1.3 FPC Plan Review ProjectWise Process

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Folder:

FPC Plans.png

1.3.1 Package Submittal

State: FPC - Pending Submittal

Pre-Construction Task:

Step Action
1 Design Team - Create PDF of:
  • Plan Set and name ˜JN_Road_FPC.pdf or ˜JN_Bridge_FPC.pdf
  • Proposal and name ˜JN_Proposal_FPC.pdf
  • Supporting Documents and name ˜JN_SupportingDocuments_FPC.pdf


NOTE: ROW must be included in plan set.

2 Design Team - Add PDFs created in step 1 into the '˜5 - FPC Plans' folder.
3 Design Team - Are all FPC Plan related files in the system? Yes, then:
  • Highlight all files located in the '˜5 - FPC Plans' folder.
  • Then right click and select Change State.
  • Select Next.
4 Design Team - Click on OK in the 'Change Document to State' window
5 Design Team - Add the Project Manager's email address into the system generated email.


Design team plan submittal email.png

NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones).

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State: FPC - Review

Pre-Construction Task:

Step Action
1 Project Manager - Upon receipt of email, please review proposal, plans and supporting document packages. If ready, proceed to the next step of initiating the FPC Plan Review.

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1.3.2 Review

Folder:

FPC DPS folder.png

State: FPC - Pending

Pre-Construction Task:

Step Action
1 Project Manager - Update and Save the '˜0303_DPS' sheet in the DPS-CA Form.xlsx file, located in '˜- Supporting Documents' folder.


NOTE: This is a "living" form. The Project Manager will update this form for each milestone.

2 Project Manager - Print the '˜0303_DPS' sheet from the DPS-CA Form.xlsx file to PDF and apply the naming convention of ˜JN_0303_DPS _FPC.pdf.
3 Project Manager - Add file created in step 2 into the '˜Design Submittal Form' Folder.

NOTE: This file will be used to trigger the rest of the FPC Plan Review workflow process.

0303 Pending.png
4 Project Manager - Ready for FPC Plans to be reviewed by Region System Manager? Yes, then:
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the '˜Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.
5 Project Manager - Click on OK in the 'Change Document to State' window
6 Project Manager - Add the System Manager's email address into the system generated email.
System Manager Email.png

NOTE: Leave MDOT-Eproposal address in email.

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State: FPC - Ready for System Manager Review

Pre-Construction Task: (5 work days for review)

Step Action
1 System Manager - Upon receipt of email, review Proposal, Plans and Supporting Documents packages.
2 System Manager - If approved for FPC review/meeting, then:
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the 'Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.
3 System Manager - Click on OK in the '˜Change Document to State' window
4 System Manager - Add the Project Manager's email address into the system generated email.
System Manager Approval Email.png

NOTE: Leave MDOT-Eproposal address in email.

5 Project Manager - Upon System Manager approval, schedule FPC Meeting.

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State: FPC - System Manager Approved

Pre-Construction Task: (5 work days for review)

Step Action
1 Project Manager -
  • Create a Bluebeam Studio Session. For information on how to use Bluebeam Software see Collaborative Milestone Review Process.
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the '˜Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.
2 Project Manager - Click on OK in the 'Change Document to State' window
3 Project Manager - Please do the following to the system generated email:
  • File > Save (this will save the email into your Drafts Outlook cabinet)
  • Close the system generated email
  • Go into your Outlook Drafts cabinet
  • Highlight '˜FPC Plans ready for review' email
  • Copy and Paste body of email into a newly created Meeting email
    • Add internal and external Base Plan meeting attendees
      • Use the Contact List located in the '˜-Supporting Documents' Reference Set. This list includes all Region and Central Office reviewers as well as MDOT RID Support.
      NOTE: Have ROW? Remember to invite ROW staff.
    • Review body of email and update all meeting specific information (see highlighted text below)


THE FPC MEETING ON: Route CS: # JNs: #, Location Description

Work entails: "ENTER INFORMATION HERE"

"*PLEASE NOTE THAT CHANGES OR ADDITIONS TO THE SCOPE OF WORK WILL NOT BE CONSIDERED AT THIS MEETING."

The FPC Meeting on this project has been scheduled for "ENTER DATE HERE". The MDOT Project Manager: "ENTER PROJECT MANAGER" will oversee this meeting and meet interested personnel at MDOT's "ENTER LOCATION AND STREET ADDRESS HERE" at "ENTER TIME HERE".

This project will be using a Bluebeam Studio Session for reviewing the documents. Instructional videos on how to install Bluebeam Review, create an account, install the MDOT specific toolsets, and additional resources for utilizing the software can be found at the following link: Collaborative Milestone Review Process

PASTE BLUEBEAM STUDIO SESSION HERE

All comments need to be placed in ProjectWise by 4:00 pm, "ENTER DATE HERE" for the MDOT Project Manager: ENTER PROJECT MANAGER to review comments.

Electronic plan and proposal documents can be viewed in MDOT's ProjectWise at the following location: 119809 0303 DPS FPC.pdf

For access into MDOT's ProjectWise system, please notify the Project Manager.

Project Manager: "ENTER NAME AND PHONE NUMBER HERE"

If you have further comments or questions that require discussion, please contact me.

NOTE: Please allow 15 work days for FPC Plan Review.

DontForget.jpg


REMINDER: Be sure to update the RID Review Checklist.xlsm and save it into the - Supporting Documents > RID Preparation folder. Also remember to save all the other required RID files in the RID_FPC folder for review. Make sure MDOT RID Support is included in meeting invite.


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State: FPC - Meeting Scheduled and Ready for Review

Pre-Construction Task: 3870 - FPC Plan Review (NOTE: 15 work days for review)

Step Action
1 FPC Plan Reviewers - Login to the Bluebeam Studio Session. The access code is included in the "Ready for Review" email.
2 FPC Plan Reviewers - Review the documents included in the BlueBeam Studio Session.
3 Project Manager - After the 15 work day review period:
  • Finish the Bluebeam Studio Session, load the review files back into ProjectWise.
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the '˜Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.

Note: No email will be generated

4 Project Manager - Click on OK in the '˜Change Document to State' window.

NOTE: No email will be generated.

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State: FPC - Review in Progress

Pre-Construction Task: 3885 - Project Manager FPC Plan Review (5 work days for review)

Step Action
1 Project Manager - Review and compile comments on files located under the JN's '˜5 - FPC Plan' folder.
2 Project Manager - Once all comments have reviewed and compiled:
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the '˜Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.
3 Project Manager - Click on OK in the '˜Change Document to State' window.
4 Project Manager - Add all Reviewers' email addresses into the system generated email.
Notice of Meeting.png

NOTE: Please leave the three email addresses on the email.

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State: FPC - Design Team Response

Pre-Construction Task: Design Team (5 work days for review)

Step Action
1 Design Team/Reviewers - Review comments. Reminder: contact Project Manager with any comments prior to the FPC Plan Meeting.
2 Project Manager - Once the meeting has occurred:
  • Single Left click on the ˜JN_0303_DPS_FPC.pdf located in the 'Design Submittal Form' folder.
  • Then right click and select Change State.
  • Select Next.
3 Project Manager - Click on OK in the 'Change Document to State' window.
4 FPC Plan Review workflow process is now complete.

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1.3.3 FPC - RID Review

Folder:

HeaderFolder OEC RIDReview.png

State: FPC RID Review - Pending

Pre-Construction Task:

Step Action
1 Design Team - Create RID Submittal during the State: FPC - Pending Submittal:
  • Place Non-DGN RID files in the '˜RID-FPC' folder per Chapter 5 - Section 5.2 - FPC
  • Update XXXXXX_RID_Review.dgn in the - Supporting Documents > RID Preparation folder by importing or adding the current working files into the PlanSet and Pre-Construction folders. Add references as necessary. See Milestone_RID.
  • Respond to comments in the RID Review Checklist.xlsm located in the - Supporting Documents > RID Preparation folder.
  • Complete the FPC column of the RID Review Checklist.xlsm.
2 Project Manager - Make sure the RID Review Checklist.xlsm file, located in - Supporting Documents > RID Preparation folder is ready for submittal.


RID Prelim Checklist Folder.png

NOTE: This is a "living" form. The Project Manager will update this form at each milestone.

3 Project Manager - Make sure the RID files are ready for review prior to completing the State: FPC - Pending.
4 Project Manager - 
Once you are ready to initiate the meeting appointment during  State: FPC - System Manager Approved for Meeting:
  • Single Left click on the files located in the '˜RID-FPC' folder.
  • Then right click and select Change State.
  • Select Next.
5 Project Manager - Click on OK in the '˜Change Document to State' window
6 Project Manager - Include MDOT RID Support on the email generated during the state change from State: FPC - System Manager Approved for Meeting to State: FPC- Meeting Scheduled and Ready for Review.

State: FPC RID Review - Review in Progress

Pre-Construction Task: 3870 - FPC Plan Review (15 work days for review)

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 FPC Comments column.


NOTE: During this state the '˜RID-FPC' folder will be locked for MDOT-RIDSupport review.

2 MDOT-RIDSupport Reviewers - Create a pdf copy of the RID Review Checklist.xlsm file and add the date to end of the 'RID Review Checklist.pdf' in the '˜RID_FPC' folder.
3 MDOT-RIDSupport Reviewers - After the 15 work day review period:
  • Single Left click on the files located in the '˜RID-FPC' folder.
  • Then right click and select Change State.
  • Select Next.
4 MDOT-RIDSupport Reviewers - Click on OK in the '˜Change Document to State' window.


NOTE: No email will be generated.

State: FPC RID Review - Complete

Pre-Construction Task:

Step Action
1 The files in the '˜RID-FPC' folder will be locked as a time stamp of the submittal and review. Responses from the Design Team or Project Manager should be placed in the RID Comments column of the RID Review Checklist.xlsm which is in the - Supporting Documents > RID Preparation folder. The RID files can be copied from the '˜RID-FPC' folder if necessary for discussion.
2 The files can be viewed by the Project Manager and Design Team during the State: FPC – PM Review in Process and the State: FPC - Design Team Response.

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