Member Roles and Responsibilities
Who Are Members?
- Every individual within Arcanary is a member.
- Members can hold multiple roles simultaneously without restrictions.
Core Roles:
| Role | Responsibilities | |
|---|---|---|
| MM | Member | Everyone working with an @arcanary email and access to the google workspace is a member |
| SA | Superadmin | Company-wide oversight, decision-making, and strategy. (Marcos G Puga) |
| OM | Office Manager | Manages local office operations, projects, and resources. |
| PM | Project Manager | Delivers projects on time, in budget, and ensures contract fulfillment. It is the project representative and liaise directly with client and consultnats. |
| PA | Project Assistant | Temporary Role for members in the way of becoming independent project manager. They will asist severl PM on rutinary and mechanical task to get familiar with the arcanary management system |
| MO | Model Manager | Maintains the quality and cleanliness of documentation models (BIM). All projects should have a Model Manager knowlegeable on BIM standards |
| IC | Internal Consultant | Provides specialized expertise (e.g., construction, BIM, interiors). |
| OA | Operations Assistant | Assists with daily operations across all departments. |
| BDM | Business Development Manager (BDM) | Manages branding, networking, and business growth strategies. |
| MM | Sales Representative | Everyone is responsible for sales — be ready to represent Arcanary at any time. |
Projects & Client Ownership
- Projects belong to the office that initiates them.
- Clients are owned by the office that establishes the relationship.
- Project Managers handle deliverables, compliance, and liaising with stakeholders.
- Model Managers ensure model accuracy, cleanliness, and coordination with other disciplines.
Companies & People Directory
Companies:
- Companies are categorized into the following types (or combinations thereof):
- Consulting Firm
- Supplier
- Institution
- Contractor
- Brand
People:
- Internal Users (Members):
- Belong exclusively to Arcanary.
- Cannot be assigned to external companies.
- External Users:
- Linked to external companies (e.g., clients, consultants, regulators).
- Assigned roles such as Director, Sales Representative, or Consultant.
Collaboration & Communication
- Inter-office collaboration is encouraged — leverage global resources and expertise.
- Use shared platforms and follow standardized communication protocols.
- Respect project ownership but always be open to assisting other offices.
Key Takeaways:
✅ Every member is a sales representative — always be ready to promote Arcanary.
✅ Projects and clients belong to the office that captures them.
✅ Offices may operate independently but function under the same organizational standards.
✅ Members can hold multiple roles simultaneously across projects and offices.
✅ Collaboration is a core value — work seamlessly with all offices and teams.
Conventions
Company conventions at Arcanary are established to maintain consistency, predictability, and clarity across all documents, files, folders, and communications. These conventions provide a standardized language and structure that enhances efficiency and prevents misinterpretation.
This section covers key conventions used throughout the organization, including date formats, naming conventions, folder structures, and field separators.
Date Conventions
Period Representation
Dates in Arcanary represent periods rather than specific calendar days. Different conventions are applied depending on the type of period.
Fiscal Year
- Format:
YY-YY(year starts and year ends) - Example: Fiscal year 2022–2023 →
22-23
Month
- Format:
YY-YY - Example: March 2025 →
2503
Fortnights
Fortnights are represented using the year and month, followed by .1 or .2 to indicate the first or second fortnight.
- Format:
YYMM.1(first fortnight),YYMM.2(second fortnight) - Example: First fortnight of April 2024 →
2404.1
Second fortnight of April 2024 →2404.2
Week Numbers
Weeks are denoted using the year, followed by .w and the week number.
- Format:
YYwXX - Example: Week 23 of 2024 →
24w23
Period Ranges
Periods spanning specific dates or months are written as concatenated values without spaces.
- Format:
YYMM-YYMM, YYMMDD-YYMMDD - Example: From January to February 2024 →
2401-2402 - Example: from 3rd jan 2022 to 16th April 2027 →
220103-270416
Naming Conventions
Arcanary naming conventions follow a clear structure composed of fields and folders. The conventions ensure that names are meaningful, consistent, and easily identifiable.
Fields
- Representation: Fields are enclosed in square brackets
[ ]. - Structure:
object.field(e.g.,[project.code],[client.name]) - Parts within a field: Separated by a dot (
.) without spaces. - Example:
[project.name],[date.start]
Folders
- Representation: Folders are enclosed in curly brackets
{ }. - Field Separation: Inside folders, fields are separated by
-(space-dash-space). - Literal Words: Text such as folder names (e.g.,
projects) are literal words and not enclosed in brackets. They are case-sensitive.
Folder Naming Structure
- General Format:
{literal}/{[field] - [field] - [field]} - Example:
{projects}/{[project.number] - [project.name] - [project.code]}-> PROJECTS/1234 – Project 1 – 12.PR.S
Project Folder Naming Convention
Convention Rule
For project folders inside the main projects directory, the naming convention includes:
[project.number]: Sequential project number based on opening date.[project.name]: Full project name (usually the address).[project.code]: Abbreviated project code.
Rule:
{projects}/{[project.number] - [project.name] - [project.code]}Example Application: 25 South Avenue
Project Details:
- Project Opening Date: 3rd April 2024 →
240403 - Sequential Project Number: First project of the day →
240403-01 - Project Name:
25 South Avenue - Project Code:
25.s.a(25: project number, s: South, a: Avenue)
Applying the convention:
{projects}/{[project.number] - [project.name] - [project.code]}Result:
{projects}/{24040301 - 25 South Avenue - 25.s.a}Business Objects, Fields and Status
In Arcanary, data is structured into Business Objects, which represent distinct entities within the organization. These objects are essential for organizing information, streamlining workflows, and ensuring data consistency across projects and operations.
To maintain uniformity, each Business Object contains Fields that capture specific details. Some fields are unique to certain objects, while Common Fields are shared across all objects to provide consistent information tracking and improve usability.
Business Objects Overview
Business Objects are the core building blocks of Arcanary’s data structure. Examples include:
- Projects
- Documents
- Tasks
- Assets
- Missions
- Stakeholders
- Quotes
- Specifications
Each object type serves a different purpose but follows a standardized field structure to ensure clarity and consistency across the organization.
Fields in Business Objects
Fields represent individual data points within a Business Object. They can be categorized as:
- Common Fields: Shared across all Business Objects, ensuring consistency in data entry and retrieval.
- Object-Specific Fields: Tailored to the needs of individual objects (e.g., “Project Budget” for Projects or “Revision Number” for Documents).
- Action & Status Fields: Track the current state and required actions related to the object.
Common Fields
All Business Objects contain a set of Common Fields that ensure essential information is captured consistently. These fields help with tracking, accountability, and data integrity.
4.4.1 Core Common Fields:
| Field | Description |
|---|---|
| Name/Title/Subject | The main identifier or header for the record. The label may vary (Name, Title, Subject), but its function remains the same: to provide a recognizable reference. |
| Description | Provides context or detailed information about the record. |
| Date Created | Timestamp indicating when the record was initially created. |
| Date Modified | Timestamp indicating the most recent modification date. |
| Created By | The user who originally created the record. |
| Last Modified By | The user who last updated the record. |
Action & Status Fields:
To track progress and responsibilities, the following action-related fields are common across objects:
| Field | Description |
| Status | Indicates the current state of the record. Statuses are normalized and color-coded for clarity. |
| Comments | Provides context or explanation related to the current status. |
| Responsible | Identifies the person accountable for any required action. |
| Due Date | Specifies when an action is required to be completed. |
Statuses and Color Codes
Statuses in Arcanary capture the state of each record, providing quick insights into what actions are needed. Each status is represented by a single letter and color for quick visual recognition.
Status List and Meanings:
| Status | Code | Color | Meaning | Applicability |
| Active | A | 🟢 Green | The record is current and requires no action. Applicable to projects, documents, and other objects but not tasks. | |
| Draft | D | 🟡 Yellow | Placeholder for objects not yet started, allowing information to be assigned during the planning phase. | |
| Closed | C | ⚪ Light Gray | Inactive but important to keep visible for reference (e.g., on-hold projects, rejected quotes). | |
| Pending (Internal) | P | 🟠 Orange | Action required internally. Accompanied by responsible and due date fields. | |
| Waiting (External) | W | 🔴 Red | Action required externally from stakeholders, clients, or consultants. | |
| Archived | X | ⚫ Black | Removed from front-end views but retrievable from the back end. Prevents accidental data deletion. |
Status Usage and Priority:
- Pending (P) takes precedence over Waiting (W) if both statuses apply.
- Active (A) is not applicable to tasks, which only use Draft, Pending, Waiting, or Closed.
- Archived (X) hides records from the user interface but retains data integrity and audit trails.
Practical Examples
- Project Example:
- Status: Pending (P) – Awaiting internal team decision.
- Responsible: Project Manager.
- Due Date: 15/03/2025.
- Comments: “Approval for design stage 2 required.”
- Document Example:
- Status: Draft (D) – Document template prepared but content not yet started.
- Responsible: Document Owner.
- Task Example:
- Status: Waiting (W) – Awaiting consultant specifications.
- Responsible: Consultant Manager.
- Due Date: 20/03/2025.
- Comments: “Waiting on structural engineer’s input for foundation details.”
Archiving vs. Deletion
- Archived (X): Safely removes records from the front end while retaining data in the back end. Records can be restored if needed.
- Deletion: Can only be performed through the back end to prevent accidental data loss.
Conclusion
By standardizing Business Objects, Fields, and Statuses, Arcanary ensures data consistency, clear communication, and efficient workflows. Common Fields provide a structured approach to record management, while the Status system ensures visibility of each object’s current state, helping team members act promptly and appropriately.