Instructions for adding Issues, Scope Changes and Approvals

If the Customer has any Issues with any part of the design at any time including those found on Approval Reviews it should be entered into the Project Forums. Also any Scope Changes to the Project should be documented and requested within the Forum as well. Any Forum Post made has the ability to upload a file to help clarify and/or document the Issue or Scope Change.

To make a Forum Post click on the Forum Button on the Left Side-Bar. There are 5 Forum “Boards” on which you can post. These boards are:

• Project General Forum - This is where can post any general information or questions relating to the project.
• Project Client Approvals - This is where you Post Project Milestone Approvals such as Schematic, PCB Artwork, 1st Article, etc.).
• Project Issues - Here is where you list any issues with regard to the project that need to be addressed
• Project Scope Changes - The Project Proposal defines the Scope of the Project. If new features or other changes are required they are requested in this Forum. The EMAC Project Engineer will then respond with the Project Impact of adding the features or changes. You then will be required to Accept or Reject the Scope Change.
• Project Deliverables - Deliverables from the Client and from EMAC are posted under the Forum. A Zip file will be uploaded upon the Completion & Payment of the Project with Project Deliverables as define in the Project Proposal

Posting Messages

To Post a message to a particular Board, just click the related link which will take you to a list of Posted Topics. Clicking on any existing Topics will allow you to read and Post a reply to that Topic if you wish.

To Add a new Message Post to a selected Board, click the +New message link at the top right of the page. You will then be prompted to add a Subject (choose a concise yet descriptive phrase). There is also a Rich Text, Text Box in which to add details. Related Picture and Document files can be added below the Text Box. Finally when all the information has been added you will click the Create Button towards the bottom, left of the page to Create the Message.

Posting Issues

To Post an Issue simply select the Issue “Board” and add a new Message as described above. Determine a Subject and describe in detail the Issue adding any related files to the Post. An EMAC Engineer will reply to the Post in one of four ways:

• Accepting it
• Accepting it with contingencies
• Rejecting it
• Deferring it and requesting more information

Note: Discussions with regard to settling details should be handled outside of the EMAC Project Collaboration (EPC) Portal and just the questions and resolutions posted.

Posting Scope Changes

Any changes to the project that are outside of the scope of the project, as described in the Project Proposal, should be considered a Scope Change. These Changes should be Posted using the Scope Change Forum Board.

Once the Scope Change is posted and reviewed by the project engineer then the Project Impact (design cost, schedule cost and production cost) response is provided as a Reply to the Forum Post. You may approve the Change Impacts either by replying to the Impact Message Post.

Note: Scope Changes are normally billed on a Time & Materials basis at the standard Engineering Rate.

Posting Approvals

You will provide Approvals (eg. Schematic, PCB Artwork, 1st Article) through Approvals Forum as a reply to the Request for Approval Post. For Schematic or PCB a Design file will be attached for Review. If you do not give Approval but provide Feedback instead, the Engineer should make the appropriate changes to the and repost the revised Design File Project Client Approvals Forum as a reply to the Feedback Post. This process can go several iterations until approval is given.

Note: if Design Changes result within the Approval process these Changes should be Posted and replied to in the Project Client Approvals Forum.