ACAD Admin Guide

Complete Operations Manual

← Back to Home

📚 Admin Operations Guide

Your complete guide to operating, maintaining, and updating the ACAD Employee Hub

🎯 System Overview

The ACAD Employee Hub is a comprehensive resource portal built on the Base44 platform. It provides employees with access to process guides, document templates, ADM compliance information, and all resources needed to deliver exceptional architectural projects in the UAE.

✅ Key Features

  • 10-Step Process Guide: Detailed procedures for every project phase
  • Document Center: 150+ templates and forms ready for use
  • ADM Compliance Tracker: Abu Dhabi Municipality requirements
  • Document Generator: Upload and process project documents
  • Industry Intelligence: Market insights and regulatory updates

🚀 Quick Start Guide for Admins

  1. Access the Dashboard

    Navigate to the Home page to see the dashboard with active projects, completed steps, and quick action buttons.

  2. Navigate Between Sections

    Use the main navigation menu to access different sections:

    • Home: Main dashboard and overview
    • Process Guide: 10-step project methodology
    • ADM Guide: Abu Dhabi Municipality procedures
    • Documents: Download center for forms and templates
    • Industry: UAE architectural market intelligence
    • Team: Employee handbook and responsibilities
  3. Using the Document Generator

    Go to Step 1 or any step page to access the document generator:

    • Fill in project information (Client Name, Project Number, etc.)
    • Upload your template document (Word, PDF, or Text)
    • Or select a pre-made template
    • Click "Process Document" to generate your customized document
    • Download or copy the processed document
  4. Downloading Forms and Templates

    Visit the Document Center to access all available documents:

    • Use the search bar to find specific forms
    • Browse by category (Municipality, Bank, ACAD Templates)
    • Click "Download" to get the document
    • Click "Preview" to view before downloading

📁 Document Management

Available Document Categories

🏛️ UAE Municipality Documents

  • Abu Dhabi Municipality (ADM) Building Permits
  • Dubai Municipality Forms
  • Sharjah Municipality NOCs
  • RAK Building Applications
  • Northern Emirates Forms

🏦 FAB Bank Documents

  • Bank Guarantee Applications
  • Project Financing Forms
  • Letters of Credit
  • Corporate Account Opening
  • Mortgage Applications

📋 ACAD Internal Templates

  • Professional Services Proposals
  • Meeting Minutes Templates
  • Project Brief Questionnaires
  • Standard Contract Templates
  • Submission Packages

🚀 Document Generator

  • Upload custom templates
  • Auto-fill project information
  • Generate meeting minutes
  • Create proposals automatically
  • Process contracts with client data

⚠️ Important Note

All documents are simulated for demonstration purposes. In production, you would integrate with actual document storage and generation systems. The current system provides templates and examples that can be customized by your team.

📋 Using the Process Guide

The 10-Step Process Guide is the core of the system. Each step has detailed procedures, checklists, and requirements.

The 10 Steps

  1. Step 1: Initial Consultation & Client Meeting
  2. Step 2: Site Analysis & Survey
  3. Step 3: Concept Design Development
  4. Step 4: Design Development & Coordination
  5. Step 5: Municipality Submission
  6. Step 6: Approvals & Permits Processing
  7. Step 7: Construction Documentation
  8. Step 8: Tender & Contractor Selection
  9. Step 9: Construction Supervision
  10. Step 10: Handover & Enjaz Certificate

💡 How to Use Each Step

  • Read the Objectives section to understand goals
  • Follow the Standard Operating Procedure (SOP) exactly
  • Check Key Responsibilities to know who does what
  • Use Required Documents & Forms for submissions
  • Complete the Critical Checkpoint before moving forward

👥 Training New Employees

Onboarding Checklist

  1. System Introduction

    Show the new employee the Home page and explain the dashboard

    • Point out active project counters
    • Explain quick action buttons
    • Show navigation menu
  2. Process Guide Walkthrough

    Go through the 10-Step Process Guide together

    • Focus on steps relevant to their role
    • Show how to use the document generator
    • Explain checkpoints and approvals
  3. Document Center Tour

    Teach them how to find and download documents

    • Show search functionality
    • Demonstrate preview and download
    • Explain which documents are needed for what
  4. Role-Specific Training

    Review the Employee Pact page for their specific role

    • Go through responsibilities
    • Explain code of conduct
    • Show relevant templates and forms

🔧 Common Issues & Solutions

❓ Issue: Can't find a document

Solution: Use the search bar in the Document Center. Type keywords related to what you need (e.g., "building permit", "ADM", "bank guarantee").

❓ Issue: Document generator not working

Solution: Make sure you've filled in at least Client Name and Project Number, and either uploaded a file or selected a template.

❓ Issue: Navigation not working

Solution: All navigation uses standard links. Simply click on menu items or back buttons to navigate between pages.

❓ Issue: Can't download documents

Solution: The download buttons generate sample documents. For actual forms, you'll need to integrate with your document management system.

⚙️ System Maintenance

Regular Maintenance Tasks

📅 Monthly Tasks

  • Review and update process documents if procedures change
  • Add new forms or templates to the Document Center
  • Update municipality contact information if changed
  • Check for new UAE building regulations or ADM updates
  • Review employee feedback and suggestions

📅 Quarterly Tasks

  • Update industry intelligence with latest market data
  • Review and refresh document templates
  • Conduct user training sessions for new features
  • Update fee schedules and project calculators
  • Review and update employee handbook

✨ Best Practices

For Maximum Effectiveness

  1. Keep Information Current: Update documents and procedures as soon as changes occur
  2. Standardize Naming: Use consistent naming conventions for all projects and documents
  3. Document Everything: Use the document generator for all official communications
  4. Follow the Process: Don't skip steps - they exist for quality and compliance
  5. Train Regularly: Conduct quarterly refresher training for all staff
  6. Gather Feedback: Ask employees what works and what needs improvement
  7. Stay ADM Compliant: Always check the latest Abu Dhabi Municipality requirements
  8. Back Up Important Files: Keep copies of all critical project documents

📞 Support & Contact

🆘 Need Help?

For technical issues or questions about the system:

  • Contact IT Support
  • Email: it@acad.ae
  • Internal Extension: 200

💡 Suggestions?

Have ideas for improvements?

  • Submit via feedback form
  • Email: suggestions@acad.ae
  • Monthly improvement meetings

⚡ Quick Reference Card

Common Actions

Starting a New Project

Home → Step 1 → Fill Project Info → Generate Documents

Finding a Form

Documents → Search → Download or Preview

Checking ADM Requirements

ADM Guide → Requirements Section → Download Checklist

Training New Staff

Team → Employee Handbook → Role Responsibilities