Central Files Locator (cFiles)

Central Files Locator (cFiles) is a centralized file management solution designed for the construction projects. It stores approved record drawings, fosters collaboration, and streamlines document retrieval through SharePoint integration. This intuitive platform enhances project organization, accessibility, and productivity.

Why cFiles

• Store approved record drawings for projects in a centralized location.

• Accessible to all construction projects as a publicly accessible system.

• Mandatory step before archiving a project in CPMS: Add approved record drawing into cFiles.

cFiles Portal

The cFiles Portal page acts as the primary interface, displaying a comprehensive catalog of record drawings. Functioning as an internal library, it empowers project managers with the ability to search, add, and update approved record drawings for Capital Improvement Program (CIP) projects. Moreover, it offers an efficient means to explore private development projects stored within the Amanda system.

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Access cFiles: Two Simple Ways

Blue Bar Shortcut:

All CPMS users can access cFiles via the portal shortcut located on the top blue bar of any CPMS page.

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Project Info Page:

On the project info page, navigate to the Files Tab for direct access to cFiles records. The Add/Edit Record Drawings feature is accessible to CPMS users with the Implementation Manager role, even for archived projects.

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Add and Update Drawings

All CPMS login users are able to view record drawings.

Project managers and delegates hold the privilege to not only view but also add and update drawings, along with relevant information.

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Step 1: Provide Document Information :

• CPMS projects: The system will automatically populate the required fields with relevant data.

• Non-CPMS Projects: Manually enter the necessary information.

Step 2: Update Stamped Record Drawing Date:

In the case of older drawings lacking stamps, you can use the Division Manager Approved On Date as an alternative.

Step 3: Specify Scope of Work:

The Scope of Work field is now mandatory and aids in effective filtering during searches.

1. Click on the Pencil icon to access the scope of work selection.

2. Use the search feature to locate the relevant scope you are interested in.

3. Choose all applicable scopes from the list.

4. Click the "Done" button to confirm your selections.

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Step 4: Save Document Information:

• After completing the necessary fields and selecting the appropriate scope of work, click on the "Save Information" button. This action records the provided information for the drawing.

• “Upload PDF Drawing“ and “Verify Upload“ buttons appear when document information is saved.

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Step 5: Upload PDF Drawing to SharePoint:

Click on the "Upload PDF Drawing" button. This action will establish a connection to the SharePoint site, granting you access to upload the drawing. Keep in mind that opening the SharePoint folder might take a moment, and it will open in a new window.

Step 6 : Verify Uploaded Document:

• After successfully uploading the document to the SharePoint folder, return to the document information popup interface.

• Locate and click on the "Verify Upload" button. This button initiates a process to check if a valid PDF file has been updated to the SharePoint folder.

• The verification process ensures that the uploaded PDF file is valid and matches the expected format.

• The badge displayed on the "Verify Upload" button indicates the number of PDFs found and successfully validated within the SharePoint folder.

Active/Archived CPMS Project drawings can be accessed directly from Files Tab.

Note: Over the years, Plan numbers have changed a lot; from PPxxx → TRxxxxx → RC#Year → CPMSxxxx. You can search on any of these plan numbers and we have introduced the concept of Relates To to create relationship among these plan numbers.

Old Drawings or Non-CPMS Projects

If you find old drawings or any non-cpms drawings which are relevant to your work then you can add them through cFiles Portal > Add Drawing button.

All of the above mentioned steps are same except you select Non-CPMS Project checkbox.

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Edit Record Drawings

The information and uploaded document can be edited either through Pencil icon on cFiles Portal or through CPMS Files Tab.

Search

You can search cFiles record drawings based on the Plan numbers, the year drawing was recorded or with scope of work. You have an option to include AMANDA Projects. By default, it searches on cFiles database only.

By default, its searching on year the record drawing was stamped and recorded. The record years are in the chunk of 10 years like 2020 - 2030, 2010 -2020 etc

You can search on multiple keywords like Moorpark, ramp and it will filter projects with both Moorpark or ramp word in the Plan number, Name or location and put the project with better familiarity score on the top.

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cFiles FAQs

CFiles faqs are listed here.

Project Files

Project Files is the designated repository for project-related documents, organized within a structured folder system. This encompasses crucial files such as change orders and signed memos, which must be appropriately placed in their respective folders. Refer to the guidelines for further clarity.

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Project File Naming Structure

The Public Works' Director’s Office is requesting that certain documents have a file naming structure that follows the guidelines below.

File Naming Structure for Council Memos:

See example below with this naming structure:

File Naming Structure for other documents related to Council Memos. This includes: SF MEMO (short form), SUPPLEMENTAL MEMO, INFO MEMO, ATTACHMENT, BRIEFING SHEET, PRESENTATION, DO TRANSMITTAL, CLERKS TRANSMITTAL

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An example of a folder with the file naming structure for council memos.

File Naming Structure for all other documents reviewed by Director’s Office:

Type of File_Project Name (CPMS ID)

See example below with this naming structure:

Project Files FAQs

FAQs are listed here.