E-Construction

Division 1 Supplemental Information e-Construction

Project Records

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 Bureau of Highway Instructional Memorandum 2008-09: Retention and Disposal of Construction Project Records.

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 BOH IM 2008-09.

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Construction Documentation Standard Naming Conventions for e-Construction

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

Form will either be form number or document acronymo 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 Contract’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

Header File Number	Header Description	Header MDOT Form Number
100	Administration
	index
100	Award Letter
101	Contrat Form
	Consultant Contracts
	Progress Schedule
	Weekly Statement of Work Days Charged	1130
	Workzone Enforcement Contracts	1116
102	Work Orders
	Notice of Non-Compliance with Contract	1165
	Work Orders	1137
103	Contract Modifications
	Contractor Statement of Digital Electronic Signature Validation Form	5600
	Extension of Time request	1100A
	MDOT Authorized Signature Form	1979
	Value Engineering Change Proposal	1962
103-1	FHWA 1365 Pre-Approvals
104	Damage Claims Notices	1119D
105	Pay Estimates and Stockpiles
106	Correspondence
107	Preconstruction and Progress Meetings
108	Utilities, Permits and Real Estate
200	Field Records
200	Inspector's Daily Reports	1122B
200-1	Photographs & Videos
201	Shop Drawing
201-1	Request For Information(RFI)
201-2	Survey
	CSQCP
202	Earthwork
	Delivery Tickets
	Grade Check	1145
	Record of Soils Recommendations	583
202-1	NPDES and SESC Reports	1126
	Environmental Permits
203	Aggregate
	Rubbillizing
	HMA Base Crush and Shape
204	Drainage
	Sewers
	Underdrains
	Pumpstations
	Culverts
205	Hot Mix Asphalt (HMA)
	HMA Tickets
	Pre Production Meeting Minutes
206	Concrete
	Concrete Delivery Tickets
	Contractors QC Test Reports (Air, slump, temp)
	Coring Request	500
	Inspector’s Report of Concrete placed - Roadway	1174R
	Inspector’s Report of Concrete placed - Structure	1174S
	Pre-production Meeting Minutes
	Ride Quality
207	Structure
	Bridge Decks Concrete Depth Measurements	1131
	Bridge Reinforcing Computations	1138
	Foundation Piling Record (LRFD)	1161(L)
	Hydrodemolition Documents
	Permit To Place	1125
	Pile Driving Table	1157A
	Structure - Clearance Measurements	1190
	Structure Painting forms	1941
	Test Pile Record	1157
	Sheet Piling and Cofferdams
	Precast Concrete Beams
	Drilled Shafts
	Drilled Shaft Inspection Record for Highway signs, Luminaires, TS	1988
	Waterproofing
208	Miscellaneous
	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
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	Aggregate
	Aggregate Inspection Daily Report	1900
	Independent Assurance Test
	Mechanical Analysis Report	1901
	Report of Test
304	Drainage
	Field Report For Concrete Pipe	1920
	Field Report For Precast Drainage Items	1920A
	Independent Assurance Test
	Material Certifications
	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
	Material Certifications
	PWL spread sheet
	QA/QC Plan
	Report of Compacted Bituminous Mixture Core Density & Percent Compaction
	Report of Quality Assurance Testing
	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
	Material Certifications
	Pavement Core Record	502
	PWL spread sheets
	QA/QC Plan
	Report Of Modulus Of Rupture	1160
	Report of Test
	Summary Report of Field Tests and Cylinder Results	590
	Weekly Summary Of Cert. Concrete/Comm. Central-Transit Mix	1155
306-1	QA/QC
	Concrete Field Cylinders Test Results	1999
307	Structure
	Magnetic Particle Inspection Report	0538-A
	Material Certifications
	Report of Test
	Report Of Ultrasonic Examination Of Welds	0538-B
	Structure Foundation Inspection	579
308	Miscellaneous
	Fencing
	Guardrail
	Material Certifications
	Report of Test
	Slope Restoration
	Traffic
	Cantilever and Bridge Mount Inspection	519
400	Internal Use Only
400	Closeout Documents
	Contractor Performance Evaluations (CPE)
	Final Acceptance/Certification Report	1120
	Final Engineering Acceptance Report
	Final Estimate package Memo	1105
	Final Estimate Review Summary	1147 & 1147C
	Post Certification of Subcontract compliance (Copy)	1386
	Warranty Documents
	Work Completion letter from contractor
401	Certified Payrolls
	Apprenticeship & Trainee Reports
	Approved	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
	Re-Submitted	WH-347
	Unapproved	WH-347
402	Sub-Contracts
	All Subcontracts	1302
	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
403	Contractor Claims and Force Account
	Contractor Claims
	Force Account Documents

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