Paragon Tools — How To Use

Operations Hub

The hub is the home page — one card per tool. Click a card to open that tool. If you only remember one address, remember this one: everything else is reachable from here.

3-Week Look-Ahead

This is the digital version of the 3-week crew sheet from the Excel master. Same layout: your jobs down the left, 15 weekday columns (Mon–Fri × 3 weeks) across the top. Green = a number is entered, red = empty, just like the spreadsheet.

Weekly routine (supers)

1. Open the page. The Week Of date is already set to the current Monday — leave it alone unless told otherwise.
2. Pick your name in the name box. Your rows highlight; focus mode hides everyone else's.
3. Type headcounts into your day cells. Numbers for crew counts; text like SUB or KSL is fine where a sub is covering.
4. Move fast with the keyboard: Tab or Enter moves right, arrow keys move between rows and days.
5. Hit Save. That's it — your week is in.

On a phone

Portrait view with your name picked shows one card per job with big tap targets, and the Save button stays pinned at the bottom. Rotate to landscape to get the full table back.

Buttons up top

• ⬆ Import Job Detail — pulls in what crew leads entered in Job Detail, so you confirm rather than retype.
• ⬇ Export Excel — produces the report in the exact master-workbook format (this is what gets compared against the official Excel every Friday).
• Print — matches the master format on paper.

Or just email the spreadsheet

If you already fill out the 3-week Excel file, you don't have to type it in twice. Attach it to an email and send it to:

3weeklook@paragontulsa.com

No special subject line, nothing to fill in. It loads on its own, usually within a couple of minutes, and you get a reply telling you what came through. One job per file, one email or several — whatever suits.

• Attach the file. An email with nothing attached won't load anything — you'll get a reply saying so.
• It won't wipe out typed-in work. If someone already entered that week by hand, the emailed file leaves it alone and the reply tells you it was skipped.
• The address is 3weeklook@, not 3week@. Mail to 3week@ goes nowhere at all — no bounce, no error, no file.

Job Detail

Where a single job's week gets planned task by task, before it rolls up to the look-ahead.

1. Pick the week, then pick your job from the job list.
2. Pick your name in the crew-lead box — the grid filters to your tasks. (Hidden rows still count in the totals, so nothing gets lost.)
3. Enter people per task per day. Numbers show green; text like KSL or SUB shows yellow.
4. Watch the Staff Required and Over/Under rows at the bottom — they total automatically against the job's capacity.
5. Save when done. The Rollup Preview card shows exactly how your job will appear as one row in the super's report.

Rain Delay Log

One running list of every rain/weather day on a job — the record that backs up added-days requests on the schedule.

1. Entering a rain day: open Job Detail, pick the job and week, and type in the RAIN DELAY row on the days weather stopped work — RAIN, 1/2, or a short note. Save.
2. Text entries show yellow and never count toward the Staff Required totals.
3. The Rain Delay Log page picks up every marked day automatically and lists them newest first, with totals at the top. Nothing to maintain.
4. Use 🖨 Print for a handout copy — the list is the backup for added-days / time-extension requests.

Crew Schedule (Gantt)

The season view: every job as a bar across the season (from 5/18, rolling at least 8 weeks past today — no fixed end date), color-coded by crew section — the same colors as the Excel master (Site blue, Utility green, Concrete brown, Asphalt olive).

• Filter by crew section or by a single job using the toolbar buttons and the job dropdown.
• Crew-lead and super input rolls up into this view — this is where the plan gets reviewed, corrected, and finalized, not the look-ahead.
• Final Commit memorializes the week once review is done — committed weeks are saved as a permanent snapshot.
• Export Excel produces the master-format workbook.
• Crew totals — under the grid, one row per crew (Site, Utility, Concrete, Asphalt, NEI, United Golf): the big number is people required that week, the small one is over/under against the crew size. Red means short-handed. The bottom row is the whole field added up.

Master Loader

Loads the weekly Excel master (Paragon Master Schedule M-D-2026.xlsx) into the system so every tool starts from the official numbers. Drag the workbook in, check the preview matches, and load. Use Sandbox to test a load without touching production; PROD to load for real.

Which PIN do I need?

• Viewer PIN — look, don't change: Team Jobs (/team) and the Field Slices, the WIP dashboard's saved reports, the Master Project List, Schedule Chat.
• Management PIN — everything above, plus changes: save WIP reports, Publish All to Team, Ask on the WIP dashboard, edit the Crew Schedule (Gantt), publish the Master List, billing tracker, documents, review sessions.
• Override PIN — everything above, plus plan review, building a schedule from bid documents, and private documents.

Separate PINs, not part of these three: the Contract Chatbot (contracts site), the Question Queue (ask site — one PIN to submit, another to triage) and the Project Update Form. PINs are never written in this guide — ask Stephanie.

WIP Dashboard

Builds the monthly WIP picture from seven Vista exports. Nothing is uploaded when you generate — files are read right in your browser.

Monthly routine

1. Pull all seven Vista exports the same day (each slot card tells you the exact report and menu path). Same-day matters: lump-sum earned values drift between pull dates.
2. Open the dashboard at paragontulsaresults.com/wip-dashboard and enter your PIN: the viewer PIN loads the saved reports; Save to Server and Publish All need the management PIN. (A link that starts with localhost is a test copy on someone's computer — publishing from it never reaches /team.)
3. Slots auto-fill from the last saved set — each card says "⬆ Click to load / replace file"; click the card to swap in your fresh export.
4. After picking a file, click its green Save to Server button so the whole team gets the same data next open.
5. Click Generate Dashboard. A line at the top of the dashboard says whether Report 490 matches Vista's own totals (it checks every job against the report's footer). Green is good. If it's red, don't Publish to Team — send Stephanie the message. Slot 7 should confirm "✓ … — 30 jobs parsed"; if a slot turns red, the file didn't parse — re-export and try again.
6. Review: click any KPI card to see the jobs behind its number; click any job row for the full drill (phases, cost types, line items); use Billing Verification to see item-by-item billed vs posted (anything red with ▲ is billed past its contract quantity).
7. Finish with 💾 Save Snapshot (permanent month record — full financials, don't send to the field) and Publish All to refresh the team pages. Publish All puts active jobs only on /team — finished jobs still open in Vista are left off automatically, and the result message tells you how many it left off.

Ask the dashboard a question

1. Open any job's drill and click the Ask chip in the header.
2. Type the question the way you'd ask a person — "why is dirt over budget?", "how complete is this job really?" — and enter the management PIN.
3. Answers take 30–60 seconds and come back in plain English with the job's real numbers. It will correct a question built on a wrong premise, warn you when billing runs ahead of posted work, and say "the data can't answer that" (naming the report that could) rather than guess.

Team Jobs & Field Slices

The published, phone-friendly view of each job — no Vista access needed.

1. Go to /team and enter the team (viewer) PIN you were given.
2. Search or scroll to your job and tap it.
3. The job page shows the phase breakdown and line items. Tap a row to expand its detail.

What you see is what was published for you: cost detail is there by design; contract value and billing dollars only appear if management turned them on for that job.

The list shows active jobs only — finished jobs drop off automatically the next time management publishes, and new jobs appear as soon as they're in the system. If your job isn't listed, tell your PM; it usually means the team pages just haven't been republished since the job started.

Ask about your job

1. On your job's page, tap 💬 Ask and type the question the way you'd text it — "why is clearing over budget?", "what's left on the storm drain?". It uses the same PIN you already entered.
2. Answers take 15–30 seconds and use your job's real numbers, in plain English. If the data can't answer something, it says so and names the report that could — it doesn't guess.
3. Tap Ask another question to keep going — as many as you need.

Master Project List

The Master Project Schedule as a web page, so you don't have to open the workbook to look something up. Same tabs, same columns, same color coding.

1. Go to /master-list.html and enter your PIN — the viewer PIN is enough to look; the management PIN also works.
2. Dashboard — active job count, contract value, billed to date, remaining, and the five “needs attention” counters, plus workload by project manager.
3. Active Projects and Closed Projects — the full 46-column grid. Project # and Project Name stay pinned as you scroll right.
4. RMH Notes — the open punch list, by job and by person.

Colors follow the workbook's Legend: green is Complete/Executed/Approved, yellow is In Progress/Submitted, red is Not Complete. Locate age turns yellow at 8 days and red past 14.

This page is read-only, and it is only as current as the last publish. The banner at the top shows both the workbook's “as of” date and when it was published. Edits still happen in the workbook — Dale updates the live file, Stephanie syncs it, and publishing pushes the result here.

Publishing an update (admin)

1. Open /master-list-loader.html (hub card: “Master List Publisher”).
2. Drag in the Overhauled workbook. It parses in your browser — nothing uploads yet.
3. Read the preview numbers. The page shows the KPIs it's about to publish; if they look stale, the workbook wasn't recalculated in Excel after its last edit — stop and recalc first.
4. Enter the management PIN (publishing needs it; the viewer PIN is refused here). The page shows what's currently live (its “as of” date and counts) so you know what you're replacing.
5. Hit Publish, then open the web view to confirm it reads right.

Schedule Chat

A chat box for the construction schedules. No spreadsheet, no MS Project — type what you want to know or what happened in the field, in plain English, and it answers from the job's live schedule.

Getting in

1. Open 💬 Schedule Chat from the hub (or the link at the top of any LIVE schedule view).
2. Pick your job from the dropdown.
3. Type your name — it goes in the change log so everyone can see who changed what.
4. Enter the viewer PIN (the same one that opens /team — the management PIN works too; ask Stephanie if you don't have it). The page remembers it after the first time.

What you can type

• Questions — "When does 91st reopen?" · "What's driving the completion date?" · "How much float do we have?" Nothing changes; you just get the answer.
• Field facts — "AT&T cleared — actual start is 7/22" · "Storm drainage is running slow, make it 55 days" · "Push everything two weeks." It makes the edit, every downstream date re-cascades, and it replies with what changed and the new completion date.

Replies take 20–60 seconds — the "working…" bubble is normal, don't re-send. Every edit is logged (the Change log link on any LIVE view shows who/what/when), and edits update the LIVE web view and the MS Project XML instantly.

Good to know

• Dates the field has already hit, and dates committed to an owner (like the 91st St reopen), are locked — the bot will explain rather than move them.
• Edits touch the working copy only — the delivered packages under Construction Schedules don't change until they're re-published.
• Need the native .mpp? Every LIVE view has an "Open in MS Project" link — download the XML, open it in Project, Save As .mpp. Three clicks, no re-keying.

Contract Chatbot

Ask questions about a current contract and get answers drawn from that job's actual contract documents.

1. Go to contracts.paragontulsaresults.com and enter the PIN.
2. Pick the job — answers only come from that job's contract, on purpose.
3. Type a question, or tap a starter chip ("What are the liquidated damages…", "When do we bill…").
4. Every answer has a Copy button for pasting into an email.