Design Tracker BETA

1The 60-second version

Open Preconstruction → Design Tracker. Each card is one design. Drag cards between columns as the design progresses, open a card to see its details and talk about it in the comments, and hand it over to construction when the time comes.

2Turning on the Design Tracker

The Design Tracker is in Beta and is off for every role by default. Until a role is given access, its users see the menu item with a lock. A workspace admin turns it on per role.

1. AdminOpen the roles
   Admin → Security, then select the role on the left (for example Project Manager).
2. AdminTick View for Design Tracker
   In the Preconstruction group, tick View on the Design Tracker row, then Save.
3. Deep SpaceUsers refresh their browser
   Permission changes apply after a refresh. Design Tracker then appears unlocked under Preconstruction, directly above Opportunity Tracker, with a BETA tag.

3Setting up your design stages

Every workspace starts with seven stages: Brief, Concept Design, Preliminary Design, Developed Design, Detailed Design, Consent and Design Complete. Change them to match how your design team works — for example B&L, Concept, Developed Design, Detailed Design, Consent, Amendments, RFIs, Shop Drawings and Construction Monitoring.

1. Deep SpaceOpen the stage settings
   On the Design Tracker, click Stages (top right).
2. Deep SpaceEdit the list
   Rename a stage in its Name box, reorder with the arrows, pick a Colour and a Type, or click Add stage. The order here is the column order on the board.
3. Deep SpaceSave
   Click Save changes. Renaming a stage renames it on every design already in it.

4Reading the board

Tiles

• Active Designs — designs not yet in a Complete stage.
• Design Pipeline Value — total design value of the designs on the board.
• At Handoff — designs sitting in a Handoff stage, ready for the construction side.
• Design Complete — designs that have finished.

The tiles, chips and columns all follow the filters, so filtering to one Design Manager shows that person's numbers.

Finding designs

Use the search box (project name, sector or Design Manager), click a stage chip to show one stage only, or narrow with All Sectors, All Design Managers, All Statuses and All Values (under $1M, $1M–$5M, $5M–$10M, $10M+).

What a card shows

Project name, sector, Design Manager, a progress bar, the design value, the planned finish date, an At risk or On hold badge when the status is not On Track, and an Opportunity linked or Tender linked badge once the design has been handed over. Each column's footer totals the design value of the cards in it.

5Creating a design

1. Deep SpaceClick New Design
   Top right of the Design Tracker.
2. Deep SpaceFill in the details
   Project Name (required), Sector, Design value ($), Design Manager, Starting stage (any Open stage) and the Planned start and Planned finish of the design.
3. Deep SpaceCreate
   Click Create design. The card appears in its starting column.
4. AutomaticThe project is created with it
   Deep Space creates the project at the same time, at the project stage Design (DES), and confirms with “Design created — project #…”. You are added to the project.

Starting a design on a project that already exists

Tick Link to an existing project instead and pick the project. Nothing new is created, and the project keeps the stage it already has. A project can carry only one design — if it already has one, Deep Space says so and does not create a second.

Everything on the form can be changed later from the design's drawer — see section 8.

6Moving a design through stages

Drag the card to the next column. Deep Space saves straight away — the card shows Saving… then Saved. If the save fails the card goes back to where it was and shows Failed; try again.

Moving a design between design stages never changes the project's own stage. The project stage moves at handover (section 9), when a tender is created on the project, or when the work is won — see section 11.

7The design drawer and comments

Click a card to open its drawer on the right.

• Header — the current design stage and the status (On Track, At Risk or On Hold).
• Details — project number, sector, design value, Design Manager, planned start and finish, and progress.
• Design stages — every stage in order: a tick for stages already passed, a dot on the current stage, and each stage's planned dates once they have been set (section 8).
• Linked records — the project, and the Opportunity or Tender once the design has been handed over.
• Timeline & comments — the design's conversation, oldest first, with who wrote each comment and when. Type in Add a comment… and press Send (or Enter).

8Editing a design

Keep a design up to date from its drawer: progress, status, value, dates and the plan for each stage.

1. Deep SpaceOpen the design and click Edit
   Click the card, then Edit at the top of the drawer. The details turn into fields.
2. Deep SpaceChange what you need
   Sector, Design value ($), Design Manager, Planned start and Planned finish, Status (On Track, At Risk or On Hold) and Progress (%). Under Design stages, every stage gets a start and finish date — fill in as many as you plan.
3. Deep SpaceSave
   Click Save changes. Deep Space confirms with “Design details saved” and the card on the board updates straight away — progress bar, value, finish date and any At risk or On hold badge. Cancel throws the changes away.

Two things are not on this form: the design's stage is changed on the board by dragging the card (section 6), and the project name is set when the design is created.

9Handing over to construction

When the construction side is ready to price the job — typically at your Handoff stage, such as Consent — hand the design over. Deep Space creates the Opportunity or Tender on the same project; no second project is made.

1. Deep SpaceOpen the design
   Click the card, then Hand over to construction at the bottom of the drawer.
2. Deep SpaceChoose what to create
   Opportunity — pursue the construction work through your sales pipeline (Opportunity Tracker). Tender — price it now, for negotiated or D&C work (Tender Tracker).
3. Deep SpaceEnter the construction value and create
   Fill in Estimated construction value ($) — the value of the build, separate from the design value — and click Create opportunity or Create tender.
4. AutomaticThe project moves on
   The project stage moves from Design (DES) to Opportunity (OPP) or Tender (BID). The card gets an Opportunity linked or Tender linked badge and stays in its design stage, so the design keeps tracking amendments, RFIs and shop drawings while construction runs its own pipeline.

10Finishing design-only work

Not every design turns into a construction job. When the design work is done and nothing is being handed over:

1. Deep SpaceMark it complete
   Open the card and click Mark design complete (or drag the card into your Complete column). It moves to the Complete stage and counts in the Design Complete tile.
2. AutomaticThe project stays at Design
   Completing a design never changes the project stage.
3. Deep SpaceArchive the project when you are finished with it
   Project Settings → General → Project Status → Archived, and confirm.

11How Design fits the project lifecycle

Every Deep Space project has a lifecycle stage. Design is the first of five, in front of the four you already know:

The project stage only ever moves forward on its own, and you can still set it by hand in Project Settings → General → Project Stage. Design projects show the DES code in the project picker. On the Home project cards, a Design-stage project opens Project settings only — the Commercial, Delivery and HSEQ dashboards unlock at the later stages.

12Questions and troubleshooting