Difference between revisions of "1.4 Letting Plan Review ProjectWise Process"
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− | | ''Design Team'' | + | | ''Design Team'' - Create PDF of: |
− | * Plan Set and name '' | + | * Plan Set and name '''JN_Road.pdf''' or '''˜JN_Bridge.pdf''' |
− | * Proposal and name '' | + | * Proposal and name '''JN_Proposal.pdf''' |
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− | | ''Design Team'' | + | | ''Design Team'' - Add PDFs created in step 1 into the '6 - Letting Plans and Proposal' folder. |
[[File:6 Folder Expanded.png|right|650px|frameless]] | [[File:6 Folder Expanded.png|right|650px|frameless]] | ||
|- | |- | ||
| style="text-align:center;" | 3 | | style="text-align:center;" | 3 | ||
− | | ''Design Team'' | + | | ''Design Team'' - Are all Final Plan related files in the system? Yes, then: |
− | * Highlight all files located in the | + | * Highlight all files located in the '˜6 - Letting Plans and Proposal- folder. |
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next. | * Select Next. | ||
|- | |- | ||
| style="text-align:center;" | 4 | | style="text-align:center;" | 4 | ||
− | | ''Design Team'' | + | | ''Design Team'' - Click on OK in the '˜Change Document to State' window |
|- | |- | ||
| style="text-align:center;" | 5 | | style="text-align:center;" | 5 | ||
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− | ''REMINDER: Update RID Checklist in the '' | + | ''REMINDER: Update RID Checklist in the '''˜Supporting Documents/ RID Preparation''' folder and upload the RID files in the '''˜6 - Letting Plans and Proposal/RID''' folder for review. <br> |
− | ''Highlight all files in the '' | + | ''Highlight all files in the '''˜6 - Letting Plans and Proposal/RID''' folder, then change state to next to submit to RID Review staff. |
<br> | <br> | ||
<br> | <br> | ||
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− | | ''Project Manager'' | + | | ''Project Manager'' - Upon receipt of email, please review proposal and plan packages located in the '˜6-Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder. If ready, proceed to the next step of initiating the CA Sign Off. |
− | '''''NOTE: This is a | + | '''''NOTE: This is a "living" form. The Project Manager will update this form for each milestone.''''' |
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| style="text-align:center;" | 2 | | style="text-align:center;" | 2 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - |
− | * Update and Save the '' | + | * Update and Save the '''˜0303_DPS''' sheet, located in the 'DPS-CA.xlsx' file in the 'Supporting Documents' folder. |
− | * Highlight all files located in the | + | * Print the 0303_DPS sheet AND CA Form sheet to PDF and place in 'Supporting Documents' Folder |
+ | * Highlight all files located in the '˜Supporting Documents' folder | ||
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next. | * Select Next. | ||
|- | |- | ||
| style="text-align:center;" | 3 | | style="text-align:center;" | 3 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Once all supporting documents have been changed to the 'Complete Supporting Documents' State, then: |
+ | * Highlight all files located in the '˜6-Letting Plans and Proposal' folder | ||
+ | * Then right click and select Change State. | ||
+ | * Select Next. | ||
+ | |||
|- | |- | ||
| style="text-align:center;" | 4 | | style="text-align:center;" | 4 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Click on OK in the '˜Change Document to State' window |
+ | |- | ||
+ | | style="text-align:center;" | 5 | ||
+ | | ''Project Manager'' - Add additional CA Form signers email addresses in the 'To' field and send the system generated email. | ||
[[File:Email to CA Form signers.png|right|650px|frameless]] | [[File:Email to CA Form signers.png|right|650px|frameless]] | ||
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| style="text-align:center;" | 1 | | style="text-align:center;" | 1 | ||
− | | ''CA Form Signers'' | + | | ''CA Form Signers'' - Upon receipt of email, review Proposal and Plan packages located in the '˜6- Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder. |
<br> | <br> | ||
[[File:FP and Sup Doc circle.png|right|650px|frameless]] | [[File:FP and Sup Doc circle.png|right|650px|frameless]] | ||
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| style="text-align:center;" | 2 | | style="text-align:center;" | 2 | ||
− | | ''CA Form Signers'' | + | | ''CA Form Signers'' - If approved for Final Plan review, then: |
− | * Open the | + | *Use Kofax Power PDF to Open the CA-Form.PDF file located in the 'Supporting Documents' folder. |
− | * | + | *Open the Stamps Panel. |
− | * Place | + | *Place the Dynamic Stamp "Reviewed". |
− | * Save the file and check the file back into ProjectWise. | + | *Save the file and check the file back into ProjectWise. |
|- | |- | ||
| style="text-align:center;" | 3 | | style="text-align:center;" | 3 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Once the CA Form is complete: |
− | * | + | * Use Kofax Power PDF to Open the CA-Form.PDF file located in the 'Supporting Documents' folder. |
− | * Highlight all files in the | + | * Open the Stamps Panel. |
+ | * Place the Dynamic Stamp "Reviewed" in the Project Manager section. | ||
+ | * Save the file and check the file back into ProjectWise | ||
+ | * Highlight all files in the '˜Supporting Documents' folder. | ||
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next | * Select Next | ||
|- | |- | ||
| style="text-align:center;" | 4 | | style="text-align:center;" | 4 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Once the supporting documents have been changed to the '˜Initiate Final Supporting Documents' State, then: |
− | + | * Highlight all files in the '6- Letting Plans and Proposal' folder. | |
− | * Highlight all files in the | ||
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next | * Select Next | ||
|- | |- | ||
| style="text-align:center;" | 5 | | style="text-align:center;" | 5 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Click on OK in the '˜Change Document to State' window |
+ | |- | ||
+ | | style="text-align:center;" | 6 | ||
+ | | ''Project Manager'' - Send the system generated email. | ||
[[File:Initiate Final Project Review email.png|right|650px|frameless]] | [[File:Initiate Final Project Review email.png|right|650px|frameless]] | ||
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− | | ''Specifiaction & Estimates Engineer'' | + | | ''Specifiaction & Estimates Engineer'' - |
* Verify funding template, letting date, and STIP approved in JobNet. | * Verify funding template, letting date, and STIP approved in JobNet. | ||
* Verify the correct & complete Certification Acceptance form (Type 1,2, or 3) is included in Supporting Docs. | * Verify the correct & complete Certification Acceptance form (Type 1,2, or 3) is included in Supporting Docs. | ||
− | * Highlight all files located in the | + | * Highlight all files located in the '˜6-Letting Plans and Proposal' folder |
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next. | * Select Next. | ||
|- | |- | ||
| style="text-align:center;" | 2 | | style="text-align:center;" | 2 | ||
− | | ''Specifiaction & Estimates Engineer'' | + | | ''Specifiaction & Estimates Engineer'' - Click on OK in the 'Change Document to State' window |
− | * Edit the | + | |- |
+ | | style="text-align:center;" | 3 | ||
+ | | ''Specifiaction & Estimates Engineer'' - | ||
+ | * Edit the '˜To' field to send the email to the appropriate people. | ||
* Edit the subject field to appropriate work type. | * Edit the subject field to appropriate work type. | ||
* Send the system generated email | * Send the system generated email | ||
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− | | ''Specification & Estimates Engineer'' | + | | ''Specification & Estimates Engineer'' - |
− | * Select the appropriate workflow on the | + | * Select the appropriate workflow on the '6-Letting Plans and Proposal' folder for the work type to be reviewed (ie. Trunkline, CPM, NFR, FPVS) |
* <u>Process Complete</u> | * <u>Process Complete</u> | ||
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− | | ''Design Team'' | + | | ''Design Team'' - Create RID Submittal during the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Proposal_Complete | State: E-Proposal Complete]]: |
− | * Place RID files in the | + | * Place RID files in the '˜RID' folder per [[Chapter_5_-_RID_Process#Final| Chapter 5 - Section 5.2 - RID Process_Final]] |
− | * Respond to comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm] located in the | + | * Respond to comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm] located in the ' Supporting Documents' folder. |
* Complete the RID column of the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm]. | * Complete the RID column of the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm]. | ||
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| style="text-align:center;" | 2 | | style="text-align:center;" | 2 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Make sure the RID files are ready for review prior to completing the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]]. |
|- | |- | ||
| style="text-align:center;" | 3 | | style="text-align:center;" | 3 | ||
− | | ''Project Manager'' | + | | ''Project Manager'' - Include [mailto:MDOT-RIDSupport@michigan.gov MDOT RID Support] on the email generated during the[[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]]. |
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− | | ''MDOT-RIDSupport Reviewers'' | + | | ''MDOT-RIDSupport Reviewers'' - Perform review of the RID files and document comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm]. Reference saved views in the RID Comments column. |
− | ''NOTE: During this state the | + | ''NOTE: During this state the '˜RID' folder will remain accessible for easy corrections of RID files during the MDOT-RIDSupport review.'' |
|- | |- | ||
| style="text-align:center;" | 2 | | style="text-align:center;" | 2 | ||
− | | ''MDOT-RIDSupport Reviewers'' | + | | ''MDOT-RIDSupport Reviewers'' - Prior to the [[1.4 Letting Plan Review ProjectWise Process#State:_QA_Final_-_Ready_for_Finance |State: QA Final - Ready for Finance]]: |
− | * Single Left click on the files in located in the | + | * Single Left click on the files in located in the 'RID' folder. |
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next. | * Select Next. | ||
|- | |- | ||
| style="text-align:center;" | 3 | | style="text-align:center;" | 3 | ||
− | | ''MDOT-RIDSupport Reviewers'' | + | | ''MDOT-RIDSupport Reviewers'' - Click on OK in the '˜Change Document to State' window. |
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|} | |} | ||
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− | | ''Finance'' | + | | ''Finance'' - During the Final State: |
− | * Single Left click on the files in located in the | + | * Single Left click on the files in located in the 'RID' folder. |
* Then right click and select Change State. | * Then right click and select Change State. | ||
* Select Next. | * Select Next. |
Latest revision as of 12:05, 28 July 2023
By Chapter
1.4.1 Letting - Package Submittal
State: OEC - Pending Submittal
Pre-Construction Task:
Step | Action |
---|---|
1 | Design Team - Create PDF of:
|
2 | Design Team - Add PDFs created in step 1 into the '6 - Letting Plans and Proposal' folder. |
3 | Design Team - Are all Final Plan related files in the system? Yes, then:
|
4 | Design Team - Click on OK in the '˜Change Document to State' window |
5 | Design Team - Send the system generated email.
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
REMINDER: Update RID Checklist in the ˜Supporting Documents/ RID Preparation folder and upload the RID files in the ˜6 - Letting Plans and Proposal/RID folder for review.
Highlight all files in the ˜6 - Letting Plans and Proposal/RID folder, then change state to next to submit to RID Review staff.
State: OEC-PM Review in Progress
Pre-Construction Task:
Step | Action |
---|---|
1 | Project Manager - Upon receipt of email, please review proposal and plan packages located in the '˜6-Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder. If ready, proceed to the next step of initiating the CA Sign Off.
|
2 | Project Manager -
|
3 | Project Manager - Once all supporting documents have been changed to the 'Complete Supporting Documents' State, then:
|
4 | Project Manager - Click on OK in the '˜Change Document to State' window |
5 | Project Manager - Add additional CA Form signers email addresses in the 'To' field and send the system generated email.
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
State: OEC - CA Sign Off
Pre-Construction Task:
Step | Action |
---|---|
1 | CA Form Signers - Upon receipt of email, review Proposal and Plan packages located in the '˜6- Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder.
|
2 | CA Form Signers - If approved for Final Plan review, then:
|
3 | Project Manager - Once the CA Form is complete:
|
4 | Project Manager - Once the supporting documents have been changed to the '˜Initiate Final Supporting Documents' State, then:
|
5 | Project Manager - Click on OK in the '˜Change Document to State' window |
6 | Project Manager - Send the system generated email.
NOTE: Leave email address in email. Also, you only need to send one email (close out of the other ones). |
State: e-Prop - Initiate Final Project Review
Pre-Construction Task:
Step | Action |
---|---|
1 | Specifiaction & Estimates Engineer -
|
2 | Specifiaction & Estimates Engineer - Click on OK in the 'Change Document to State' window |
3 | Specifiaction & Estimates Engineer -
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
State: e-Prop - Workflow Assign
Pre-Construction Task:
Step | Action |
---|---|
1 | Specification & Estimates Engineer -
|
1.4.2 Letting - Review
-Reserved-
State: QA Tech - Pending
PPMS Task: -Reserved-
State: QA Tech - Complete
PPMS Task: -Reserved-
State: QA Tech - Assign to Reviewer
PPMS Task: -Reserved-
State: QA SE - Pending
PPMS Task: -Reserved-
State: QA SE - Complete
PPMS Task: -Reserved-
State: QA SE - Assign to Estimator
PPMS Task: -Reserved-
State: QA Est - Pending
PPMS Task: -Reserved-
State: QA Est - Complete
PPMS Task: -Reserved-
State: QA Final - Pending
PPMS Task: -Reserved-
State: QA Final - Complete
PPMS Task: -Reserved-
State: QA Final - Ready for Finance
PPMS Task: -Reserved-
State: Finance PQ - Pending
PPMS Task: -Reserved-
State: Finance BLU - Pending
PPMS Task: -Reserved-
State: Final
PPMS Task: -Reserved-
1.4.3 Letting - RID Review
State: E-Proposal RID Pending
PPMS Task:
Step | Action |
---|---|
1 | Design Team - Create RID Submittal during the State: E-Proposal Complete:
|
2 | Project Manager - Make sure the RID files are ready for review prior to completing the State: E-Prop Initiate Final Project Review. |
3 | Project Manager - Include MDOT RID Support on the email generated during the State: E-Prop Initiate Final Project Review. |
State: E-Proposal RID Complete
PPMS Task:
Step | Action |
---|---|
1 | MDOT-RIDSupport Reviewers - Perform review of the RID files and document comments in the RID Review Checklist.xlsm. Reference saved views in the RID Comments column.
NOTE: During this state the '˜RID' folder will remain accessible for easy corrections of RID files during the MDOT-RIDSupport review. |
2 | MDOT-RIDSupport Reviewers - Prior to the State: QA Final - Ready for Finance:
|
3 | MDOT-RIDSupport Reviewers - Click on OK in the '˜Change Document to State' window. |
State: E-Proposal RID Publish
PPMS Task:
Step | Action |
---|---|
1 | Finance - During the Final State:
Note: The RID must be in the State: E-Proposal Complete before they can be changed to the State: E-Proposal RID Publish. If the RID is not in the State: E-Proposal Complete at the time of Publishing please contact MDOT RID Support |
2 | If RID files are added after advertisement:
|