E-Construction

Division 1 Supplemental Information e-Construction

MDOT's e-Construction Process

General Information

E-Construction refers to the initiative of MDOT to integrate various digital technologies into its business/construction operations so that cost savings, efficiency gains, and other benefits are realized. MDOT has integrated many technological solutions such as electronic bidding, electronic construction files, digital signatures, electronic filing systems, in-field utilization of mobile devices, etc. and many other exciting technologies are being considered by MDOT to integrate into its operations.

As of now, this Wiki article extensively discusses ProjectWise. In the future, this wiki article may cover additional topics relevant to e-Construction.

MDOT's e-Construction Process on I-96

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ProjectWise

Bentley Systems developed ProjectWise software to allow users to access, share, and manage electronic files located on a centralized server. Some of the features of the software include tracking document workflows, versioning of documents, checking out documents, etc. Many organizations such as the majority of DOTs and top construction design firms utilize ProjectWise for the management of files relevant to the construction process. The information within this article is intended to help a first-time user. For additional information about ProjectWise, you can visit Bentley’s webpage, ProjectWise community forum webpage, MDOT's ProjectWise resource webpage, or other links provided within this wiki article.

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Getting Started with ProjectWise

Before one can use ProjectWise, one must have an account that is associated with an organization’s Datasource. If you are a MDOT employee, you can contact MDOT-ProjectWise@michigan.gov. If you are a Contractor, you can contact MDOT-ProjectWiseConst@michigan.gov. If you are a sub-contractor, you can contact your project manager. Once approved, the administrator will contact you with your credentials that you can use to access the Datasource.

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Accessing MDOT's DataSource

Users can access MDOT's DataSource by means of mobile device, web browser, or computer program which allows the possibility of the user accessing information where and whenever he wants, be it in field, in office, or out-of-office.

For MDOT employees who are using a company computer, the ProjectWise Explorer program is preinstalled onto the computer and the program is preconfigured to connect to MDOT’s Datasource. You only need to open the Datasource and enter your credentials.

For non-MDOT employees using a computer, you can download the ProjectWise Explorer program from ftp://ftpmdot.state.mi.us/Documentation/. Once downloaded, you have to configure the program to connect to MDOT’s Datasource. To do this, open ProjectWise Explorer, navigate the cursor to the Tools menu, move the cursor down and click on the “ProjectWise Network Configuration Settings” item. The “ProjectWise Network Configuration Settings” window will pop up, showing information within the “General” tab. Navigate the cursor to the “DNS Services” tab and click it. A server form with the entries of Name, Hostname, and Port is displayed. Type MDOTPwiseSS4 for the Name, mdotpwisess4.state.mi.us for the Hostname, and 5800 for the Port. Click the Add button, select the added item, and click the Apply button. Navigate the cursor to “Datasource Listing” tab and click it. A server form with the entries of Name, Hostname, and Port is displayed. Type MDOTPwiseSS4 for the Name, mdotpwisess4.state.mi.us for the Hostname, and 5800 for the Port. Click the Add button, select the added item, and click the Apply button. Restart the program. Open the Datasource and enter your credentials.

If you are using the web browser, type https://mdotpwisess4.state.mi.us/ into the URL bar. Note that MDOT only supports Internet Explorer. Select MDOT’s Datasource and enter your credentials. This PDF is a quick reference guide for the use of the ProjectWise Web Server.

If you are using an iPad, download the ProjectWise Mobile Explorer application from the iTunes store. Open the application. Select “Connect to your projects”. A “ProjectWise web services” form should appear; type into the form “136.181.146.49”. If correctly working “MDOTProjectWise” should appear; select that. You will then be prompted to login. If your login is associated with a State of Michigan account you must enter “SOM” in the Domain field. Other users will leave this field blank. After you have entered your username and password, select the next button to login. In the upper left corner, select the “Datasources” button. A menu should appear; select “MDOTProjectWise”. You should be able to navigate MDOT’s Datasource.

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Navigating MDOT’s DataSource

MDOT’s Datasource is essentially a hyperlink to a file directory that is located on MDOT’s servers. The file directory is organized by Region then by TSC and then by Job Number. Within the Job Number folder, there are construction documents relevant to the Job Number. You can navigate the file directory by clicking the + button or double-clicking the folder.

When you are about to select a file from the file directory, there will usually be two icons which signify the type of document and the functions that you can perform on the document. There are many file formats that are supported by ProjectWise such as .doc, .dgn, .pdf, etc. There are many functions that a user can perform on a file. A pencil icon indicates that the file can be checked out and modified. An open book icon indicates that the file is read-only. A red check mark icon indicates that you have checked out the file. A lock icon indicates that a file has been either checked out or exported and that it is read-only. A blue tag icon indicates that the file is in its Final Status and that no further modifications can be made.

Select a file and right click. A menu should appear with a list of functions that a user can perform. As you may notice, similar functions are grouped together. Some of these functions are grayed out which indicates that at that moment the function cannot be performed. Some of the more commonly used functions are New > Document, Open as Read-Only, Check Out, Check In, Export, etc. More information about functions is available on page 2 and 3 of this PDF.

The functions that a user can perform are limited to the number of permissions that are granted by the administrator. What your role is for a construction project will determine which files you are allowed to access and what functions you are allowed to perform.

For more information on the layout of ProjectWise Explorer, you can view FHWA's ProjectWise resource webpage.

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General Procedures for Construction Records Retention

The Federal Highway Administration (FHWA) requires that project construction records for federally funded projects be retained for a minimum of three years past the FHWA final accounting date. The FHWA final accounting date (for the purpose of records retention) is the date the Financial Operations Division (FOD) does the final billing to FHWA for federal funds. In addition to the FHWA requirement, there are record retention requirements issued by the Michigan Department of History, Arts and Libraries (HAL) and MDOT’s Records Management Office. This procedure takes into account the requirements of the FHWA, as well as HAL.

The managing office engineer (delivery/project/resident/county/city/consultant) is responsible for all project records required at the project site. Each TSC/project office will name a Construction Records Coordinator (CRC) and provide the name of this person to the Construction and Technology Support Area’s Records Management Coordinator (RMC).

Project records for construction on state trunkline projects will be retained at the region, TSC, or project office until the FOD final accounting date. This applies to both federally and state funded projects. The RMC will notify the CRC of the FOD final accounting date for projects in their respective area by e-mail on a monthly basis. This date is also available through the Phase Financial Closeout (PFC) application, which is accessible through a web interface using Citrix software. There may be a few instances when projects will not be listed in the PFC application. These projects are typically maintenance (M projects) and Multi-Modal projects. When these types of projects do not show up in PFC, the records will be sent to the HAL Records Management Office for microfilming and storage once the final voucher has been generated. The retention period will start on the final voucher date.

The construction records for projects with consultant engineering management will be delivered to the managing TSC when the final estimate voucher is received. The managing TSC will retain the records in accordance with these procedures.

If any litigation, claim, negotiation, audit or other action involving the records has been started before the FOD final accounting date, the records must be retained at the project office until completion of the action and resolution of all issues. Should the CRC be notified that such action has commenced after the records have been transferred to the HAL Records Management Office, the CRC will notify the RMC. At the end of the retention period, the HAL Records Management Office will send the record disposal notice to the RMC. The RMC will contact the CRC prior to any record disposal by HAL.

Retain the records for projects with warranty work at the TSC/project office until the end of the warranty period, unless the warranty period ends before the FOD final accounting date. If the warranty period ends before the FOD final accounting date, then retain the records at the TSC/project office until the FOD final accounting date.

All project records for non-trunkline projects are to be transferred to or retained by the local unit of government having jurisdiction over it.

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File Terminology and Identification

Contract ID

Contract ID numbers are assigned when a project is programmed as a unique identifier by work phase. Phase A is the construction phase.

Example:    Contract ID:  58034-48611

The first two digits represent the county designation: 58 – Monroe County The next three numbers represent the location within the county. The project number (48611) is obtained from the Map Project Information Systems (MPINS) during the design phase.

Project Identification

Appropriately identify and file all project documentation in numeric sequence by contract ID number. Note the contract ID number on all project data and folder labels. File all data in the proper location within the record series, and document the appropriate cross references in FieldManager.

Record Series

100 Series    A record category to accommodate administrative and financial type documents.

200 Series    A record category to accommodate engineering records.

300 Series    A record category to accommodate testing records.

Folder Identification

All file folders will be labeled and each label will show the folder number, title, and the appropriate contract project identification.

Example:

102	Contract	58034-48611
105	Contract Modifications	58034-48611
110	Estimates	58034-48611

When the document volume within a folder becomes cumbersome, an additional folder(s) may be used.

Example:

112	Correspondence	58034-48611
112A	Correspondence	58034-48611

In the event there are multiple project numbers within a construction contract, further identification detail may appear on each folder, along with folder number, folder name, and contract ID. This may not be necessary for all contracts due to the volume of records. Typically, the lowest project number will be included in contract ID.

Contract ID	Control Section	Project	Fed#	Fed Item
58034-48611	ANH 58034	48611A	NH 0358(001)	HH3396
	ABHN 58034	53371A	BHN 0358(002)	RR3462
	ANH 58034	59313A	NH 0358(003)	HH3397

111	Payrolls	58034-48611
	ANH 58034-48611A
111A	Payrolls	58034-48611
	ABHN 58034-53371A
111B	Payrolls	58034-48611
	ANH 58034-59313A

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Construction Project Records List

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Project Records Files, Forms, and Retention Table

This table lists the common forms and record types used for the administration of MDOT projects, and the retention and disposal of each. All forms and record types listed may not be used by all offices. Moreover, there may be forms and record types used that are not listed here. The absence of a form or record type from this document or the retention schedule does not exclude it from the State of Michigan’s retention policy.

Record Series Item No. – Each record series listed on a retention schedule is assigned a number and a retention period. The only record series number you will use for project construction records is 28910. This is the number that will be entered into the Versatile program when preparing the records to be transferred to the Record Center.

PREPARING & PACKAGING BOXES PRIOR TO TRANSFER TO RECORD CENTER

The initial preparation step is to examine the contents of each box to locate those files that have been identified as requiring microfilming. The following table identifies these files.

Project File No.	Form No	Folder Title/(Document Title or Types)	Retention
100		File Index-Programming	7 Years
101		ADVERTISING AND AWARD	7 years
		Notice to Proceed Date	7 years
		Letters of Approval of Contract Bidders	7 years
102		CONTRACTS
	1130	Progress Schedule	7 years
	1130	Revised Progress Schedules	7 years
		Proposal/Addenda	7 years
		Contract	7 years
		Consultant Contracts	7 years
		Work Zone Enforcement Contracts	7 years
103		SUBCONTRACT AGREEMENTS
	164	Prime Contractor tatement of DBE Subcontractor	7 years
	1302	Subcontract Agreements or Cover Sheet and Items List	7 years
	1386	Post Certification of Subcontract Compliance	7 years
	0178	DBE Participation (Used to be Blue Sheet)	7 years
104		WORK ORDERS/DAMAGE CLAIM NOTICE
	1119	Damage Claim Notice	7 years
	1137	Work Orders	7 years
	1165	Notice of Non-Complience with Contract Requirements	7 years
105		CONTRACT MODIFICATIONS
		Contract Modifications	7 years
	1100A	Extension of Contract Time Request	7 years
106	1112D	Progress Reports Form 1112D Bi-Weekly Construction Progress Report has been eliminated per BOH IM 2004-03. For projects closed out prior to BOH IM 2004-03	7 years
107		CONSTRUCTION STATUS
	1116	Weekly Statement of Work Days Charged	7 years
108		CONTRACTOR'S EVALUATION, INSPECTION REPORTS, NPDES & INSPECTORS DAILY REPORT (IDR)	7 years
	1120	Final Inspection/Acceptance and Certification Report	7 years
	1122B	Field Book (Inspector's Daily Report-IDR)	7 years
		Field Measurements (Attached to Field Book (IDR)) Work Sheets	7 years
	1126	NPDES- Inspection Reports	7 years
	1182	Contractor Performance Evaluations	7 years
	FHWA 47	Material Certificate Form FHWA 47 Material Certificate has been eliminated per BOH IM 2007-05. For projects closed out prior to BOH Im 2007-05.	7 years
		Warranty Acceptance Documents	7 years
		Notification from Contractor that Work is Completed	7 years
109		CONTRACT ACCOUNTING
	1101	Force Account (if not attached to Contract Modification and documentation)	7 years
	1101A	Force Account - Daily Field Record	7 years
	1168	Force Account Worksheet for Equipment	7 years
110		PAY ESTIMATES
		Engineer's Estimate	7 years
		Final Estimate	7 years
		Post Final Construction Estimate	7 years
		Construction Estimate	7 years
111		PAYROLLS & TRAINEE REPORTS	7 years
	1156	Minimum Wage Rate- Interview Sheet	7 years
	0125	O.J.T. Program Report and Training Log	7 years
	WH-347	Payrolls	7 years
	WH-348	Statement of Compliance	7 years
	1952	Certified Payroll Review Checklist	7 years
	1954	Certified Payroll Status Log	7 years
	1955	Contractor's Certified Payroll Checklist	7 years
112		CORRESPONDENCE
		General Correspondence Published Articles & News Clips	7 years
113		MEETINGS & SAFETY PROGRAM
		Pre-Construction minutes, Progress Meetings, Post-Construction Meetings	7 years
114		UTILITIES-PERMITS-REAL ESTATE DATA
		All Forms Pertaining to Utilities, Permits and Real Estate	7 years
115		RAINFALL RECORDS
	1108A	Rainfall Record (Not used in all offices)	7 years
200		CONTRACT HISTORY
		Archives Contract saved to removable media (media stick, dickette, CD, etc.)	7 years
	1147 & 1147C	Final Estimate Review Summaries	7 years
		CONSTRUCTION DOCUMENTS- "200" FILE SERIES
201		Construction Survey Notes- Shop Drawings	7 years
		Contractor's Staking QC Plan	7 years
	250	Revision of Plans (As-Builts) (Send to Design for Microfiliming. Include form 250)	Exception
202		PHOTOGRAPHS & VIDEOS	7 years
203		GRADE SHEETS - STRUCTURE STAKEOUT
	201	Grade Sheets	7 years
	1145	Grade Checks(or attach to IDR)	7 years
204		TRAFFIC ITEMS (BARRICADE CHECKS & ETC)
	1013	Inspector's Checklist (Arrow Bar)	7 years
		Contractor's Daily Traffic Resports	7 years
205		MISCELLANEOUS ITEMS (ALL MISC ITEM DOCUMENTATION)
	204	General Computations(or attach with appropriate documentation)	7 years
	205	Engineer Calculation (or with appropriate documentation)	7 years
	500	Coring Request	7 years
	583	Records of Soils Recommendation	7 years
	1125	Permit to Place	7 years
	1190	Structure Measurements	7 years
206		REMOVAL ITEMS
		Documentation for Removal Items	7 years
207		EARTHWORK ITEMS
	1124	Earthwork Data Sheet	7 years
	1198	Volume Sheet	7 years
208		HMA TICKETS & QA/QC REPORTS
	Do Not Microfilm	HMS Delivery Tickets	7 years
		Contractor's Quality Control Plan	Mfilm
	0587	HMA Quality Assurance Plan (PWL)	Mfilm
	1903-B	Report of Verification of Quality Assurance Tests	Mfilm
	1903-C	Daily Report of Contractor's Quality Assurance Tests	Mfilm
	1907	MDOT Testing of Compacted HMA Density & Percent Compaction	Mfilm
	1911	Job Mix Formula (JMF) HMA Field Communication	Mfilm
209		AGGREGATE ITEMS & TICKETS
	Do not Microfilm	Delivery Tickets, Aggregate Summary Sheets Etc.	7 years
210		CONCRETE - TICKETS, 1174's & QA/QC
	Do not microfilm	Concrete Delivery Tickets	7 years
		Concrete Mix Design	Mfilm
	590	Cylinder Results	Mfilm
	1131	Bridge Deck Conc. Depth Measurements	MFilm
	1160	Report of Modulus Rupture	MFilm
	1160-A	Concrete Cylinder/Core Compression Test Results	MFilm
	1174	Concrete Proportioning Plant Report	MFilm
	1174-A	Inspector's Report of Concrete Placed	MFilm
		Contractor's Quality Control Plan	MFilm
211		DRAINAGE ITEMS
		Documentation for Restoration Items	7 years
212		RESTORATION ITEMS
		Documentation for Restoration Items	7 years
213		GUARDRAIL ITEMS
		Documentation for Guardrail Items	7 years
300		TESTING ORDERS
	501 Series	All Testing Orders	MFilm
301		DENSITY TESTING
	509 (do not microfilm)	IAT - Density Testing	7 years
	582	Moisture and Density Determination of Soils	MFilm
	582-A	Record of Density Retests	MFilm
302		MISCELLANEOUS TESTING FOR ALL MISC ITEMS
	Do not microfilm	Misc. Material Certifications	7 years
	506	Report of Sign Inspection	MFilm
	566	Report of Field Inspection	MFilm
	1143	Testing Earth Grade with Compactor	MFilm
	1178	Transfer of Tested Material	MFilm
	1922	Tested Stock Report	MFilm
	1923	Sample Identification	MFilm
	1929	Welder Qualification Procedure Report	MFilm
		Commercial Laboratory Test Reports (General)	MFilm
		Report of Test- Laboratory	MFilm
303		BITUMINOUS ITEMS TESTING
	Do not microfilm	Material Certifications for Bituminous Materials	7 years
	1842 (Do not microfilm)	Report of Test- Bituminous Mixtures Independent Assurance Sample	7 years
	1903	Daily Report of HMA Plant Inspection	MFilm
	1931	Report of Test Marshall HMA Design Mix Formula	MFilm
	1931-B	Report of Test- HMA Mix Design- Regression	MFilm
304		DRAINAGE ITEMS TESTING
	Do not microfilm	Materials Certifications for Drainage Items	7 years
	1919	Corrugated Metal Pipe Report	MFilm
	1920	Field Report for Concrete Pipe	MFilm
	1920-A	Field Report for Pre-cast Drainage Structure Items	MFilm
305		CONCRETE ITEMS TESTING
	502	Pavement Core Record	MFilm
	503 (Do not microfilm)	IAT- Concrete Sampling and Testing	7 years
	551	Report of Field Test and Concrete Test Cylinders	MFilm
	580	Concrete Plant Equipment Inspection Report	MFilm
	580-A	Concrete Plant Inspection	MFilm
	1155	Weekly Summary of Certified Concrete from Commercial Central Mix anf Transit-Mix Plants	MFilm
306		AGGREGATE & GRANULAR MATERIALS TESTING
	504 (Do not microfilm)	IAT- Aggregate Sampling and Testing	7 years
	1900	Aggregate Inspection Daily Report	MFilm
	1901	Mechanical Analysis Report	MFilms
307		BRIDGE ITEMS- ALL ENGINEERING & TESTING (STEEL & ETC)
	Do not microfilm	Misc. Material Certifications	7 years
		Fabrication Inspection Reports	MFilm
	507	Camber Measurements	MFilm
	519	Cantilever and Bridge Mount Inspection	MFilms
	538	Shop inspection of Structural Steel	MFilms
	538A	Magnetic Particle Inspection Report	MFilms
	538B	Inspection Report (Ultrasonic Exam of Welds)	MFilms
	557	Pre-stressed Conc. Bean Construction Field Data Sheet	MFilm
	579	Structure Foundation Inspection	MFilm
	1138	Bridge Reinforcing Computations	MFilm
	1157	Test Pile Record	MFilm
	1157A	Pile Driving Table	MFilm

Note:Subtitled folders will be assigned to item of work folders and tested material folders. A subtitled folder may be set up for a single item of work and tested material, or for a group of related items of work or materials. Subtitled and appropriate titled folders should be provided in sufficient quantity and groupings to permit convenient and quick access to the item of work and material documentation. The quantity of subtitled folders will vary with the type of project, and with the variety and number of items of work.

Each subtitled folder should contain the support data for the work listed on the folder. Subtitled folders should also be assigned to material folders. A subtitled folder may be set up for a single material, or for a group of related materials. On a resurfacing project containing 3 or 4 items of work, all the required documentation for support of the quantities could be filed in one subtitled folder.

Records should not be prepared and sent to HAL’s Records Management Office until training has been provided. Please contact Julie Baldwin (baldwinju@michigan.gov or phone 517-322-5659), Construction and Technology Records Management Coordinator, for training and questions.

Construction Documentation Standard Naming Conventions for e-Construction

Standard naming conventions for all documents will generally be form number, date and descriptor

Form will either be form number or document acronym

• Use Cert for Materials
• Use CP for payrolls
• Use SD for Shop Drawings

Dates will be year (4 digit), month (2 digit), day (2 digit) separated by dashes

• 2013-01-09

Descriptor can be variable based on the document

• Use Material Name for Materials

Cert 2013-02-04 White Cure

• Use Contractor's name for payrolls
• Describe the shop drawings
• Describe the issue for correspondence

Revisions will be noted by placing a R or REV with the corresponding number after the name. The revised document should be named the same except for the R1 at the end of it.

Initials of user should be based on the initials in Field Manager

MDOT Submittals

Document	Example
Work Orders, 1137 Sequence Number, What it is	1137 001 Drainage Changes
Force Accounts, 1101A Date, Description of Issue	1101A 2013-01-09 Rut Filling
Contract Modifications, CM Sequence Number, Tier Number, Short Description	CM 001 T1 Additional Signage
Pay Estimates, Pay Estimate Sequence Number, Contract ID	Pay Estimate 001 47065-101619
Correspondence, Date, Sender’s Initials, Description of Issue	2013-01-15 PJM Lane Closures
IDRS (no attachment),IDR Date, Inspector’s Initials as appears in FieldManager	IDR 2012-09-27 NN
IDRS (with attachment), IDR Date, Inspector’s Initials as appears in FieldManager	IDR 2012-09-27 NN A
NPDES, NPDES Date, Inspector Initials, Sequence Number	NPDES 2013-01-27 JMT 001
Concrete Placement (Road or Structure), 1174R Date of Pour, Inspector Initials	1174R 2012-04-15 PJM
Density Report, 582B Date, Inspector Initials	582B 2012-11-04 NN
Permit to Place, 1125 Date, Material they are approved to Place	1125 2013-03-10 Aggregate
Pictures, Date, Photo Description	2013-07-28 Station 754+00 HMA
Aggregate Report, Form Number, Date of Test, Source, Description	1900 2012-11-29 class II 70-62 (sand was approved)
Meeting Minutes, Date, Meeting Description	2013-03-17 Progress Meeting
General Computations, 205 Date, Description	205 2013-08-11 Underdrain Sketch
Certified Payroll Checklist, 1952 Contractor Weekending Date	1952 AJAX 2012-06-08
Wage Rate Interviews, WRI Contractor Interview Date, Sequence Number	WRI Lowe 2013-08-11 001
Mobility Reports, Mobility Date, Initials	Mobility 2013-04-17 MO
Cylinder Compression Results, Form Date of Pour, Inspector Initials and number	1999 2013-04-27 GRG 13

Contractor Submittals

Document	Example
Progress Schedule, 1130 Contractor	1130 Milbocker
Subcontracts, 1302 Contractors Name	1302 K&R
Material Source List, MSL Date, Contractors Name	MSL 2013-12-12 CA Hull
Bridge Shop Drawings, SD, Structure #, Description of Item	SD B-05 Steel
Road Shop Drawings, SD, Description of Item	SD Traffic Signal
Material Certifications, Cert Date, Name of Material	Cert 2013-02-15 White Cure
Certified Payrolls, Form, Week Ending Date, Contractor Name	CP 2013-06-28 CA Hull
Correspondence, Date, Sender’s Initials, Subject	2013-04-15 TLP Haul Route
Request for Information, RFI Sequence Number, Issue	RFI 001 Pipe Clarification
Permits, Permit Type, Contractor Name	NPDES Toebe
Time Extensions, 1100A Sequence Number	1100A 001
Misc Documentation, What it is, Contractor	Safety Program Fonson
Concrete Mix Designs, Form Date, Contractor Name	1976 2013-06-28 CA Hull
HMA Mix Designs, Form Date, Contractor Name	1911 2013-06-28 Rieth-Riley
Certified Concrete Plant Mix, Form Week Ending Date, Producer Name, Plant Number	1155 2013-01-08 Superior Materials 813
Early Cylinder Breaks (from Contractor), Early Cylinder Breaks, Date Cast	Early Cylinder Breaks 2012-12-18
Concrete Field Test Report (from Contractor),Concrete Field Test, Report Date	Concrete Field Test Report 2012-01-10
Welder Certifications, Welder Name (Last, First), Position of Weld*, Type of Weld**	Welder Smith Joe 1F SMAW
*	“Position” – 1F, 2F, 3F, 4F, 1G, 2G, 3G, 4G, etc
**	“Type” – SMAW, SAW, FCAW, GMAW, TIG

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e-Construction File System

File #	Description	MDOT Form #	Retention
100	ADMINISTRATION
100	Award Letter		4 years
101	Contract Form		4 years
	Progress Schedule	1130	4 years
	Weekly Statement of Work Days Charged	1116	4 years
	Critical Path Method(CPM)		4 years
	Workzone Enforcement Contracts		4 years
102	Sub-Contracts
	All SubContracts	1302A	4 years
	Commercially Useful Function (CUF) Project Site Review	4109	4 years
	DBE Participation (blue sheets)	0178	4 years
	DBE Trucker Project Site Review	1992	4 years
	Prime Contractor Bi-Weekly statement of Subcontractor payments	2124A	4 years
103	Work Orders
	Notice of Non-Compliance with Contract	1165	4 years
	Work Orders	1137	4 years
104	Contract Modifications
	Extension of Time request	1100A	4 years
	Value Engineering Change Proposal	1962	4 years
	Supporting Documentation		4 years
104-1	FHWA 1365 Pre-Approvals		4 years
105	Contractor Claims and Force Account
	Damage Claims Notices	1119D	4 years
	Force Account Documents	1101	4 years
	Copy of Permit Checks		4 years
106	Estimates and Closeout Package
	Final Acceptance/Certification Report	1120	4 years
	Final Estimate package Memo	1105	4 years
	Final Estimate Review Summary	1147	4 years
	Post Certification of Subcontract compliance (Copy)	1386	4 years
	Final Engineering Acceptance Report - FHWA		4 years
	Construction Pay Estimate Report(Bi-Weekly Pay Estimates)		4 years
	Construction Pay Estimate Report(Final Pay Estimate)		4 years
	Final project voucher summary(Signed from CSD)		4 years
	Work Completion letter from contractor		4 years
	Stockpile Data		4 years
107	Warranty Documentation
	Warranty Correspondence		4 years
	Contractor Performance Evaluation - Warranty	1182W	4 years
	Bridge		4 years
	Traffic		4 years
	HMA	Series 1134	4 years
	Concrete	1029,1115,1831,1884,1885,1881	4 years
	CPM	Series 1193,1184,1046,1047,1893,1894 1946,1947,1948,1949,1167	4 years
108	Correspondence		4 years
109	Preconstruction and Progress Meetings
	Damage Claim Program		4 years
	Safety Program		4 years
	Subcontractor's list		4 years
	Emergency Contact List		4 years
110	Utilities, Permits and Real Estate
	Property Agreements and release		4 years
	Construction Permit		4 years
	Miss Dig Document request		4 years
200	FIELD RECORDS
200	Inspector's Daily Reports	1122B	4 years
200-1	Photographs & Videos		4 years
201	Shop Drawing and submittals		4 years
201-1	Request For Information(RFI)		4 years
201-2	Survey
	CSQCP		4 years
202	Earthwork		4 years
	Grade Check	1145	4 years
	Record Of Soils Recommendations	0583	4 years
202-1	NPDES and SESC Reports	1126	4 years
	Environmental Permits		4 years
	Notice of Termination(NOT)		4 years
	Notice of Completion(NOC)		4 years
	Soil Erosion And Sedimentation Control		4 years
203	Bases
	Subbase		4 years
	Aggregates		4 years
	Rubbilizing Portland Cement Concrete Pavement		4 years
	Geotextile for Base		4 years
	HMA Base Crushing and Shaping		4 years
	Aggregate Delivery Tickets		4 years
204	Drainage
	Pumpstations		4 years
	Drainage Items		4 years
205	Hot Mix Asphalt (HMA)
	HMA Crack Treatment		4 years
	Surface Seal		4 years
	Micro-surfacing		4 years
	Chip Seals		4 years
	Slurry Seal		4 years
	Pre-production Meeting Minutes		4 years
	HMA Delivery Tickets		4 years
206	Concrete
	Inspector’s Report of Concrete placed - Roadway	1174R	4 years
	Inspector’s Report of Concrete placed - Structure	1174S	4 years
	Coring Request	0500	4 years
	Contractor's QC Test Reports (Air, slump, temp)		4 years
	Pre-production Meeting Minutes		4 years
	Ride Quality		4 years
	Concrete Delivery Tickets		4 years
207	Structure
	Bridge Decks Concrete Depth Measurements	1131	4 years
	Bridge Reinforcing Computations	1138	4 years
	Foundation Piling Record (LRFD)	1161(L)	4 years
	Pile Driving Table	1157A	4 years
	Structure - Clearance Measurements	1190	4 years
	Structure Painting forms	1941	4 years
	Test Pile Record	1157	4 years
	Drilled Shaft Concrete Volume Plot	0393	4 years
	Drilled Shaft Inspection Record for Highway signs, Luminaires, TS	1988	4 years
	Micropile Installation Record	1989	4 years
	Cofferdam Installation, Piling Placement, and Tremie Pour Inspector's Checklist	1990	4 years
	Sheet Piling and Cofferdams		4 years
	Precast Concrete Beams		4 years
	Hydrodemolition Documents		4 years
	Waterproofing		4 years
	Waste Profile Forms-DEQ		4 years
208	Miscellaneous
	Permit To Place	1125	4 years
	Fencing		4 years
	General Comps.		4 years
	Guardrail		4 years
	Slope Restoration		4 years
	Watermains		4 years
	Permanent Traffic Signs		4 years
	Electrical Items		4 years
208-1	Traffic
	Inspector's Checklist For Inspection for Solar Boards	1013S	4 years
	Mobility Report	1998	4 years
	Pavement Marking Material Verification Checklist	1585	4 years
	Traffic Control Report Form	1996	4 years
	Traffic Advisories		4 years
209	Delivery Tickets(Miscellenous)		4 years
300	MATERIAL TESTING
300	Material Source List	501	Permanent
301	Density
	Independent Assurance Test	509	Permanent
	Moisture and Density Determination of Soils	0582-B	Permanent
	Record of Density Retests	0582-A	Permanent
302	Earthwork
	Erosion Control Silt Fence		Permanent
303	Bases
	Aggregate Inspection Daily Report	1900	Permanent
	Independent Assurance Test	504	Permanent
	Mechanical Analysis Report	1901	Permanent
	Report of Test		Permanent
304	Drainage
	Field Report For Concrete Pipe	1920	Permanent
	Field Report For Precast Drainage Items	1920A	Permanent
	Report of Test		Permanent
305	Hot Mix Asphalt (HMA)
	Daily Report of Bituminous Plant Inspection	1903	Permanent
	Daily Report of Contractor's Quality Control Tests	1903-C	Permanent
	HMA Quality Assurance Plan	587	Permanent
	Independent Assurance Test	1842	Permanent
	Job Mix Formula (JMF) Bituminous Field Communication	1911	Permanent
	Report of Compacted Bituminous Mixture Core Density & Percent Compaction	1907	Permanent
	Report of Quality Assurance Testing	1903-B	Permanent
	PWL spread sheet		Permanent
	QA/QC Plan		Permanent
	Report of Test		Permanent
306	Concrete
	Concrete Cylinder/Core Compression Test Results	1160-A	Permanent
	Concrete Plant Equipment Inspection Report	0580	Permanent
	Concrete Plant Inspection	0580-A	Permanent
	Concrete Proportioning Plant Report	1174	Permanent
	Independent Assurance Test	0503	Permanent
	JMF Concrete Field Communication	1976	Permanent
	Pavement Core Record	0502	Permanent
	Report Of Modulus Of Rupture	1160	Permanent
	Summary Report of Field Tests and Cylinder Results	0590	Permanent
	Weekly Summary Of Cert. Concrete/Comm. Central-Transit Mix	1155	Permanent
	PWL spread sheets		Permanent
	QA/QC Plan		Permanent
	Report of Test		Permanent
306-1	QA/QC
	Concrete Field Cylinders Test Results	1999	Permanent
307	Structure
	Magnetic Particle Inspection Report	0538-A	Permanent
	Report Of Ultrasonic Examination Of Welds	0538-B	Permanent
	Structure Foundation Inspection	0579	Permanent
	Welding Qualification	1929	Permanent
	Report of Test		Permanent
308	Miscellaneous
	Fencing		Permanent
	Guardrail		Permanent
	Report of Test		Permanent
	Slope Restoration		Permanent
308-1	Traffic
	Cantilever and Bridge Mount Inspection	0519	Permanent
309	Material Certifications
	Shipment Of tested Stock Report	1922	Permanent
	Transfer of Tested Material Report	1178	Permanent
400	INTERNAL USE ONLY
400	Contractor Performance Evaluations(CPE)		4 years
401	Certified Payrolls
	Certified Payrolls	CP-347/WH-347	4 years
	Certified Payroll Review Checklist	1952	4 years
	Certified Payroll Status Log	1954	4 years
	Contractor’s Certified Payroll	1955	4 years
	Jobsite Poster Inspection Checklist	1967	4 years
	Minimum Wage Rate - Interview Sheet Tier1	1156-T1	4 years
	Minimum Wage Rate - Interview Sheet Tier2	1156-T2	4 years
	Apprenticeship & Trainee Reports		4 years
402	Consultant contracts		4 years
403	Internal Claim Documents		7 years
404	QA Random Numbers
	Concrete		4 years
	HMA		4 years

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Resources

File Name	Description
MDOT ProjectWise Explorer Install	A guide for External Users for Installing ProjectWise Explorer
Scan to E-mail	Capturing and E-mailing a photo with an iOS device(iPhone, iPad, etc.)
ProjectWise Unique Search	Guidance for Using one of the Search Features of ProjectWise
ProjectWise Web Quick Reference Card	A brief outline of features within ProjectWise Web
IPhone as mouse in Citrix on Ipad	Guidance for configuring an iPhone to be used as a mouse for an iPad which is running in a Citrix Environment
Remoting via Citrix Reciever	Using the Citrix iPad application to remotely access another computer
Procedure for E-construction Documents	Guidance for how to electronically file a variety of documents into ProjectWise

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