be deliveredQuantity of each item to be deliveredElectronic or hard copy deliverable, unless that is previously covered in Project Overviewsection.A summary of deliverables would be redundant and is not recommended in the scope of services.Examples:Deliverable: Electronic copy of issues list, action items and dates of resolution.Deliverable: Facilitate (insert #) meetings to be held at insert location. Provide agenda, content andmeeting summary.Deliverable: One electronic copy of the 30% Design Package1.5. RedundancyRepetition is both unnecessary and counterproductive when writing a scope of services. Pervasiverepetition can create opportunities for misunderstanding and inconsistencies or errors. Thetemplates have been organized to state things only once. Don’t add items to sub-scope sections7

Scope Template AppUser Guide and Administrative Manualthat are covered elsewhere. For example, Standards are listed in the General Overview section, andtherefore do not need to be repeated in subsequent scope areas (e.g.; road plans or wetlands). Ifunique standards are required you should add them to the Standards section of the ProjectOverview scope, or the specific scope area, but not both.2.Formatting2.1. Text StylesThe scope of work exhibit for Professional/Technical contracts will be developed utilizing an outlineformat. In order to create an outline, styles must be used.2.1.1.Accessing Text StylesThe scope of work template document is embedded with styles for formatting. You can access thestyles from the Quick Style Gallery under the Home tab above, which looks like this:To expand the list of Text Styles, click the arrow icon in the bottom right corner of the Styles menu,which looks like this:2.1.2.Word’s Navigation PaneWhen styles are used, the scope document created will be able to generate a Table of Contents andan outline that can be viewed in the Navigation Pane on the left of the screen. The Navigation Panecan be accessed by hitting Ctrl F and selecting “Headings”, or by navigating to the View tab andchecking the Navigation Pane box. This can help you easily navigate scope documents in MicrosoftWord.8

Scope Template AppUser Guide and Administrative Manual2.1.3.Description of Heading StylesThe scope of work exhibit template uses two sets of styles, one for the introduction and one for thescope of services section. These are differentiated to allow the Scope of Services section to startwith number 1, yet provide a numbering system to the Project Overview section for ease ofreferencing.For the Introduction, use the styles “Section Heading,” “Intro Heading 1,” “Intro Heading 2,” “IntroHeading 3,” “Intro Heading 4,” and “Normal.” These Intro Headings are for elements within theproject overview.Work tasks in the Scope of Services section will be numbered using a separate set of heading styles.Work tasks use the styles “Section Heading,” “Heading 1,” “Heading 2,” Heading 3,” “Heading 4,”“Heading 5,” “Heading 6,” “Heading 7,” and “Normal.”Headings 1, 2, 3, and 4 are numbered and will be used for the title of each deliverable or activity.The headings should be applied in order to create an outline based on the content—Heading 1,then 2, then 3, then 4.Headings 5, 6 and 7 are not numbered and may be used in the description of a work package oractivity to help define different subsections. Like the first four headings, these should be applied innumerical order.STYLENormalDESCRIPTIONBody paragraphs should be styled with Normal.There is spacing built into the style so you donot need to add returns between paragraphs.The Normal style is Calibri Regular and the sizeis 11 point. The Normal style is set with a .3inch indent.9

Scope Template AppUser Guide and Administrative ManualSTYLESection Heading1.A.1. Intro Heading 1A.1.1.Intro Heading 2A.1.1.1.Intro Heading 3A.1.1.1.1. Intro Heading 41.Heading 11.1.Heading 21.1.1. Heading 31.1.1.1. Heading 4Heading 5Heading 6Heading 7DESCRIPTIONSection Heading is Calibri Bold and the size is11 point.Section Heading is not numbered. The purposeof this is to have numbering begin with thescope of work items for the consultantcontract.Section Heading has a 1/2pt solid black ruleabove it.Intro Heading 1 is Calibri Bold and the size is 11point. Intro Heading 1 is not indented. IntroHeading 1 is numbered first with a Capital A,followed by a period and a number.Intro Heading 2 is Calibri Bold and the size is 11point. Intro Heading 2 and all subsequent IntroHeadings are indented .3 inches. Intro Heading2 has one more level of numbering.Intro Heading 3 is Calibri Bold and the size is 11point. Intro Heading 3 has one more level ofnumbering.Intro Heading 4 is Calibri Bold Italic and the sizeis 11 point. Intro Heading 4 has one more levelof numbering.Heading 1 is Calibri Bold and the size is 11point. Heading 1 is numbered with a singledigit. In this way, items within the scope will benumbered sequentially starting with thenumber 1.Heading 2 is identical to Heading 1 asdescribed above, but with increased depth fornumbering and .3-inch indent.Heading 3 is identical to Heading 2 asdescribed above, but with increased depth fornumbering.Heading 4 is Calibri Bold Italic and the size is 11point. Heading 4 has increased depth fornumbering.Heading 5 is Calibri Bold Italic and the size is 11point. Heading 5 and any subsequent headingsdo not get a number.Heading 6 is Calibri Italic and the size is 11point.Heading 7 is Calibri Regular Underlined and thesize is 11 point.10

Scope Template AppUser Guide and Administrative Manual2.1.4.Description of List StylesLists of items that are not numbered sections should be lettered, rather than bulleted for ease ofreference. Examples of lists may include a listing of intersection locations, a list of references for aproject, or other lists that do not fit within other formatted headings of the scope outline.In the Introduction, lists are styled with the Intro List Alpha style. The lettering restarts at “a” after anew Intro Heading.a.b.c.Intro List AlphaIntro List AlphaIntro List AlphaIn the Scope of Services section, lists are styled with the List Alpha style. The lettering restarts at “a”after a new Heading.a.b.c.2.1.5.List AlphaList AlphaList AlphaUsing Styles for Emphasis within NarrativeAdditional styles are set up for use within the narrative if needed for emphasis. Examples are notedbelow. These styles are also available in the Styles Tab.If you would like text to be bold, rather than selecting B from the Font tab, select Strong from theStyles tab.If you would like text to be italic, rather than selecting I from the Font tab, select Emphasis from theStyle tab.If you would like text to be bold italic, select Intense Emphasis from the Style Tab rather than usingthe Font Tab to format.2.2. Page Formatting2.2.1.Page Margins, Header, and FooterPage margins in the scope of work template are set to 1 inch on the top, right, and left, and 1.2inches on the bottom. Headers and footers are set to be .5 inches from the top and bottom of thepage respectively.11

Scope Template AppUser Guide and Administrative Manual3.Updating the Table of ContentsAfter you have finished editing your scope of work document, it is necessary to update the Table ofContents.The Consultant Scope of Work web application will autogenerate a Table of Contents based on yourselections in the Scope Template App. This will appear on the first page of the exported document.To update the Table of Contents, simply place your cursor within the existing Table of Contents andclick Update Table.The following dialogue box may appear. If so, check “Update entire table” and click OK.12

Scope Template AppUser Guide and Administrative Manual4.Incorporating Content from Other SourcesYou may wish to reuse content from previous scope of work exhibits. Any content you bring in fromanother source should adopt the editorial style and formatting outlined in this guide by using thefollowing steps.4.1. Copy and Paste Text from Another DocumentTo Copy and Paste text from another source follow the following instructions.1. Select text in your source document that you intend to copy to the new scope of workdocument.2. Use the Shading tool (picture of bucket) under the Home tab to make it another color (red, forexample).3. Copy the now shaded text using Ctrl-C and paste that text into your new document using Ctrl-V.4. Place your cursor in a paragraph that you'd like to apply new style.13

Scope Template AppUser Guide and Administrative Manual5. Click on "Select All Text With Similar Formatting". This option is in the Home tab under theSelect drop down menu. Using the "Select All Text With Similar Formatting" option allows you tostyle multiple items at the same time.6. Click on the proper style from the style gallery to apply to the selected text. Do this for eachsection of text that you'd like to change until no shaded text remains.7. If any text remains shaded, place your cursor in the text, click on "Select All Text With SimilarFormatting", and change the Shading to none (or choose the appropriate style from the StyleGallery – such as “Normal”).If the Copy and Paste method described above does not work as described, do the following.1. Select text in your source document that you intend to copy to the new scope of workdocument.2. Copy the selected text using Ctrl-C.3. Paste the text into your new document using the Paste-Keep Text Only option. Right click in yournew document where you want the text to be inserted, and select the Paste icon with the largecapital letter A.4. The text will be pasted without any formatting or styles applied. Follow the guidelines outlinedin Section 3.1 of this document to style the new text to match the scope of work templateformatting.14

Scope Template AppUser Guide and Administrative ManualCHAPTER 3. ADMINISTRATION MANUALThis chapter is for maintenance and management of this application. If you have suggested changesto any of the existing template work packages, please contact Central Office Project ManagementUnit. Central Office Project Management is responsible for maintaining the application andupdating the templates.1.Access the Admin SectionThe Admin Section is where the templated content can be changed. Access is limited to this area,so not all users will be able to make changes. To request permissions, please contact Central OfficeProject Management Unit to be granted access.1.1. Click Admin ButtonFrom the app home page, select the “Admin Section” button in the upper right corner.1.1.1.Button Availability Dependent on SecurityIf the button is not available, please contact Central Office Project Management Unit to be grantedaccess to the Admin Section.Instructions on how to grant users access to the Admin Section can be found under item 6 of theAdministration Manual.1.2. Select the Type of Change You Want to MakeThere are four different template changes that can be made.a.b.c.d.Add or Edit Project Overview: Select the “Add or Edit Project Overview” button to makechanges to the items in the Project Overview section of the document.Order Project Overview: Select the “Change Project Overview Default Order” button toadjust the default order of the Project Overview section items.Add or Edit Work Package: Select the “Add or Edit Work Package” button to makechanges to the Scope of Work items.Order Work Packages: Select the “Change Work Package Default Order” button to adjustthe default order of the Scope of Work section items.15

Scope Template AppUser Guide and Administrative Manual2.Add or Edit Project OverviewFrom the Admin Section, select the “Add or Edit Project Overview’ button to open the view to makechanges to the Project Overview items.2.1. Add a New Project Overview ItemTo create a new Project Overview item, select the “Start New Project Overview” button.2.1.1.Add TitleFor the new Project Overview item, add a Title. This will appear in the document with the “IntroHeading 1” style.2.1.2.Add DescriptionNext, add a description to the Project Overview item. This will appear below the Title in thedocument with the “Normal” style.Note: When pasting content from Microsoft Word into the text editor, hidden Microsoft Word tagsmay change the format or appearance. Verify the format and appearance is correct before movingto the next step.2.1.3.Adjust StatusIf the Project Overview item is not ready to be added to new documents, the Status can be changedto “Inactive” until the content is completed. Use the dropdown to adjust the Status of the ProjectOverview item.16

Scope Template AppUser Guide and Administrative Manual2.1.4.SaveWhen the initial content has been added to the Project Overview, select the “Save ProjectOverview” button to create the item in the database.2.2. Add Project Overview Sub ItemAdditional sub items can be linked to a Project Overview item after it has been created in thedatabase. Depending on the project, end users will have the option to select the Project Overviewsub items for their document. If selected, they will appear directly below the associated ProjectOverview.2.2.1.Add New Sub ItemTo create a new sub item, select the “Add New Sub Item” link.2.2.1.1. Add TitleWhen the window appears, add a title to the sub item. The title will appear in the document withthe “Intro Heading 2” style.17

Scope Template AppUser Guide and Administrative Manual2.2.1.2. Add DescriptionNext, add a description to the sub item. This will appear below the Title in the document with the“Normal” style.Note: When pasting content from Microsoft Word into the text editor, hidden Microsoft Word tagsmay change the format or appearance. Verify the format and appearance is correct before movingto the next

Scope Template App User Guide and Administrative Manual 4 CHAPTER 1. CREATE A TEMPLATE FOR A SCOPE OF WORK 1. Create a New Scope of Work Document 1.1. Start New Document Select the “Create Scope of Work Document” button to start creating a new document. 1.2. Add Details Input the Proje

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