Transmission of large documents

AVEVA Contract Risk Management is used to manage the transmission and receipt of contractually significant documents between your company and its contractors throughout the design, build, operate and decommission phases of its major capital projects.

In recent years the quantity and file size of these documents has increased, primarily due to the increasing complexity of the contracts being awarded and managed, and the nature of the supporting documentation, for example extensive technical files and the inclusion of diagrams, movies, animations and videos. Unfortunately, the technology used to transport these large files (the Internet), and the amount of bandwidth the user has available in their Internet connection is often a performance bottleneck that leads to an unsatisfactory user experience.

This topic outlines some recommended practices to mitigate the effect of slow or intermittent Internet connections between your company and its contractors when they exchange large documents.

Upload a large document

When interacting with AVEVA Contract Risk Management there are a number of screens that allow Contractor and Company users to upload a document; for example when submitting or adding tender bid documents, or when adding an attachment to support a contract communication.

Areas of AVEVA Contract Risk Management using multiple upload:

Files up to 2GB in size can be uploaded to the following areas:

• Company Portal - Reference Library, project/dept libraries, tender libraries and contract libraries

• Company Portal - contractor documents

• Company Portal - Create Documents, Review and Award tender schedule items

• Contractor Portal - when submitting tender bid documents

• Company Portal - when adding tender bid documents which have been externally submitted

• as attachments to tender messages

Other areas of AVEVA Contract Risk Management:

For other areas of AVEVA Contract Risk Management, 500MB is still the maximum recommended file size.

Recommendations

See the following recommendations for information on how to upload larger documents:

• The maximum file size supported in AVEVA Contract Risk Management for uploads is 2GB. This limit is dictated by IIS on the AVEVA Contract Risk Management Web Server and cannot be changed.

• For compressed file formats (files that have the extension ZIP, PDF, DOCX, XLSX, PPTX) the Company or Contractor user should not attach/upload a file of a size greater than 500 MB.

  For other file formats, the Company or Contractor user should first compress these to a ZIP format to minimise the size of the file. The resulting ZIP file should not be uploaded if it is greater than 500 MB.

  If the size of the compressed file exceeds 500 MB, Company should advise the sender how to transmit the file. Common options include:

  • Using an alternative method of online file transmission, e.g. Secure FTP.

  • Burning the file to CD or DVD and sending by post/courier.

  • Using a file zip utility such as 7-Zip to compress the file and split it into volumes of less than 500MB. Upon receipt of all volumes, the recipient can use the same utility to merge the volumes back to a single file.

    Note If any of the above steps are used by the contractor to submit commercially sensitive documents as part of a AVEVA Contract Risk Management tendering process, the contractor can protect each file with a password and submit a text document containing the password as a bid submission document. This ensures that the company cannot open the files received outside of AVEVA Contract Risk Management until the final submission date has passed and the document containing the password has been opened by the Opening Authority.

Download multiple bid submission documents

AVEVA Contract Risk Management offers users the option to download multiple documents in a single batch. This functionality is available for the tender Despatch/Tracking schedule item once bid submissions have been received and released.

To download the bid submission documents in a single zip file, click the Download Released Documents button in the Access Contractor Submission section.

Tip Before clicking Download Released Documents, it is recommended that users click View Submission for each contractor to view how many documents will be contained in the zip file, and calculate the cumulative file size of all documents.

If the cumulative file size of all documents exceeds 500MB it is recommended that contractor submission documents are downloaded individually.