Purpose
This document provides instructions on how to name project files.
What Does This Process Accomplish
This process ensures files are named accurately and consistently by all groups.
Why Is This Process Important
Files named correctly will make file searches in Google Drive easier.
Who Do You Partner With On This Process?
This process is a collaborative effort among the groups below.
Groups
- Facilities Engineer (FE)
- Facilities Engineering Manager (FEM)
- Network Engineer (NE)
- Network Architect (NA)
- Project Manager (PM)
- Telecom Analyst (TA)
- Drafting (DR)
- Billing (BI)
- Field Service Unit (FSU)
- Operations (OPS)
- Assignments (AS)
When Is This Process Done?
Use the process when saving project files on Google Drive.
File Names
Use the following file naming convention when saving files in the Project Service Order folders in Google.
Note: The ‘12345’ number in Pinnacle and Service Request System (SRS) is known as the Pre-Order number.
Statement of Work
Description: Includes a narrative description of a project's work requirements
Long Name: Statement of Work
File Name Structure: 12345 STAWO
Responsible Party: PM
Scope of Work (Doc)
Description: Describes the scope of work to be completed on a project
Long Name: Scope of Work
File Name Structure: 12345 SOW
Responsible Party: FE, NE, NA
Service Order (MAC)
Description: The converted Pre-Order in Pinnacle
Long Name: Service Order (MAC)
File Name Structure: 12345 MAC
Responsible Party: PM
Bill of Material (.pdf)
Description: The Bill of Material Location document provides a comprehensive list, by location, of hardware and quantity for each needed for a project.
Long Name: Bill of Material Location
File Name Structure: 12345 BOMLOC
Responsible Party: PM
Description: The Bill of Material Checklist document provides a comprehensive list of hardware and quantity for each needed for a project. The BOMCH is used by the Field Service Unit when getting hardware from the Warehouse.
Long Name: Bill of Material Checklist
File Name Structure: 12345 BOMCH
Responsible Party: PM
Description: The Bill of Material Summary document provides a summarized list of hardware and quantity needed for a project
Long Name: Bill of Material Summary
File Name Structure: 12345 BOMSUM
Responsible Party: PM
Budgetary Estimate
Description: Number provided to the Customer/Unit to include in their project budget
Long Name: Budgetary Estimate
File Name Structure: 12345 BE
Responsible Party: PM
Not-to-Exceed Quote
Description: A description of the work that ITS will complete for the amount identified in the document. Note: Change orders are not part of this quote. It is an addition
Long Name: Not-to-Exceed Quote
File Name Structure: 12345 NTE
Responsible Party: PM
Work Order Change Request
Description: Document used when a customer submits a change to the original scope and the ITS PM needs to provide them with an updated estimate
Long Name: Work Order Change Request
File Name Structure: 12345 WOCR
Responsible Party: PM
Port Mapping (Sheet)
Description: FSU provides switch port descriptions to OPS. (e.g. room_jack identifier)
Long Name: Port Mapping
File Name Structure: 12345 PMAP
Responsible Party: PM
Conduit Request
Description: Form submitted for conduit needs
Long Name: Conduit Request
File Name Structure: 12345 CONR
Responsible Party: FE
Electrical (Low Voltage) Permit
Description: Form submitted for Off-Campus locations that ITS is scheduled to wire
Long Name: Electrical (Low Voltage) Permit
File Name Structure: 12345 ELVP
Responsible Party: PM
Billing Credits
Description: Billed materials returned to the Warehouse because they were not needed to complete the job
Long Name: Billing Credits
File Name Structure: 12345 CR
Responsible Party: PM
Closeout Summary
Description: A synopsis of the work completed by ITS and the final bill
Long Name: Closeout Summary
File Name Structure: 12345 CSUM
Responsible Party: PM
Customer Request
Description: Customer’s request for IT work
Long Name: Customer Request
File Name Structure: 12345 CRQ
Responsible Party: PM
Voice Spreadsheet (Sheet)
Description: Google Sheet for new, move, and disconnect phone orders
Long Name: Customer Voice Request
File Name Structure: 12345 Voice (sometimes this will be the CRQ and sometimes not)
Responsible Party: PM
Project Network Drawing (.pdf)
Description: Logical network illustration
Long Name: Project Network Drawing
File Name Structure: Leave as is; the file name given by the application should not be changed.
Responsible Party: NE, NA, DR
Project Closet Detail Drawing (.pdf)
Description: Closet/rack illustration
Long Name: Project Closet Detail
File Name Structure: Leave as is; the file name given by the application should not be changed.
Responsible Party: FE, NE, NA, DR
Project Floor Plan (.pdf)
Description: Floor plan illustration
Long Name: Project Floor Plan
File Name Structure: Leave as is; file name given by the application should not be changed.
Responsible Party: FE, NE, DR
Project Riser Drawing (.pdf)
Description: Logical ISP fiber/copper/etc. illustration
Long Name: Project Riser Drawing
File Name Structure: Leave as is; file name given by the application should not be changed.
Responsible Party: FE, DR
OSP Fiber Circuit Request (Sheet)
Description: PM OSP fiber circuit request via AS
Long Name: OSP Fiber Circuit Request
File Name Structure: 12345 OFCR
Responsible Party: PM, NE, NA, AS
Yields New Cable and Port Assignment Report (.pdf) from AS.
Access Layer Info (Sheet)
Description: Access layer switch port configurations; uplinks and access ports
Long Name: Access Layer Info
File Name Structure: 12345 AL
Responsible Party: NE
NoteMay contain Port Utilization Report tab(s) (from CA Jasper, etc.
Description: Switch port configurations (VLAN, description) when consolidating to fewer/different quantity of switches.)
Distribution Layer Info (Sheet)
Description: Distribution layer router port configurations; uplinks and access layer switch connections
Long Name: Distribution Layer Info
File Name Structure: 12345 DL
Responsible Party: NE
AP Detail Export Report (.pdf)
Description: FSU uses the AP detail report for AP installation. It contains an inventory/parts list section, may include photos.
Long Name: AP Detail Export Report
File Name Structure: 12345 [Building Name] AP Detail
[NetBox creates as Home - NetBox.pdf; NE typically updates as Palmer Commons AP detail (##).pdf, etc.]
Responsible Party: NE
AP Barcode Scanning Sheet (.csv/Sheet)
Description: FSU provides AP Ethernet MAC addresses to OPS
Long Name: AP Barcode Scanning
File Name Structure: 12345 AP Scan
Note [NetBox creates as netbox_devices.csv]
Responsible Party: NE
AP Ops Export Report (.csv/Sheet)
Description: OPS uses to configure APs and create (equipment) database entries, etc.
Long Name: AP Ops Export Report
File Name Structure: 12345 AOER
[NetBox creates as ap_ops_export_6499.csv]
Responsible Party: OPS
Additional Information
Minimum File Naming Requirements
- Should include the PreOrder Number.
- Brief description or acronym (something that all groups know/have used).
- Communicate to all groups of the file.
Note: Example: 58734 SOW
Introducing a New File
- Contact Delia and copy Hideko, Karen, and Lynn about adding a new file to this document.
- Delia will update the document with the new file information.
- Delia will communicate the new file to the appropriate groups.
Acronym Generator Used for File Names
https://www.abbreviations.com/acronym-generator/closeout%20summary