Document Control Management System

1. AFI :: Dumas
by: Miguel Santiago-Ramirez

2. AFI :: Dumas
• Document Control Management System
• Web-based application
• Cross-browser compatible
• Currently used by the Puerto Rico
Infrastructure Financing Authority (PRIFA)
• Accessed from the field by Stakeholders,
Project Managers, Inspectors, Contractors

5. Automated
user registration

7. Filters out
registration spam

8. User registration protocol:
• User files registration request
• Sysadmin receives Email notification
• Sysadmin approves or rejects request
• Sysadmin assigns user to user groups
• User receives confirmation Email
• User verifies (validates) Email address
• User logs in for the first time

9. Automated
password recovery

12. Password recovery protocol:
• User files password recovery request
• User receives Email with temporary
password reset key that expires
• User clicks on password reset URL
• User changes own password
• User logs in with new password

13. User manages
own password

17. Users see only tabs
and programs they
may access

42. Based on 2010 US Census Data

46. Project Closeout program:
• Manages Project Closeout binders
• Authorized users navigate projects using:
– Project / Initiatives TreeView pane
– Project / Initiatives Grid pane
– Simple Text Search

51. Project Closeout Checklist:
• User uploads closeout documents into
appropriate binder sections
• Program tallies uploaded documents on
predefined criteria
• All document categories are required,
unless configured as optional or waivable

62. Project Closeout Checklist report:
• User selects output format (PDF or Excel)
• User may select Notify by Email option
• User enters selection criteria
• Once submitted, report is queued
• System notifies when report is ready
• User claims the report
• System downloads report

73. Document Catalog:
• Central repository of all project-related
documents (e.g. blueprints, drawings,
meeting minutes, daily reports, photos)
• Accessed from the field by Stakeholders,
Project Managers, Inspectors, Contractors
• Authorized users navigate the file structure
using the TreeView pane, Grid pane or
Command ribbon

116. Document Catalog Index (Quick View):
• Scans and Indexes the Document Catalog
• Displays project / initiative reports based
on specific selection criteria
• Used by managers to access quickly
periodic reports