Difference between revisions of "E-Construction"

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<div style="text-align: center;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/E-Construction Email this Page]</div>
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<center><span STYLE="font: 40pt arial;">'''Division 1 Supplemental Information'''</span></center>
 
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<center><span STYLE="font: 30pt arial;">'''e-Construction'''</span></center>
 
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<div style="float: left; padding-left: 1px;">{{TOC |  width size = 120px }}</div>
 
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===[[#General Information|General Information]]===
 
===[[#General Information|General Information]]===
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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, electronic bidding, etc. and many other exciting technologies are being considered by MDOT to integrate into its operations.  
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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.   
 
As of now, this Wiki article extensively discusses ProjectWise.  In the future, this wiki article may cover additional topics relevant to e-Construction.   
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<div style="float: left; padding-right: 1px;">{{#ev:youtube|ScB1b3fqjQo|350|left|MDOT's e-Construction Process on I-96}}</div>
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===[[#ProjectWise|ProjectWise]]===
 
===[[#ProjectWise|ProjectWise]]===
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Bentley Studios 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.   
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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.   
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The information witin this article is intended to help a first-time user.  For additional information about ProjectWise, you can visit Bently’s [http://www.bentley.com/en-US/Products/projectwise+project+team+collaboration/ webpage], ProjectWise community forum [http://communities.bentley.com/products/projectwise/default.aspx webpage], MDOT's ProjectWise resource [http://www.michigan.gov/mdot/0,4616,7-151-9625_21540_36037-321341--,00.html webpage], or other links provided within this wiki article.
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The information within this article is intended to help a first-time user.  For additional information about ProjectWise, you can visit Bentley’s [http://www.bentley.com/en-US/Products/projectwise+project+team+collaboration/ webpage], ProjectWise community forum [http://communities.bentley.com/products/projectwise/default.aspx webpage], MDOT's ProjectWise resource [http://www.michigan.gov/mdot/0,4616,7-151-9625_21540_36037-321341--,00.html webpage], or other links provided within this wiki article.
  
 
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====[[#Accessing MDOT's DataSource|Accessing MDOT's DataSource]]====
 
====[[#Accessing MDOT's DataSource|Accessing MDOT's DataSource]]====
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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.
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Users can access MDOT's DataSource by means of mobile device or computer program as long as the devices have a reliable internet connection.
  
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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.
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For MDOT employees using a Department computer, the ProjectWise Explorer program is available in the Software Center and the program is preconfigured to connect to MDOT’s Datasource. Open the Datasource and enter user credentials.
  
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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.
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For non-MDOT employees using a computer, download the ProjectWise Explorer program from [https://mdotjboss.state.mi.us/SpecProv/projectwisesupport.htm https://mdotjboss.state.mi.us/SpecProv/projectwisesupport.htm]. Use the drop down menu on the page and select External Installation to locate and download ProjectWise Explorer. Once downloaded, 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 MDOTProjectWise for the Name, mdotpwiseext.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 MDOTProjectWise for the Name, mdotpwiseext.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 MDOTProjectWise Datasource and enter user credentials.
  
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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 [//{{SERVERNAME}}/images_construction/3/38/ProjectWise_Web_Installation_Instructions.pdf PDF] guides the user of the initial set-up of the ProjectWise Web Server.
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For an iPad or iPhone, download the ProjectWise Edge Mobile application from the App Store. Open the application. Select “Repositories”. Add a new Repository; type “https://mdotpwiseext.state.mi.us/MDOTPWWSG” in the Server URL field. If correctly working “MDOTProjectWise” should appear in the Repository field; select that. Enter user credentials in the appropriate field, select the Done button to login. Navigate MDOT’s Datasource.
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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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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.   
 
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.   
 
    
 
    
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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 Project wise 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.   
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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.   
 
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.   
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===[[#Project Records|Project Records]]===
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===[[#General Procedures for Construction Records Retention|General Procedures for Construction Records Retention]]===
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To ensure uniform record keeping of project documents, a standard filing system is followed in each project office. These procedures will be followed by construction field offices, TSCs, the Region offices and the Construction Management Unit in Lansing. Details of these procedures are covered in the [http://www.michigan.gov/documents/mdot/MDOT_IM08-09_236581_7.pdf Bureau of Highway Instructional Memorandum 2008-09: Retention and Disposal of Construction Project Records.]
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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 DTMB Record Center and MDOT’s Records Management Office. This procedure takes into account the requirements of the FHWA, as well as DTMB Record Center.
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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 Field Services Support Area’s Records Management Coordinator (RMC).  
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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 FOD date is available through the MDOT Phase Initiator (PI) application.
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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.
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 +
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 DTMB Record Center, the CRC will notify the RMC. At the end of the retention period, the DTMB Record Center will send the record disposal notice to the Record Management Officer (RMO). The RMO will contact the CRC prior to any record disposal by DTMB Record Center.  
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 +
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.
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[//{{SERVERNAME}}/images_construction/3/31/Content_Manager_for_Records_Center_Training_Manual.pdf Content Manager for Records Center Training Manual]
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====[[#LAP Project Considerations | LAP Project Considerations ]]====
  
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While these procedures are intended to produce uniformity throughout the state, there is sufficient latitude to permit adapting the files to the large variety of contracts encountered.  Most documents will be filed in their respective folder within each file series, as shown in the [http://www.michigan.gov/mdot/0,1607,7-151-9622_11044_20469---,00.html BOH IM 2008-09].
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Local agencies are responsible for maintaining official records for their LAP projects.  MDOT will maintain project records within ProjectWise or archived file system according to the department’s retention schedule. Local Agencies are to keep a copy of the PW file for their official project records.
  
 
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===[[#Construction Documentation Standard Naming Conventions for e-Construction|Construction Documentation Standard Naming Conventions for e-Construction]]===
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===[[#Standard Naming Convention for Documents|Standard Naming Convention for Documents]]===
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Effective with the December 1, 2017 letting and at the discretion of the engineer retroactively beginning with the October 6, 2017 letting forward, the Michigan Department of Transportation (MDOT) will utilize the following standard naming convention for naming and organizing electronic documentation created during the administration of state and federally funded construction contracts.  Each file name contains sequential elements beginning with a required 1st descriptor.  The order of the elements is to be maintained and not rearranged; however, elements following the 1st descriptor are situational and may not be necessary for inclusion into a file name based on the minimum element component naming examples provided in [http://mdotwiki.state.mi.us/construction/index.php/E-Construction#e-Construction.2FPaper_File_System Division 1 e-construction tables].  The element sequence and general format are as follows:
 +
 
 +
'''Elements: | 1st Descriptor | SN | Date | Initials | Revision | Contractor/2nd Descriptor | JN'''
 +
 
 +
'''Format: | FFFF or Variable | XXX | YYYY-MM-DD | XXXX | RX | Variable | XXXXXX'''
  
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Standard naming conventions for all documents will generally be form number, date and
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'''1st Descriptor (FFFF or Variable):''' Expressed as a form number (FFFF), document description (e.g. Pay Estimate), common document acronym, or form name.
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descriptor
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*Common document acronyms suggested when form numbers do not apply:
 +
**Use “Cert” for materials
 +
**Use “CP” for certified payrolls
 +
**Use “SD” for shop drawings
 +
**Use “IDR” for inspector’s daily report
  
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'''Form will either be form number or document acronym''' Use Cert for Materials
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'''SN (XXX):'''  A three-digit '''sequence number''' (i.e. 001, 002, etc.) generated (i.e. auto-designated from FieldManager or assigned by the engineer) based on either the order of documentation receipt or incorporation of cross-referenced documentation into FieldManager used for contract modifications, pay estimates, material certifications, material source lists, etc.
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:*Use CP for payrolls
 
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:*Use SD for Shop Drawings
 
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'''Dates will be year (4 digit), month (2 digit), day (2 digit) separated by dashes'''
 
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:* 2013-01-09
 
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'''Descriptor can be variable based on the document'''
 
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:*Use Material Name for Materials
 
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'''Cert 2013-02-04 White Cure'''
 
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:*Use Contractor's name for payrolls
 
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:*Describe the shop drawings
 
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:*Describe the issue for correspondence
 
  
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At the discretion of the engineer based on the complexity of the project an inspector’s daily report (IDR) sequence number may be utilized.  If a sequence number is used for anything other than an IDR then the element location for SN applies as shown.
  
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Revisions will be noted by placing a '''R''' or '''REV''' with the corresponding number after the
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All material approvals in FieldManager require cross-referencing. When approving materials in FieldManager, the file number along with sequence number (e.g. 309-Cert 006, 309-Test 001, or 303-1901 001) must be documented within the Lot Number field and cross-referenced in ProjectWise.
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name. The revised document should be named the same except for the '''R1''' at the end of
 
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it.
 
  
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Initials of user should be based on the initials in Field Manager
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[[File:Naming image 1.jpg]]
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'''Date (YYYY-MM-DD):'''  date of occurrence of the work event or activity expressed as YYYY=Year; MM=Month; DD=Day.  Use a dash character (-) within the date as a separator.
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'''Initials (XXXX):'''  Initials of the inspector up to four characters in length based on the initials assigned within FieldManager.  Initials are used to delineate reports generated by different inspectors (i.e. IDRs and Form 1126 NPDES reports).
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'''Revision (RX):'''  A one-digit revision number beginning with an R (i.e. R1) generated based on the sequence of updates.  The revised document should be named the same as the original source document except for the revision number placed at the end of the name (e.g. IDR 2017-07-20 GJM R1).  A revision number is necessary for documents which have been changed after initial submittal into FieldManager or ProjectWise such as IDRs, work orders, or contract modifications and as a further exception may also be followed by a sequence number associated from FieldManager (i.e. R1 S1).
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'''Contractor/2nd Descriptor (Variable):'''  An element that provides for additional information such as the contractor or producers name, structure number, material type, location, and/or another distinctive qualifier of the file name.  Structures should be identified as shown in project plans (i.e. B01, S01-1, S01-2, X04, or R01).
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'''JN (XXXXXX):'''  The job number of the project expressed in either five or six digits without an A, B, or C phase character at the end.
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<u>'''File Naming Characters'''</u>
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Except as otherwise noted (date and structure number), use spaces to separate fields not underscores, dashes, commas, periods, or any other characters.
  
  
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'''MDOT Submittals'''
 
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{| class="wikitable"
 
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! Document !! Example
 
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| '''Work Orders''', 1137 Sequence Number, What it is || 1137 001 Drainage Changes
 
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| '''Force Accounts''', 1101A Date, Description of Issue || 1101A 2013-01-09 Rut Filling
 
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|-
 
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| '''Contract Modifications''', CM Sequence Number, Tier Number, Short Description || CM 001 T1 Additional Signage
 
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|-
 
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| '''Pay Estimates''', Pay Estimate Sequence Number, Contract ID || Pay Estimate 001 47065-101619
 
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|-
 
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| '''Correspondence''', Date, Sender’s Initials, Description of Issue|| 2013-01-15 PJM Lane Closures
 
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|-
 
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| '''IDRS''' (no attachment),IDR Date, Inspector’s Initials as appears in FieldManager|| IDR 2012-09-27 NN
 
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|-
 
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| '''IDRS''' (with attachment), IDR Date, Inspector’s Initials as appears in FieldManager|| IDR 2012-09-27 NN A
 
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|-
 
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| '''NPDES''', NPDES Date, Inspector Initials, Sequence Number|| NPDES 2013-01-27 JMT 001
 
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|-
 
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| '''Concrete Placement''' (Road or Structure), 1174R Date of Pour, Inspector Initials|| 1174R 2012-04-15 PJM
 
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| '''Density Report''', 582B Date, Inspector Initials|| 582B 2012-11-04 NN
 
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|-
 
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| '''Permit to Place''', 1125 Date, Material they are approved to Place|| 1125 2013-03-10 Aggregate
 
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|-
 
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| '''Pictures''', Date, Photo Description|| 2013-07-28 Station 754+00 HMA
 
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|-
 
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| '''Aggregate Report''', Form Number, Date of Test, Source, Description|| 1900 2012-11-29 class II 70-62 (sand was approved)
 
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|-
 
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| '''Meeting Minutes''', Date, Meeting Description|| 2013-03-17 Progress Meeting
 
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|-
 
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| '''General Computations''', 205 Date, Description|| 205 2013-08-11 Underdrain Sketch
 
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|-
 
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| '''Certified Payroll Checklist''', 1952 Contractor Weekending Date|| 1952 AJAX 2012-06-08
 
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|-
 
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| '''Wage Rate Interviews''', WRI Contractor Interview Date, Sequence Number|| WRI Lowe 2013-08-11 001
 
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|-
 
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| '''Mobility Reports''', Mobility Date, Initials|| Mobility 2013-04-17 MO
 
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|-
 
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| '''Cylinder Compression Results''', Form Date of Pour, Inspector Initials and number|| 1999 2013-04-27 GRG 13
 
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|}
 
  
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<u>'''Standard Documentation Folder Structure'''</u>
  
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'''Contractor Submittals'''
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The current alphanumeric folder structure will be retained as the default construction folder view for all projects in ProjectWise.  ProjectWise allows for a user preference selection to view construction folders in file number format.  Contact [mailto:MDOT-ProjectwiseConst@michigan.gov MDOT-ProjectwiseConst@michigan.gov] to request the file number view in ProjectWise. 
  
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{| class="wikitable"
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{|
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|-
 
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! Document !! Example
 
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| '''Progress Schedule''', 1130 Contractor|| 1130 Milbocker
 
 
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| '''Subcontracts''', 1302 Contractors Name|| 1302 K&R
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| Alphanumeric Default View Example: || [[File:Alphanumeric Default Example.jpg|border]]
 
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|-
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| '''Material Source List''', MSL Date, Contractors Name|| MSL 2013-12-12 CA Hull
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| File Number View Example: || [[File:File Number Example.jpg|border]]
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|-
 
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| '''Bridge Shop Drawings''', SD, Structure #, Description of Item|| SD B-05 Steel
 
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|-
 
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| '''Road Shop Drawings''', SD, Description of Item|| SD Traffic Signal
 
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|-
 
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| '''Material Certifications''', Cert Date, Name of Material|| Cert 2013-02-15 White Cure
 
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|-
 
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| '''Certified Payrolls''', Form, Week Ending Date, Contractor Name|| CP 2013-06-28 CA Hull
 
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|-
 
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| '''Correspondence''', Date, Sender’s Initials, Subject|| 2013-04-15 TLP Haul Route
 
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|-
 
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| '''Request for Information''', RFI Sequence Number, Issue|| RFI 001 Pipe Clarification
 
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|-
 
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| '''Permits''', Permit Type, Contractor Name|| NPDES Toebe
 
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|-
 
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| '''Time Extensions''', 1100A Sequence Number|| 1100A 001
 
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|-
 
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| '''Misc Documentation''', What it is, Contractor|| Safety Program Fonson
 
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|-
 
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| '''Concrete Mix Designs''', Form Date, Contractor Name|| 1976 2013-06-28 CA Hull
 
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|-
 
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| '''HMA Mix Designs''', Form Date, Contractor Name|| 1911 2013-06-28 Rieth-Riley
 
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|-
 
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| '''Certified Concrete Plant Mix''', Form Week Ending Date, Producer Name, Plant Number|| 1155 2013-01-08 Superior
 
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Materials 813
 
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|-
 
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| '''Early Cylinder Breaks''' (from Contractor), Early Cylinder Breaks, Date Cast|| Early Cylinder Breaks 2012-12-18
 
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|-
 
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| '''Concrete Field Test Report''' (from Contractor),Concrete Field Test, Report Date|| Concrete Field Test Report 2012-01-10
 
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|-
 
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| '''Welder Certifications''', Welder Name (Last, First), Position of Weld*, Type of Weld**|| Welder Smith Joe 1F SMAW
 
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|-
 
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|* || “Position” – 1F, 2F, 3F, 4F, 1G, 2G, 3G, 4G, etc
 
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|-
 
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| **||“Type” – SMAW, SAW, FCAW, GMAW, TIG
 
 
|}
 
|}
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====[[#e-Construction/Paper File System|e-Construction/Paper File System]]====
  
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<span style="background:yellow">Recent changes to the document as off '''11/28/2023''' are highlighted in yellow.</span>
  
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====[[#e-Construction File System|e-Construction File System]]====
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Download a copy of the [https://mdotwiki.state.mi.us/images_construction/6/61/Standard_Naming_Convention_Revised_11-28-2023_-_ALPHA.pdf MDOT Standard Naming Convention - Alpha] list.
  
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{| class="wikitable"
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Download a copy of the [https://mdotwiki.state.mi.us/images_construction/9/99/Standard_Naming_Convention_Revised_11-28-2023_-_NUMERIC.pdf MDOT Standard Naming Convention - Numeric] list.
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| align="center" style="background:#f0f0f0;"|'''File #'''
 
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| align="center" style="background:#f0f0f0;"|'''Description'''
 
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| align="center" style="background:#f0f0f0;"|'''MDOT Form #'''
 
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|-
 
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| '''100'''||'''ADMINISTRATION'''||
 
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|-
 
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| ||||
 
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|-
 
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| '''100'''||  '''Award Letter'''||
 
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|-
 
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| || ||
 
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| '''101'''||'''Contract Form''' ||
 
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|-
 
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| ||    Progress Schedule||1130
 
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|-
 
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| ||    Weekly Statement of Work Days Charged||1116
 
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|-
 
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| ||    Critical Path Method(CPM)||
 
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|-
 
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| ||    Workzone Enforcement Contracts||
 
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|-
 
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| ||||
 
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|-
 
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| '''102'''||'''Work Orders''' ||
 
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|-
 
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| ||    Notice of Non-Compliance with Contract||1165
 
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|-
 
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| ||    Work Orders||1137
 
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|-
 
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| ||||
 
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|-
 
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| '''103'''||'''Contract Modifications'''||
 
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|-
 
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| ||    Contractor Statement of Digital Electronic Signature Validation Form||5600
 
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|-
 
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| ||    Extension of Time request||1100A
 
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|-
 
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| ||    MDOT Authorized Signature Form||1979
 
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|-
 
−
| ||    Value Engineering Change Proposal||1962
 
−
|-
 
−
| ||  Supporting Documentation||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''103-1'''||    '''FHWA 1365 Pre-Approvals'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''104'''||'''Damage Claims Notices'''||'''1119D'''
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''105'''||'''Estimates and Closeout Package'''||
 
−
|-
 
−
| ||  Final Acceptance/Certification Report||1120
 
−
|-
 
−
| ||  Final Estimate package Memo||1105
 
−
|-
 
−
| ||  Final Estimate Review Summary||1147 & 1147 C
 
−
|-
 
−
| ||  Initial Acceptance For Pavement Warranty Work||1029
 
−
|-
 
−
| ||    Post Certification of Subcontract compliance (Copy)||1386
 
−
|-
 
−
| ||  Final Engineering Acceptance Report - FHWA||
 
−
|-
 
−
| ||  Construction Pay Estimate Report(Bi-Weekly Pay Estimates)||
 
−
|-
 
−
| ||  Construction Pay Estimate Report(Final Pay Estimate)||
 
−
|-
 
−
| ||  Final project voucher summary(Signed from CSD)||
 
−
|-
 
−
| ||  Work Completion letter from contractor||
 
−
|-
 
−
| ||  Stockpile Data||
 
−
|-
 
−
| || ||
 
−
|-
 
−
| '''106'''||'''Correspondence'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''107'''||'''Preconstruction and Progress Meetings'''||
 
−
|-
 
−
| ||  Damage Claim Program||
 
−
|-
 
−
| ||  Safety Program||
 
−
|-
 
−
| ||  Subcontractor's list||
 
−
|-
 
−
| ||  Emergency Contact List||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''108'''||'''Utilities, Permits and Real Estate'''||
 
−
|-
 
−
| ||  Property Agreements and release||
 
−
|-
 
−
| ||  Construction Permit||
 
−
|-
 
−
| ||  Miss Dig Document request||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''200'''||'''FIELD RECORDS'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''200'''||'''Inspector's Daily Reports'''||'''1122B'''
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''200-1'''||'''Photographs & Videos'''||
 
−
|-
 
−
| ||  Storm Sewer Video Inspection||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''201'''||'''Shop Drawing and submittals'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''201-1'''||'''Request For Information(RFI)'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''201-2'''||'''Survey'''||
 
−
|-
 
−
| ||  CSQCP||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''202'''||'''Earthwork''' ||
 
−
|-
 
−
| ||  Grade Check||1145
 
−
|-
 
−
| ||  Record Of Soils Recommendations||0583
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''202-1'''||'''NPDES and SESC Reports'''||'''1126'''
 
−
|-
 
−
| ||  Environmental Permits||
 
−
|-
 
−
| ||  Notice of Termination(NOT)||
 
−
|-
 
−
| ||  Notice of Completion(NOC)||
 
−
|-
 
−
| ||  Soil Erosion And Sedimentation Control||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''203'''||'''Bases'''||
 
−
|-
 
−
| ||  Subbase||
 
−
|-
 
−
| ||  Aggregates||
 
−
|-
 
−
| ||  Rubbilizing Portland Cement Concrete Pavement||
 
−
|-
 
−
| ||  Geotextile for Base||
 
−
|-
 
−
| ||  HMA Base Crushing and Shaping||
 
−
|-
 
−
| ||  Aggregate Delivery Tickets||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''204'''||'''Drainage''' ||
 
−
|-
 
−
| ||  Pumpstations||
 
−
|-
 
−
| ||  Drainage Items||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''205'''||'''Hot Mix Asphalt (HMA)''' ||
 
−
|-
 
−
| ||  HMA Crack Treatment||
 
−
|-
 
−
| ||  Surface Seal||
 
−
|-
 
−
| ||  Micro-surfacing||
 
−
|-
 
−
| ||  Chip Seals||
 
−
|-
 
−
| ||  Slurry Seal||
 
−
|-
 
−
|  ||  Pre-production Meeting Minutes||
 
−
|-
 
−
| ||  HMA Delivery Tickets||
 
−
|-
 
−
|  || ||
 
−
|-
 
−
| '''206'''||'''Concrete''' ||
 
−
|-
 
−
| ||  Inspector’s Report of Concrete placed - Roadway||1174R
 
−
|-
 
−
| ||  Inspector’s Report of Concrete placed - Structure||1174S
 
−
|-
 
−
| ||  Coring Request||500
 
−
|-
 
−
| ||  Contractor's  QC Test Reports (Air, slump, temp)||
 
−
|-
 
−
|  ||  Pre-production Meeting Minutes||
 
−
|-
 
−
| ||  Ride Quality||
 
−
|-
 
−
| ||  Concrete Delivery Tickets||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''207'''||'''Structure''' ||
 
−
|-
 
−
| ||  Bridge Decks Concrete Depth Measurements||1131
 
−
|-
 
−
|  ||  Bridge Reinforcing Computations||1138
 
−
|-
 
−
|  ||  Foundation Piling Record (LRFD)||1161(L)
 
−
|-
 
−
| ||  Pile Driving Table||1157A
 
−
|-
 
−
| ||  Structure - Clearance Measurements||1190
 
−
|-
 
−
| ||  Structure Painting forms||1941
 
−
|-
 
−
| ||  Test Pile Record||1157
 
−
|-
 
−
| ||    Drilled Shaft Concrete Volume Plot||0393
 
−
|-
 
−
| ||    Drilled Shaft Inspection Record for Highway signs, Luminaires, TS||1988
 
−
|-
 
−
| ||      Micropile Installation Record||1989
 
−
|-
 
−
| ||      Cofferdam Installation, Piling Placement, and Tremie Pour Inspector's Checklist||1990
 
−
|-
 
−
| ||    Sheet Piling and Cofferdams||
 
−
|-
 
−
| ||    Precast Concrete Beams||
 
−
|-
 
−
| ||  Hydrodemolition Documents||
 
−
|-
 
−
| ||    Waterproofing||
 
−
|-
 
−
| ||    Waste Profile Forms||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''208'''||'''Miscellaneous''' ||
 
−
|-
 
−
| ||  Permit To Place||1125
 
−
|-
 
−
| ||  Fencing||
 
−
|-
 
−
| ||  General Comps.||
 
−
|-
 
−
| ||  Guardrail||
 
−
|-
 
−
| ||  Slope Restoration||
 
−
|-
 
−
| ||  Watermains||
 
−
|-
 
−
| ||  Permanent Traffic Signs||
 
−
|-
 
−
| ||  Electrical Items||
 
−
|-
 
−
|  ||'''Traffic''' ||
 
−
|-
 
−
| ||  Inspector's Checklist For Inspection for Solar Boards||1013S
 
−
|-
 
−
| ||  Mobility Report||1998
 
−
|-
 
−
| ||  Pavement Marking Material Verification Checklist||1585
 
−
|-
 
−
| ||  Traffic Control Report Form||1996
 
−
|-
 
−
| ||  Traffic Advisories||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''209'''||'''Delivery Tickets(Miscellenous)'''||
 
−
|-
 
−
| || ||
 
−
|-
 
−
| '''300'''||'''MATERIAL TESTING'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''300'''||'''Material Source List'''||'''501'''
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''301'''||'''Density''' ||
 
−
|-
 
−
| ||  Independent Assurance Test||509
 
−
|-
 
−
| ||  Moisture and Density Determination of Soils||0582-B
 
−
|-
 
−
| ||  Record of Density Retests||0582-A
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''302'''||'''Earthwork'''||
 
−
|-
 
−
| ||  Erosion Control Silt Fence||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''303'''||'''Bases''' ||
 
−
|-
 
−
| ||  Aggregate Inspection Daily Report||1900
 
−
|-
 
−
| ||  Independent Assurance Test||504
 
−
|-
 
−
| ||  Mechanical Analysis Report||1901
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''304'''||'''Drainage''' ||
 
−
|-
 
−
| ||  Field Report For Concrete Pipe||1920
 
−
|-
 
−
| ||  Field Report For Precast Drainage Items||1920A
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''305'''||'''Hot Mix Asphalt (HMA)''' ||
 
−
|-
 
−
| ||  Daily Report of Bituminous Plant Inspection||1903
 
−
|-
 
−
| ||  Daily Report of Contractor's Quality Control Tests||1903-C
 
−
|-
 
−
|  ||  HMA Quality Assurance Plan||587
 
−
|-
 
−
| ||  Independent Assurance Test||1842
 
−
|-
 
−
|  ||  Job Mix Formula (JMF) Bituminous Field Communication||1911
 
−
|-
 
−
| ||  Report of Compacted Bituminous Mixture Core Density & Percent Compaction||1907
 
−
|-
 
−
| ||  Report of Quality Assurance Testing||1903-B
 
−
|-
 
−
| ||  PWL spread sheet||
 
−
|-
 
−
| ||  QA/QC Plan||
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''306'''||'''Concrete''' ||
 
−
|-
 
−
| ||  Concrete Cylinder/Core Compression Test Results||1160-A
 
−
|-
 
−
| ||  Concrete Plant Equipment Inspection Report||580
 
−
|-
 
−
| ||  Concrete Plant Inspection||0580-A
 
−
|-
 
−
| ||  Concrete Proportioning Plant Report||1174
 
−
|-
 
−
|  ||  Independent Assurance Test||503
 
−
|-
 
−
| ||  JMF Concrete Field Communication||1976
 
−
|-
 
−
|  ||  Pavement Core Record||502
 
−
|-
 
−
| ||  Report Of Modulus Of Rupture||1160
 
−
|-
 
−
| ||  Summary Report of Field Tests and Cylinder Results||590
 
−
|-
 
−
| ||  Weekly Summary Of Cert. Concrete/Comm. Central-Transit Mix||1155
 
−
|-
 
−
|  ||  PWL spread sheets||
 
−
|-
 
−
| ||  QA/QC Plan||
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''306-1'''||'''QA/QC'''||
 
−
|-
 
−
|  ||  Concrete Field Cylinders Test Results||1999
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''307'''||'''Structure''' ||
 
−
|-
 
−
| ||  Magnetic Particle Inspection Report||0538-A
 
−
|-
 
−
| ||  Report Of Ultrasonic Examination Of Welds||0538-B
 
−
|-
 
−
| ||  Structure Foundation Inspection||0579
 
−
|-
 
−
| ||  Welding Certifications||
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''308'''||'''Miscellanous''' ||
 
−
|-
 
−
| ||  Fencing||
 
−
|-
 
−
| ||  Guardrail||
 
−
|-
 
−
| ||  Report of Test||
 
−
|-
 
−
| ||  Slope Restoration||
 
−
|-
 
−
| ||'''Traffic''' ||
 
−
|-
 
−
| ||  Cantilever and Bridge Mount Inspection||519
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''309'''||'''Material Certifications'''||
 
−
|-
 
−
| ||  Shipment Of tested Stock Report||1922
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''400'''||'''INTERNAL USE ONLY'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''400'''||'''Contractor Performance Evaluatons(CPE)'''||
 
−
|-
 
−
| || ||
 
−
|-
 
−
| '''401'''||'''Certified Payrolls'''||
 
−
|-
 
−
| ||    Certified Payrolls||CP-347/WH-347
 
−
|-
 
−
| ||    Certified Payroll Review Checklist||1952
 
−
|-
 
−
| ||    Certified Payroll Status Log||1954
 
−
|-
 
−
| ||    Contractor’s Certified Payroll||1955
 
−
|-
 
−
| ||    Jobsite Poster Inspection Checklist||1967
 
−
|-
 
−
| ||    Minimum Wage Rate - Interview Sheet Tier1||1156-T1
 
−
|-
 
−
| ||    Minimum Wage Rate - Interview Sheet Tier2||1156-T2
 
−
|-
 
−
| ||    Apprenticeship & Trainee Reports||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''402'''||'''Sub-Contracts'''||
 
−
|-
 
−
| ||    All Subcontracts||1302A
 
−
|-
 
−
| ||    Commercially Useful Function (CUF) Project Site Review||4109
 
−
|-
 
−
| ||    DBE participation (blue sheets)||178
 
−
|-
 
−
| ||    DBE Trucker Project site review||1992
 
−
|-
 
−
| ||    Prime Contractor Bi-Weekly statement of Subcontractor payments ||2124-A
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''402-1'''||'''Consultant contracts'''||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''403'''|| '''Contractor Claims and Force Account'''||
 
−
|-
 
−
| ||    Contractor Claims||
 
−
|-
 
−
| ||    Force Account Documents||
 
−
|-
 
−
| ||    Copy of Permit Checks||
 
−
|-
 
−
| ||||
 
−
|-
 
−
| '''404'''||'''QA Random Numbers'''||
 
−
|-
 
−
| ||    Concrete||
 
−
|-
 
−
| ||    HMA||
 
−
|-
 
−
|
 
−
|-
 
−
|
 
−
|}
 
  
 +
[https://www.michigan.gov/mdot/-/media/Project/Websites/MDOT/Business/Construction/Standard-Specifications-Construction/CFS-Reference/Contractor_Standard_Naming_Conventions__for_Document_Submittals.pdf?rev=424a3c749de244b9a6470397d71da3b4&hash=CA381F5631F2FE20E7CC65BD1F2BC6FB Contractor Standard Naming Conventions ]
  
 
{{top}}
 
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! File Name !! Description  
 
! File Name !! Description  
 
|-
 
|-
−
| [//{{SERVERNAME}}/images_construction/e/e2/MDOT_ProjectWise_Explorer_Install.pdf MDOT ProjectWise Explorer Install] || A guide for External Users for Installing ProjectWise Explorer ||
+
| [//{{SERVERNAME}}/images_construction/a/af/ProjectWise_Explorer_CONNECT_Edition_Quick_Guide_-_Externals_doc_10052021.pdf MDOT ProjectWise Explorer Install] || A guide for [https://mdotwiki.state.mi.us/images_construction/a/af/ProjectWise_Explorer_CONNECT_Edition_Quick_Guide_-_Externals_doc_10052021.pdf External Users to Install ProjectWise Explorer CONNECT Edition Quick Guide]
 
|-
 
|-
 
| [//{{SERVERNAME}}/images_construction/6/6d/Scan_to_email.pdf Scan to E-mail] || Capturing and E-mailing a photo with an iOS device(iPhone, iPad, etc.)
 
| [//{{SERVERNAME}}/images_construction/6/6d/Scan_to_email.pdf Scan to E-mail] || Capturing and E-mailing a photo with an iOS device(iPhone, iPad, etc.)
 
|-
 
|-
 
| [//{{SERVERNAME}}/images_construction/1/15/ProjectWise_Unique_SP_search.pdf ProjectWise Unique Search] || Guidance for Using one of the Search Features of ProjectWise
 
| [//{{SERVERNAME}}/images_construction/1/15/ProjectWise_Unique_SP_search.pdf ProjectWise Unique Search] || Guidance for Using one of the Search Features of ProjectWise
−
|-
 
−
| [//{{SERVERNAME}}/images_construction/8/8c/ProjectWise_Web_Quick_Reference_Card_SS4.pdf ProjectWise Web Quick Reference Card] || A brief outline of features within ProjectWise Web
 
 
|-
 
|-
 
| [//{{SERVERNAME}}/images_construction/5/5d/IPhone_as_mouse_in_Citrix_on_iPad.pdf 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  
 
| [//{{SERVERNAME}}/images_construction/5/5d/IPhone_as_mouse_in_Citrix_on_iPad.pdf 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  
Line 737: Line 187:
 
| [//{{SERVERNAME}}/images_construction/4/43/Procedures_for_e_Construction_Documents.pdf Procedure for E-construction Documents] || Guidance for how to electronically file a variety of documents into ProjectWise
 
| [//{{SERVERNAME}}/images_construction/4/43/Procedures_for_e_Construction_Documents.pdf Procedure for E-construction Documents] || Guidance for how to electronically file a variety of documents into ProjectWise
 
|-
 
|-
−
 
−
 
−
 
 
|}
 
|}
  
  
 
{{top}}
 
{{top}}
−
 
+
<div style="text-align: right;">[mailto:Change?body=http://mdotwiki.state.mi.us/construction/index.php/E-Construction Email this Page]</div>
  
 
[[Category: Construction Manual]]
 
[[Category: Construction Manual]]
 +
[[Category:Division 1]]
 +
[[Category: Division 1 Supplemental]]

Latest revision as of 14:40, 1 February 2024

Email this Page
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


[top of page]

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.

[top of page]

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.

[top of page]

Accessing MDOT's DataSource

Users can access MDOT's DataSource by means of mobile device or computer program as long as the devices have a reliable internet connection.

For MDOT employees using a Department computer, the ProjectWise Explorer program is available in the Software Center and the program is preconfigured to connect to MDOT’s Datasource. Open the Datasource and enter user credentials.

For non-MDOT employees using a computer, download the ProjectWise Explorer program from https://mdotjboss.state.mi.us/SpecProv/projectwisesupport.htm. Use the drop down menu on the page and select External Installation to locate and download ProjectWise Explorer. Once downloaded, 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 MDOTProjectWise for the Name, mdotpwiseext.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 MDOTProjectWise for the Name, mdotpwiseext.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 MDOTProjectWise Datasource and enter user credentials.

For an iPad or iPhone, download the ProjectWise Edge Mobile application from the App Store. Open the application. Select “Repositories”. Add a new Repository; type “https://mdotpwiseext.state.mi.us/MDOTPWWSG” in the Server URL field. If correctly working “MDOTProjectWise” should appear in the Repository field; select that. Enter user credentials in the appropriate field, select the Done button to login. Navigate MDOT’s Datasource.

[top of page]

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.

[top of page]

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 DTMB Record Center and MDOT’s Records Management Office. This procedure takes into account the requirements of the FHWA, as well as DTMB Record Center.

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 Field Services 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 FOD date is available through the MDOT Phase Initiator (PI) application.

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 DTMB Record Center, the CRC will notify the RMC. At the end of the retention period, the DTMB Record Center will send the record disposal notice to the Record Management Officer (RMO). The RMO will contact the CRC prior to any record disposal by DTMB Record Center.

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.

Content Manager for Records Center Training Manual

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LAP Project Considerations

Local agencies are responsible for maintaining official records for their LAP projects. MDOT will maintain project records within ProjectWise or archived file system according to the department’s retention schedule. Local Agencies are to keep a copy of the PW file for their official project records.

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Standard Naming Convention for Documents

Effective with the December 1, 2017 letting and at the discretion of the engineer retroactively beginning with the October 6, 2017 letting forward, the Michigan Department of Transportation (MDOT) will utilize the following standard naming convention for naming and organizing electronic documentation created during the administration of state and federally funded construction contracts. Each file name contains sequential elements beginning with a required 1st descriptor. The order of the elements is to be maintained and not rearranged; however, elements following the 1st descriptor are situational and may not be necessary for inclusion into a file name based on the minimum element component naming examples provided in Division 1 e-construction tables. The element sequence and general format are as follows:

Elements: | 1st Descriptor | SN | Date | Initials | Revision | Contractor/2nd Descriptor | JN

Format: | FFFF or Variable | XXX | YYYY-MM-DD | XXXX | RX | Variable | XXXXXX

1st Descriptor (FFFF or Variable): Expressed as a form number (FFFF), document description (e.g. Pay Estimate), common document acronym, or form name.

  • Common document acronyms suggested when form numbers do not apply:
    • Use “Cert” for materials
    • Use “CP” for certified payrolls
    • Use “SD” for shop drawings
    • Use “IDR” for inspector’s daily report

SN (XXX): A three-digit sequence number (i.e. 001, 002, etc.) generated (i.e. auto-designated from FieldManager or assigned by the engineer) based on either the order of documentation receipt or incorporation of cross-referenced documentation into FieldManager used for contract modifications, pay estimates, material certifications, material source lists, etc.

At the discretion of the engineer based on the complexity of the project an inspector’s daily report (IDR) sequence number may be utilized. If a sequence number is used for anything other than an IDR then the element location for SN applies as shown.

All material approvals in FieldManager require cross-referencing. When approving materials in FieldManager, the file number along with sequence number (e.g. 309-Cert 006, 309-Test 001, or 303-1901 001) must be documented within the Lot Number field and cross-referenced in ProjectWise.

Naming image 1.jpg


Date (YYYY-MM-DD): date of occurrence of the work event or activity expressed as YYYY=Year; MM=Month; DD=Day. Use a dash character (-) within the date as a separator.

Initials (XXXX): Initials of the inspector up to four characters in length based on the initials assigned within FieldManager. Initials are used to delineate reports generated by different inspectors (i.e. IDRs and Form 1126 NPDES reports).

Revision (RX): A one-digit revision number beginning with an R (i.e. R1) generated based on the sequence of updates. The revised document should be named the same as the original source document except for the revision number placed at the end of the name (e.g. IDR 2017-07-20 GJM R1). A revision number is necessary for documents which have been changed after initial submittal into FieldManager or ProjectWise such as IDRs, work orders, or contract modifications and as a further exception may also be followed by a sequence number associated from FieldManager (i.e. R1 S1).

Contractor/2nd Descriptor (Variable): An element that provides for additional information such as the contractor or producers name, structure number, material type, location, and/or another distinctive qualifier of the file name. Structures should be identified as shown in project plans (i.e. B01, S01-1, S01-2, X04, or R01).

JN (XXXXXX): The job number of the project expressed in either five or six digits without an A, B, or C phase character at the end.


File Naming Characters

Except as otherwise noted (date and structure number), use spaces to separate fields not underscores, dashes, commas, periods, or any other characters.


Standard Documentation Folder Structure

The current alphanumeric folder structure will be retained as the default construction folder view for all projects in ProjectWise. ProjectWise allows for a user preference selection to view construction folders in file number format. Contact MDOT-ProjectwiseConst@michigan.gov to request the file number view in ProjectWise.

Alphanumeric Default View Example: Alphanumeric Default Example.jpg
File Number View Example: File Number Example.jpg

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e-Construction/Paper File System

Recent changes to the document as off 11/28/2023 are highlighted in yellow.

Download a copy of the MDOT Standard Naming Convention - Alpha list.

Download a copy of the MDOT Standard Naming Convention - Numeric list.

Contractor Standard Naming Conventions

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Resources

File Name Description
MDOT ProjectWise Explorer Install A guide for External Users to Install ProjectWise Explorer CONNECT Edition Quick Guide
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
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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