OneOffice: eGram
  1. What is e/Gram
  2. Getting Started
  3. Set Up User Accounts
  4. Add / Change Secure User Passwords
  5. Access Rights
  6. Post Information Online
  7. Add Messages, Attachments & Replies
  8. Check In / Check Out
  9. Download Project Data
  10. Online Project Bid History Data
  11. Online Construction Status
  12. View Ad for Bid Online
  13. View Bid Data Online
  14. View Reports Online

What is e/Gram?

  • e/Gram is a multi-function application firewall designed to protect and distribute State, County and City Transportation and Public Works information with out paper.
  • e/Gram adds a layer of Linux security to the Microsoft OneOffice Database. This security works with your existing security processes already in place at State and Locals levels.
  • e/Gram represents your information real time via a WEB page to a viewer, such as a plan holders list, to contractors or State Aid Pay Request to the district or project cost reports to the state.
  • e/Gram is the states private email system that contains ONLY project specific information with advertising.
  • e/Gram is a project and process data vault for retrieval and archiving.
  • e/Gram is a security checkpoint for project partners who are adding value to a projects process via remote access, such as inspections.
  • e/Gram provides a single portal location for everyone involved in a project to access information online.

 

Getting Started

Click on the eGram tab at the top of the main menu page in OneOffice. You will be able to view Projects in Planning, Bidding, Construction and Completion, as well as, Construction Status without logging in. Click Login in the upper right corner of the page to use eGram with access rights.

Pull down menus provide selection options throughout the e/Gram interface. Click on Projects to select by phase, see construction status information, or view the default listing. From the phase selection, the arrow will take you to the list of projects currently in that phase. In the Messages pulldown, create message and add attachments, view non-project data / messages and use the Help / FAQ section. The User pulldown is where you will be able to change your password, view e/Approvals, access Administration to modify user accounts and link to the e/Gram Portal to view project documentation and e/Approvals. Access various tracking reports, Project Cost Reports and project summary reports from the Reports tab. Note: You must be logged in with administrative rights to access the administration option and view the reports drop down.

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Set Up User Accounts

To set up contractors and consultants you will need to:

  1. In OneOffice, go to > Administration > System Security Tables > User Accounts. Add your Contractor or Consultant's logon name and select the contact name from the Business Contact pull down menu. Then under Groups, mark the e/Gram User box.
  2. Then go to e/Gram and Login. Click on Administration. Click on Modify from the list of users, and add the user's password. No PIN is required at this time. Note: You can use a generic password as the user is prompted to modify it when first logging in.

To set up employees you will need to:

  1. In OneOffice, go to > Administration > System Security Tables > User Accounts. Add your employee logon name and select the contact name from the Employee pull down menu. Then under Groups, mark the e/Gram User box.
  2. Then go to e/Gram and Login. Click on Administration. Click on Modify from the list of users, and add the user's password. No PIN is required at this time. Note: You can use a generic password as the user is prompted to modify it when first logging in.

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Add / Change Secure User Passwords

Click Login and enter your Username and Password. Click Administration. Click Modify to enter a new password. All people assigned a User Account will be listed.

 

Access Rights

The winning contractor is able to view: Weekly Diaries, Pay Vouchers, Contract Changes and pictures.

Plan Holders can view Addendums

Consultants that have check in/check out rights can also view weekly diaries and pay vouchers. To set up or modify consultant rights, in OneOffice, open your project in Phase III and click on Consultants. When adding Consultants you can choose three offline options: Do Not allow offline access, Allow offline Read Only Access, and Allow offline Read and Write Access.


Post Information Online

The general public does not need to have a Login ID to view the project listing. The County/City may use the Ad for Bid template in OneOffice or create an Ad for Bid in PDF format and attach to the project file. The person downloading the PDF file must save this file to view. This is true for all attachments.

 

Add Messages, Attachments & Replies

Attach files to specific projects by locating the Project Files heading on the left side. Attach documents while creating messages.

Under Messages > Non-Project Messages, select a message. On the left side, click on Reply, Attachments and Private Notes. Private Notes are only viewable with your login and stay with that message. To view, select that message and click on Private Notes.

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Check In /Check Out

To check out a project on e/Gram you must be logged in as an employee with rights, the contractor for this project, or a consultant with check out rights on this project.

On e/Gram you can only check out one project at a time.  Each project checked out will have a unique filename.  You must save the file before opening.  You may want to create folder to save these files in.

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Download Project Data

Project File listings are viewable without logging in. To view and/or download project files, you must login as a planholder, contractors or county/city employee. After clicking on the Project Number, go to Project Files on the left side to view and download project files. Note: This login and password can be assigned per project or globally (required only once). With this login, Addenda notifications will happen automatically.

 

Online Project Bid History Data

While your project is in Bidding go to the Project Item List. Then click on the item to view the Historical Pricing information. You must be logged in as a planholder, consultant or county/city employee to be able to view this.

 

Online Construction Status

To add or modify the construction status of a project to appear on your county's website, open your project in Phase III. Click on Construction (or as named in your program). In the top section underneath Geographical Location, you will find the heading Construction Status. Enter your information and click on Insert/Update Data for Construction at the bottom of the page. You can modify this section as your project progresses.

 

View Ad for Bid Online

To view the Ad for Bid online, you will create a link to all of your projects. The Ad will automatically appear on your County/City website. The listing of the Plan Holders is entered by one of several ways of adding Plan Holders, either in the office or online. (See the Ad for Bid process for how to send your Ad to e/Gram)

 

View Bid Data Online

When you award a project in Phase III, the Bid Tabulation and Full Tabulation will automatically appear on the project page on the County or City'se website. Note: The "show on e/Gram" checkbox needs to be checked on the Phase III project page for this automation to take place.

 

View Reports Online

Through the Reports pull down menu, users can view Tracking Summary Reports by project, create Audit Reports, and use the Security Reports to monitor site activity. Select Project Cost Reporting to bring up a wizard to step you through creating the report.

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Last Updated: September 10, 2008