Managing ASIs in Projectmates

Projectmates provides tools to create, manage, and track Architect's Supplemental Instructions (ASIs) efficiently, ensuring all stakeholders have access to accurate and up-to-date project information. This article explains how to create, manage, and track ASIs in Projectmates.

Accessing ASIs

1. Log in to Projectmates.
2. Navigate to your project from the My Projects log page.
3. In the project menu, select and open up ASI (under Construction Management).

Creating a New ASI

1. Click + Item to add a new ASI.
2. Fill out the required fields:
   • Subject: Enter a clear, concise title for the ASI (e.g., “ASI-001 – Door Frame Adjustment”).
   • Instructions: Provide detailed instructions or clarifications. Keep the language actionable and easy to follow.
   • Email To: Select the Users or Roles who should receive this ASI via email. This ensures the right stakeholders are notified immediately.
   • Attach any relevant files or drawings.
3. Click Save.

Helpful Hint: Consistently follow a naming convention for ASIs (e.g., ASI-001, ASI-002) to keep them organized.

Adding Attachments

The Attachments tab allows you to include supporting files or drawings for the ASI. You have two options:

1. Attach Manually:
   • Drag Files or click Upload Files and select documents from your computer.
   • You can attach PDFs, drawings, spreadsheets, or any relevant file.
2. Copy from Document Management Section:
   • Click Copy Documents link.
   • Browse the document library in Projectmates and select files previously uploaded to the project.

     Helpful Hint: Always attach reference drawings or related documents to reduce confusion and ensure accurate implementation.

3. After adding attachments, click Save Draft or Finalize to issue the ASI.
   

Managing Existing ASIs

1. Navigate to the ASIs list for your project.
2. Use the filters to sort by:
   • ASI Number
   • Subject
   • Created By
   • Created Date
3. Select an ASI to view, edit, or add comments.
4. Add attachments if the contractor submits clarifications, confirmations, or supporting documents.

Tracking ASIs

Projectmates allows for comprehensive ASI tracking:

• Status Tracking: Monitor which ASIs are Draft or Issued.
• Notifications: Users can receive emails when an ASI is issued.
• Audit Trail: Every ASI records who created, modified, or issued it, along with date and timestamps.
• Reports: Generate ASI reports for review meetings, RFIs, or owner updates.

Best Practices

• Always attach reference drawings to minimize confusion.
• Keep descriptions concise and actionable.
• Regularly review outstanding ASIs to ensure timely responses.
• Use Projectmates reports to track ASIs in the system.
• Maintain a consistent numbering system for ASIs across all projects.