Difference between revisions of "1.4 Letting Plan Review ProjectWise Process"

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m (→‎State: E-Proposal RID Pending: Updated link to point directly to Final stage of RID Review process)
(Updated for FPC process)
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==[[#1.4.1 Letting - Package Submittal|1.4.1 Letting - Package Submittal]]==
 
==[[#1.4.1 Letting - Package Submittal|1.4.1 Letting - Package Submittal]]==
−
<span style="color: red"> -Reserved- </span>
+
====[[#State: OEC - Pending Submittal|State: OEC - Pending Submittal]]====
 +
'''Pre-Construction Task:''' 
  
−
===[[#State: E-Proposal Pending|State: E-Proposal Pending]]===
+
{| class="wikitable" width = "80%"
−
'''PPMS Task:'''
+
|-
−
<span style="color: red"> -Reserved- </span>
+
! style="text-align:center; width: 5%" | Step
 +
! style="text-align:center; width: 95%" | Action
 +
|-  
 +
| style="text-align:center;" | 1
 +
| ''Design Team'' – Create PDF of:
 +
* Plan Set and name ''‘JN_Road.pdf’'' or ''‘JN_Bridge.pdf’''
 +
* Proposal and name ''‘JN_Proposal.pdf’''
  
 +
 +
'''''NOTE: ROW must be included in plan set.'''''
 +
|-
 +
| style="text-align:center;" | 2
 +
| ''Design Team'' – Add PDFs created in step 1 into the ‘6 – Letting Plans and Proposal’ folder.
 +
 +
|-
 +
| style="text-align:center;" | 3
 +
| ''Design Team'' – Are all Final Plan related files in the system? Yes, 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
 +
| ''Design Team'' – Click on OK in the ‘Change Document to State’ window
 +
|-
 +
| style="text-align:center;" | 5
 +
| ''Design Team'' - Send the system generated email.
 +
 +
 +
[[File:Ready for project manager Review Email.png|right|600px|frameless]]
 +
 +
'''''NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones).'''''
 +
|-
 +
|}
 +
[[File:DontForget.jpg|frameless|75px|left]]
 +
 +
 +
''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 ''‘6 – Letting Plans and Proposal/RID’'' folder, then change state to next to submit to RID Review staff.
 +
<br>
 +
<br>
 +
{{top}}
 +
 +
====[[#State: OEC-PM Review in Progress|State: OEC-PM Review in Progress]]====
 +
'''Pre-Construction Task:''' 
 +
 +
{| class="wikitable" width = "80%"
 +
|-
 +
! style="text-align:center; width: 5%" | Step
 +
! style="text-align:center; width: 95%" | Action
 +
|-
 +
|-
 +
| style="text-align:center;" | 1
 +
| ''Project Manager'' – Upon receipt of email please review proposal, plan packages, and supporting document folder. If ready, proceed to the next step of initiating the CA Sign Off.
 +
 +
 +
'''''NOTE: This is a “living” form. The Project Manager will update this form for each milestone.'''''
 +
|-
 +
| style="text-align:center;" | 2
 +
| ''Project Manager'' –
 +
* 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 ‘6-Letting Plans and Proposal’ folder
 +
* Then right click and select Change State.
 +
* Select Next.
 +
|-
 +
| style="text-align:center;" | 3
 +
| ''Project Manager'' – Click on OK in the ‘Change Document to State’ window
 +
|-
 +
| style="text-align:center;" | 4
 +
| ''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|center|650px|frameless]]
 +
'''''NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones).'''''
 +
|-
 +
|}
 
{{top}}
 
{{top}}
−
===[[#State: E-Proposal Complete|State: E-Proposal Complete]]===
 
−
'''PPMS Task:''' 
 
−
<span style="color: red"> -Reserved- </span>
 
  
 +
====[[#State: OEC - CA Sign Off|State: OEC - CA Sign Off]]====
 +
'''Pre-Construction Task:'''
 +
{| class="wikitable" width = "80%"
 +
|-
 +
! style="text-align:center; width: 5%" | Step
 +
! style="text-align:center; width: 95%" | Action
 +
|-
 +
| style="text-align:center;" | 1
 +
| ''CA Form Signers'' – Upon receipt of email, review Proposal, Plans, and Supporting Documents packages.
 +
 +
'''''Note: Contact the Project Manager with any questions'''''
 +
|-
 +
| style="text-align:center;" | 2
 +
| ''CA Form Signers'' – If approved for Final Plan review, then:
 +
* Open the DPS-CA.xlsx file located in the ‘Supporting Documents’ folder.
 +
* Click on the CA Form sheet tab at the bottom to display the CA Form.
 +
* Place your signature in the appropriate section of the CA Form.
 +
* Save the file and check the file back into ProjectWise.
 +
|-
 +
| style="text-align:center;" | 3
 +
| ''Project Manager'' – Once the CA Form is complete:
 +
* Sign the CA Form in the Project Manager section.
 +
* Highlight all files in the ‘Supporting Documents’ folder.
 +
* Then right click and select Change State.
 +
* Select Next
 +
|-
 +
| style="text-align:center;" | 4
 +
| ''Project Manager'' – Once the supporting documents have been changed to the ‘Initiate Final Supporting Documents’ State, then:
 +
* Sign the CA Form in the Project Manager section.
 +
* Highlight all files in the ‘6- Letting Plans and Proposal’ folder.
 +
* Then right click and select Change State.
 +
* Select Next
 +
|-
 +
| style="text-align:center;" | 5
 +
| ''Project Manager'' – Send the system generated email.
 +
 +
[[File:Initiate Final Project Review email.png|center|650px|frameless]]
 +
 +
'''''NOTE: Leave email address in email. Also, you only need to send one email (close out of the other ones).'''''
 +
|-
 +
|}
 
{{top}}
 
{{top}}
−
===[[#State: E-Prop Initiate Final Project Review|State: E-Prop Initiate Final Project Review]]===
+
 
−
'''PPMS Task:'''
+
====[[#State: e-Prop - Initiate Final Project Review|State: e-Prop - Initiate Final Project Review]]====
−
<span style="color: red"> -Reserved- </span>
+
'''Pre-Construction Task:'''
 +
{| class="wikitable" width = "80%"
 +
|-
 +
! style="text-align:center; width: 5%" | Step
 +
! style="text-align:center; width: 95%" | Action
 +
|-  
 +
| style="text-align:center;" | 1
 +
| ''Specifiaction & Estimates Engineer'' –
 +
* 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.
 +
* 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;" | 2
 +
| ''Specifiaction & Estimates Engineer'' –
 +
* Edit the ‘To’ field to send the email to the appropriate people.
 +
* Edit the subject field to appropriate work type.
 +
* Send the system generated email
 +
 
 +
[[File:Workflow Assign.png|center|650px|frameless]]
 +
'''''NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones).'''''
 +
|-
 +
|}
  
 
{{top}}
 
{{top}}
−
===[[#State: E-Prop Workflow Assign|State: E-Prop Workflow Assign]]===
+
 
−
'''PPMS Task:'''   
+
====[[#State: e-Prop - Workflow Assign|State: e-Prop - Workflow Assign]]====
−
<span style="color: red"> -Reserved- </span>
+
'''Pre-Construction Task:'''   
 +
 
 +
{| class="wikitable" width = "80%"
 +
|-
 +
! style="text-align:center; width: 5%" | Step
 +
! style="text-align:center; width: 95%" | Action
 +
|-  
 +
| style="text-align:center;" | 1
 +
| ''Specification & Estimates Engineer'' –
 +
* 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>
 +
|-
 +
|}
  
 
{{top}}
 
{{top}}

Revision as of 10:00, 4 April 2019

-Reserved-

1.4.1 Letting - Package Submittal

State: OEC - Pending Submittal

Pre-Construction Task:

Step Action
1 Design Team – Create PDF of:
  • Plan Set and name ‘JN_Road.pdf’ or ‘JN_Bridge.pdf’
  • Proposal and name ‘JN_Proposal.pdf’


NOTE: ROW must be included in plan set.

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:
  • Highlight all files located in the ‘6 – Letting Plans and Proposal’ 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 - Send the system generated email.


600px

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

75px


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.

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State: OEC-PM Review in Progress

Pre-Construction Task:

Step Action
1 Project Manager – Upon receipt of email please review proposal, plan packages, and supporting document folder. If ready, proceed to the next step of initiating the CA Sign Off.


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

2 Project Manager –
  • 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 ‘6-Letting Plans and Proposal’ 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 additional CA Form signers email addresses in the ‘To’ field and send the system generated email.
650px

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

[top of page]

State: OEC - CA Sign Off

Pre-Construction Task:

Step Action
1 CA Form Signers – Upon receipt of email, review Proposal, Plans, and Supporting Documents packages.

Note: Contact the Project Manager with any questions

2 CA Form Signers – If approved for Final Plan review, then:
  • Open the DPS-CA.xlsx file located in the ‘Supporting Documents’ folder.
  • Click on the CA Form sheet tab at the bottom to display the CA Form.
  • Place your signature in the appropriate section of the CA Form.
  • Save the file and check the file back into ProjectWise.
3 Project Manager – Once the CA Form is complete:
  • Sign the CA Form in the Project Manager section.
  • Highlight all files in the ‘Supporting Documents’ folder.
  • Then right click and select Change State.
  • Select Next
4 Project Manager – Once the supporting documents have been changed to the ‘Initiate Final Supporting Documents’ State, then:
  • Sign the CA Form in the Project Manager section.
  • Highlight all files in the ‘6- Letting Plans and Proposal’ folder.
  • Then right click and select Change State.
  • Select Next
5 Project Manager – Send the system generated email.
650px

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

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State: e-Prop - Initiate Final Project Review

Pre-Construction Task:

Step Action
1 Specifiaction & Estimates Engineer –
  • 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.
  • Highlight all files located in the ‘6-Letting Plans and Proposal’ folder
  • Then right click and select Change State.
  • Select Next.
2 Specifiaction & Estimates Engineer –
  • Edit the ‘To’ field to send the email to the appropriate people.
  • Edit the subject field to appropriate work type.
  • Send the system generated email
650px

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

[top of page]

State: e-Prop - Workflow Assign

Pre-Construction Task:

Step Action
1 Specification & Estimates Engineer –
  • Select the appropriate workflow on the ‘6-Letting Plans and Proposal’ folder for the work type to be reviewed (ie. Trunkline, CPM, NFR, FPVS)
  • Process Complete

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1.4.2 Letting - Review

-Reserved-

State: QA Tech - Pending

PPMS Task: -Reserved-

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State: QA Tech - Complete

PPMS Task: -Reserved-

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State: QA Tech - Assign to Reviewer

PPMS Task: -Reserved-

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State: QA SE - Pending

PPMS Task: -Reserved-

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State: QA SE - Complete

PPMS Task: -Reserved-

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State: QA SE - Assign to Estimator

PPMS Task: -Reserved-

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State: QA Est - Pending

PPMS Task: -Reserved-

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State: QA Est - Complete

PPMS Task: -Reserved-

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State: QA Final - Pending

PPMS Task: -Reserved-

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State: QA Final - Complete

PPMS Task: -Reserved-

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State: QA Final - Ready for Finance

PPMS Task: -Reserved-

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State: Finance PQ - Pending

PPMS Task: -Reserved-

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State: Finance BLU - Pending

PPMS Task: -Reserved-

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State: Final

PPMS Task: -Reserved-

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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.

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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:
  • Single Left click on the files in located in the ‘RID’ folder.
  • Then right click and select Change State.
  • Select Next.
3 MDOT-RIDSupport Reviewers – Click on OK in the ‘Change Document to State’ window.

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State: E-Proposal RID Publish

PPMS Task:

Step Action
1 Finance – During the Final State:
  • Single Left click on the files in located in the ‘RID’ folder.
  • Then right click and select Change State.
  • Select Next.

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:
  • Project Manager - Email MDOT RID Support and include 'Added RID', 'RID File Name Change', or 'Post Award RID' in the Subject Line. Please also include a link to the Added RID. See RID_Changes for more information.
  • MDOT RID Support - Confirm that added RID is in conformance with Standards, and then Change State twice to Publish.

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