Job Aid: Uploading COP Checklist Items
The purpose of this job aid is to walk General Contractors through the process of uploading closeout package (COP) checklist items for a site within NexsysOne. Note that these items are meant to be uploaded in real time as the work is completed. For this reason, the preferred method of upload is through the NexsysOne mobile app.
Note: This document cannot be shared externally. If a vendor is looking for access to this document, they can be given the following link: https://dish.box.com/s/6j7v3gje044621q1a1p271jc0rujdkkv
Uploading COP Checklist Items Using the NexsysOne Mobile App
To access the closeout package for a site, the site must first be added as a project to your account.
Select the Projects tile within the app.
Check the box next to each site you would like to add.
Click ‘Next’. After some loading time, the sites will be added successfully.
To access the closeout package, select the QMS tile within the app.
Select the site you are currently working on. If your site does not appear, revisit step 1.
Select the appropriate checklist. There should only be one option available. If multiple checklists appear in this list, reach out to your DISH CM, who can deactivate the incorrect list. The checklist should reflect the site configuration based on the following options:
Note: If no COP is available, reach out to your DISH CM, who can add a COP to this site.
The closeout package is broken up according to the four major construction milestones. Select the milestone you are currently uploading COP items for.
A list of all items required for this milestone will be shown. To upload a photo select the item you wish to upload a photo or video for.
Click ‘Open Camera’ to take a new photo. Click ‘Open Gallery’ to upload a photo already taken on your phone. Note: Videos can only be uploaded using the ‘Open Gallery’ option.
The uploaded photo will appear and can be removed if needed. Multiple photos can be uploaded for a single item. Comments are required to provide additional detail or explanation for the DISH CM to consider while reviewing.
Note: Once this item is submitted, you cannot remove these photos. If you feel it is necessary to have a photo removed, reach out to your DISH CM.
Select the paper airplane icon in the top right corner to submit this item. Once submitted, the item will be marked as such.
The DISH CM can then review the item and approve or reject. Once this occurs, approved items will be marked as Complete and rejected items will be marked as Failed.
Note: Updates to this app should appear in real time, so your CM can approve/reject while you are still on site. If these statuses do not update in real time, contact your CM to ensure your GC firm is listed as the Responsible Group for this COP.
To view the reason for rejection, open the failed item. Select the camera icon in the top right to view previously uploaded photos.
The reason for rejection can be found below the photo. Upload a new photo following the same process as before and resubmit using the paper airplane icon.
Once resubmitted, a double checkmark icon will appear and the item will be marked as Submitted. Until this is indicated as Complete, the item has not been approved.
Uploading COP Checklist Items Using the NexsysOne Desktop Site
Please note that uploading via the mobile app is the preferred method, as these photos are expected to be uploaded in real time and from the site, and the mobile app allows for that convenience. Additionally, the desktop site only allows a single photo to be uploaded at a time. If uploading through the desktop site, this should still occur on site, or immediately after.
Navigate to the QMS section of NexsysOne.
Select the COP tab.
Double click the correct Site ID to open the COP Checklist for that site. If the site cannot be found in this list, reach out to your DISH CM to ensure a checklist has been added to this site.
The COP is organized by the four major construction milestones, each of which have required checklist items that need to be uploaded.
Select the Upload icon for the line item you would like to upload.
Comments are required to provide additional detail or explanation for the DISH CM to consider while reviewing. Add detailed comments in the comment box and select the option to Browse and Upload.
Note: Multiple photos can be uploaded at once. To do so, simply select multiple photos by checking the boxes, or hold down the Ctrl key and click each one.
When the progress bars are full, the photos have been successfully uploaded.
If an incorrect photo is uploaded by mistake, these can be deleted as long as they have not yet been approved or rejected by the DISH CM. For instructions, view the ‘Deleting Submitted Photos’ section below.
After closing the upload window, a checkmark will indicate that an item has been uploaded.
Until the status changes from Submitted to Complete in the Result column of the checklist, this item has not been approved by the DISH CM. Please note that these dropdowns should only be modified by a DISH CM.
If an item is rejected, the result column will indicate that this item Failed and an error icon will appear.
To view the rejection remarks, select the photo icon.
Hover over the bottom of the photo to view the rejection comments.
Upload a new following the same process as before. This will change the Result status back to Submitted until the DISH CM again reviews the photo and approves or rejects. A green checkmark will appear indicating that the photo has been Submitted, but only the Result column will indicate if this has been approved/rejected.
Deleting Submitted Photos
If an incorrect photo was uploaded, but has not yet been approved or rejected by the DISH CM, this photo can be deleted.
In the COP checklist, navigate to the COP Review tab.
Locate the appropriate COP checklist line item, and you will see the option to delete the photo.
If all photos are deleted from a COP line item, the checkmark and submitted status will reset. In the image below 1.06 demonstrates a submitted line item, and 1.07 demonstrates a line item that has been reset.
Note: If the photo has already been approved or rejected, reach out to your DISH CM to have an incorrect photo deleted.