Difference between revisions of "Chapter 1 - ProjectWise Pre-Bid Processes"
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====[[#State: Plan Review - Pending|State: Plan Review - Pending]]==== | ====[[#State: Plan Review - Pending|State: Plan Review - Pending]]==== |
Revision as of 17:31, 5 June 2015
8.1 Base Plan Review ProjectWise Process
Folder:
8.1.1 Base Plan - Package Submittal
State: Base Plan - Pending Submittal
PPMS Task: 3360 - Prepare Base Plans
Step | Action |
---|---|
1 | Design Team – Create PDF of:
NOTE: ROW must be included in Base Plan set. |
2 | Design Team – Add PDFs created in step 1 into the ‘2 – Base Plans’ folder. |
3 | Design Team – Are all Base Plan related files in the system? Yes, then:
|
4 | Design Team – Click on OK in the ‘Change Document to State’ window |
5 | Design Team – Add the Project Manger’s email address into the system generated email
|
State: Base Plan - Review
PPMS Task: 3360 - Prepare Base Plans
Step | Action |
---|---|
1 | Project Manager – Upon receipt of email, please review plans and supporting documents. |
2 | Project Manager – If plans are ready for review, create a Digital Pen Set. |
8.1.2 Base Plan - Review
Folder:
State: Base Plan Review - Pending
PPMS Task: 3360 - Prepare Base Plans
Step | Action |
---|---|
1 | Project Manager – Update and Save the ‘JN_0303_DPS.pdf file, located in ‘- Supporting Documents’ folder.
NOTE: This is a “living†form. The Project Manager will update this form at each milestone. |
2 | Project Manager – Print ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _Base.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 Base Plan Review workflow process. |
4 | Project Manager – Ready for Base Plans to be reviewed? Yes, then:
|
5 | Project Manager – Click on OK in the ‘Change Document to State’ window |
6 | Project Manager – Please do the following to the system generated email:
NOTE: Please allow 20 work days for Base Plan Review. |
State: Base Plan Review - Ready for Review
PPMS Task: 3380 - Review Base Plans (20 work days for review)
Step | Action |
---|---|
1 | Base Plan Reviewers – Print dot matrix set and comment using the Digital Pen process or Adobe commenting.
|
2 | Base Plan Reviewers – Upload Digital Pen comments into ProjectWise.
|
3 | Project Manager – After the 20 work day review period,
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window.
NOTE: No email will be generated. |
State: Base Plan Review - PM Review in Progress
PPMS Task: 3395 - Project Manager Base Plan Review (5 work days for review)
Step | Action |
---|---|
1 | Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files. |
2 | Project Manager – Review and Compile comments on ALL digital pen comment files located under the JN’s ‘2 - Base Plan’ folder. |
3 | Project Manager – Once all comments have reviewed and compiled:
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window. |
5 | Project Manager - Add all Reviewers’ email addresses into the system generated email. |
State: Base Plan Review - Design Team Response
PPMS Task: Design Team (5 work days for review)
Step | Action |
---|---|
1 | Design Team/Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the Base Plan Meeting. |
2 | Project Manager – Once the meeting has ocucred:
|
3 | Project Manager – Click on OK in the ‘Change Document to State’ window. |
4 | Base Plan Review workflow process is now complete. |
8.2 The Plan Review ProjectWise Process
Folder:
8.2.1 Package Submittal
-Reserved-
State: Plan Review - Pending Submittal
PPMS Task: 3580 - Develop Preliminary Plans
Step | Action |
---|---|
1 | Design Team – Create PDF of:
|
2 | Design Team – Add PDFs created in step 1 into the ‘3 – Plan Review’ folder. |
3 | Design Team – Are all Preliminary Plan Review related files in the system? Yes, then:
|
4 | Design Team – Click on OK in the ‘Change Document to State’ window |
5 | Design Team – Add the Project Manger’s email address into the system generated email.
Add Route and JN to Subject line of email.
|
State: Plan Review - Review
PPMS Task: 3580 - Develop Preliminary Plans
Step | Action |
---|---|
1 | Project Manager – Upon receipt of email, review proposal, plans and supporting document packages. |
2 | Project Manager – If files are ready for review, create a Digital Pen Set. |
8.2.2 Review
Folder:
State: Plan Review - Pending
PPMS Task: 3580 - Develop Preliminary Plans
Step | Action |
---|---|
1 | Project Manager – Update and Save the ‘JN_0303_DPS.pdf file, located in ‘- Supporting Documents’ folder.
|
2 | Project Manager – Print ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _Prelim.pdf’. |
3 | Project Manager – Add file created in step 2 into the ‘Meeting Request and Minutes’ Folder.
|
4 | Project Manager – Ready to coordinate the Plan Review meeting date with QA Review Manager? Yes, then:
|
5 | Project Manager – Click on OK in the ‘Change Document to State’ window |
6 | Project Manager – This email is to coordinate with QA on a date for the meeting. Enter Route and JN in subject. Enter dates available into the body of the system generated email.
Add Route and JN to Subject line of email.
NOTE: Leave all addresses in email. |
State: Plan Review - Request for Meeting
PPMS Task:
Step | Action |
---|---|
1 | QA Review Manager – Upon receipt of email, review Proposal, Plans and Supporting Documents packages. |
2 | QA Review Manager – If ready to assign a reviewer, then:
|
3 | QA Review Manager – Click on OK in the ‘Change Document to State’ window |
4 | QA Review Manager – Add the Reviewer’s email address into the system generated email.
Add Route and JN to Subject line of email.
|
State: Plan Review - Assigned to Reviewer
PPMS Task:
Step | Action |
---|---|
1 | QA Reviewer – Upon receipt of email, proceed with coordinating meeting date and time with Project Manager. |
2 | QA Reviewer – Once there is an agreed upon date:
|
3 | QA Reviewer – Click on OK in the ‘Change Document to State’ window |
4 | QA Reviewer – Add the Project Manager’s email address into the system generated email.
|
State: Plan Review - Scheduling and Distribution
PPMS Task:
Step | Action |
---|---|
1 | Project Manager – Upon receipt of email, proceed with scheduling meeting date and time with reviewers. |
2 | Project Manager – Once you ready to initiate the meeting appointment:
|
3 | Project Manager – Click on OK in the ‘Change Document to State’ window |
4 | Project Manager – Please do the following to the system generated email:
|
REMINDER: Update RID Checklist then copy it into RID_Preliminary folder along with other RID files for review. Highlight all files than change state to next to submit to RID Review staff.
State: Plan Review - Ready for Review
PPMS Task: 3590 - Preliminary Plan Review (NOTE: 20 work days for review)
Step | Action |
---|---|
1 | The Plan Reviewers – Print dot matrix set, or applicable portions, and comment using the Digital Pen process or Adobe commenting.
|
2 | The Plan Reviewers – Upload Digital Pen comments into ProjectWise. |
3 | Project Manager – After the 20-work-day review period:
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window.
|
State: Plan Review - PM Review in Progress
PPMS Task: 3600 - Project Manager Preliminary Plan Review (5 work days for review)
Step | Action |
---|---|
1 | Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files. |
2 | Project Manager – Review and compile comments on ALL digital pen comment files located under the JN’s ‘3 - Plan Review’ folder. |
3 | Project Manager – Once all comments have reviewed and compiled:
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window. |
5 | Project Manager - Add all Reviewers’ email addresses into the system generated email.
|
State: Plan Review - Ready for Meeting
PPMS Task: Design Team (5 work days for review)
Step | Action |
---|---|
1 | Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the the Plan Review Meeting. |
2 | QA Review – Once the meeting has ocucred:
|
3 | QA Review – Prepare to send out notification requesting review of draft report:
|
4 | QA Review – Click on OK in the ‘Change Document to State’ window. |
5 | QA Review - Add all applicable email addresses into the system generated email.
NOTE: Send only one email. |
State: Plan Review - Draft Meeting Report Pending
PPMS Task:
Step | Action |
---|---|
1 | Reviewers – Upon receipt of email, review Draft Meeting Report. Reminder: contact QA Reviewer with any comments prior to the due date. |
2 | QA Review – Once the due date has ocucred:
|
2 | QA Review – Prepare to send out request to have Final Meeting Report distributed:
|
3 | QA Review – Click on OK in the ‘Change Document to State’ window. |
4 | QA Review – Add Route and JN
NOTE: Send only one email. |
State: Plan Review - Final Report Distribution
PPMS Task:
Step | Action |
---|---|
1 | QA Admin Assistant – Prepare Final Meeting Report for distribution. |
2 | QA Admin Assistant – Prepare to send out Final Meeting Report notification:
|
3 | QA Admin Assistant – Click on OK in the ‘Change Document to State’ window. |
4 | QA Admin Assistant - Add all applicable email addresses into the system generated email. |
State: Plan Review - Final Meeting Report
PPMS Task:
Step | Action |
---|---|
1 | Preliminary Plan Review workflow process is now complete. |
8.2.3 RID Review
State: RID Review - Pending
PPMS Task: 3580 - Develop Preliminary Plans
Step | Action |
---|---|
1 | Design Team – Create RID Submittal during The Plan Review – Pending Submittal:
|
2 | Project Manager – Copy the RID_Review_Checklist.xlsm file, located in ‘- Supporting Documents’ folder to ‘RID_Preliminary’ folder.
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 Plan Review - Pending State. |
4 | Project Manager – Once you ready to initiate the meeting appointment during The Plan Review – Scheduling and Distribution State:
|
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 The Plan Review – Scheduling and Distribution State. |
State: RID Review - Review in Progress
PPMS Task: 3590 - The Plan Review (20 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 Preliminary Comments column.
NOTE: During this state the ‘RID-Preliminary’ folder will be locked for MDOT-RIDSupport review. |
2 | MDOT-RIDSupport Reviewers – Copy the RID_Review_Checklist.xlsm file, located in ‘RID_Preliminary’ folder to ‘- Supporting Documents’ folder. Then add the date to end of the RID_Review_Checklist.xlsm in the ‘RID_Preliminary’ folder. |
3 | MDOT-RIDSupport Reviewers – After the 20 work day review period:
|
4 | MDOT-RIDSupport Reviewers – Click on OK in the ‘Change Document to State’ window.
NOTE: No email will be generated. |
State: RID Review - Complete
PPMS Task:
Step | Action |
---|---|
1 | The files in the ‘RID-Preliminary’ 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 Preliminary Comments column of the RID_Review_Checklist.xlsm which is now in the ‘- Supporting Documents’ folder. The RID files can be copied from the ‘RID-Preliminary’ folder if necessary for discussion. |
2 | The files can be viewed by the Project Manager and Design Team during the Plan_Review_-_PM_Review_in_Progress and Plan_Review_-_Ready_for_Meeting States. |
8.3 OEC Plan Review ProjectWise Process
Folder:
8.3.1 Package Submittal
State: OEC - Pending Submittal
PPMS Task:
Step | Action |
---|---|
1 | Design Team – Create PDF of:
|
2 | Design Team – Add PDFs created in step 1 into the ‘5 – OEC Plans’ folder. |
3 | Design Team – Are all OEC Plan related files in the system? Yes, then:
|
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.
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
State: OEC - Review
PPMS 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 OEC Plan Review. |
2 | Project Manager – If files are ready for review, create a Digital Pen Set. |
8.3.2 Review
Folder:
State: OEC - Pending
PPMS Task:
Step | Action |
---|---|
1 | Project Manager – Update and Save the ‘JN_0303_DPS.pdf file, located in ‘- Supporting Documents’ folder.
|
2 | Project Manager – Print ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _OEC.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 OEC Plan Review workflow process. |
4 | Project Manager – Ready for OEC Plans to be reviewed by Region System Manager? Yes, then:
|
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.
NOTE: Leave MDOT-Eproposal address in email. |
State: OEC - Ready for System Manager Approval
PPMS 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 OEC review/meeting, then:
|
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.
NOTE: Leave MDOT-Eproposal address in email. |
5 | Project Manager – Upon System Manager approval, create a Digital Pen Set. Then proceed with scheduling OEC Meeting. |
State: OEC - System Manager Approved for Meeting
PPMS Task: (5 work days for review)
Step | Action |
---|---|
1 | Project Manager – Once digital pen set has been generated then proceed to initiativing meeting appointment:
|
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:
Work entails: "ENTER INFORMATION HERE" "*PLEASE NOTE THAT CHANGES OR ADDITIONS TO THE SCOPE OF WORK WILL NOT BE CONSIDERED AT THIS MEETING." The OEC Meeting on this project has been scheduled for "ENTER DATE HERE". "ENTER PROJECT MANAGER" will oversee this meeting and meet interested personnel at MDOT’s "ENTER LOCATION HERE" at ""ENTER TIME HERE". MDOT Staff: This project will be using the pilot digital pen process for reviewing the plans. Please make sure plans are printed from the Digital Pen Plan Set folder (Digital Pen Plan Set) in ProjectWise and that all plan comments are done using a digital pen or Adobe commenting. See the attached file for additional instructions. non-MDOT invitees: This project will be using Adobe commenting to review the plans which are located in MDOT’s ProjectWise. For access into MDOT’s ProjectWise system, please notify the Project Manager. All digital pen comments need to be placed in ProjectWise by 4:00 pm, "ADD DATE HERE" for the "ENTER OFFICE NAME HERE" to do comment cleanup and redistribute a commented set of prints to all meeting attendees by "ADD DATE HERE" meeting. Electronic plan and proposal documents can be viewed in MDOT’s ProjectWise at the following location: Document Link: "ADD DIGITAL PEN PLAN SEET LINK HERE" Project Manager: "ENTER NAME HERE AND PHONE NUMBER" If you have further comments or questions that require discussion, please contact me. NOTE: Please allow 15 work days for OEC Plan Review. |
REMINDER: Update RID Checklist then copy it into RID_OEC folder along with other RID files for review. Highlight all files than change state to next to submit to RID Review staff.
State: OEC - Meeting Scheduled and Ready for Review
PPMS Task: 3870 – OEC Plan Review (10 work days for review)
Step | Action |
---|---|
1 | OEC Plan Reviewers – Print dot matrix set and comment using the Digital Pen process or Adobe commenting.
|
2 | OEC Plan Reviewers – Upload Digital Pen comments into ProjectWise. |
3 | Project Manager – After the 10 work day review period:
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window.
NOTE: No email will be generated. |
State: OEC - PM Review in Progress
PPMS Task: 3885 – Project Manager OEC Plan Review (5 work days for review)
Step | Action |
---|---|
1 | Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files. |
2 | Project Manager – Review and Compile comments on ALL digital pen comment files located under the JN’s ‘5 - OEC Plan’ folder. |
3 | Project Manager – Once all comments have reviewed and compiled:
|
4 | Project Manager – Click on OK in the ‘Change Document to State’ window. |
5 | Project Manager - Add all Reviewers’ email addresses into the system generated email.
NOTE: Please leave the three email addresses on the email. |
State: OEC - Design Team Response
PPMS Task: Design Team (5 work days for review)
Step | Action |
---|---|
1 | Design Team/Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the OEC Plan Meeting. |
2 | Project Manager – Once the meeting has ocucred:
|
3 | Project Manager – Click on OK in the ‘Change Document to State’ window. |
4 | OEC Plan Review workflow process is now complete. |
8.3.3 OEC - RID Review
Folder:
State: RID Review - Pending
PPMS Task:
Step | Action |
---|---|
1 | Design Team – Create RID Submittal during the OEC – Pending Submittal State:
|
2 | Project Manager – Copy the RID_Review_Checklist.xlsm file, located in ‘- Supporting Documents’ folder to ‘RID_OEC’ folder.
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 OEC - Pending State. |
4 | Project Manager – Once you are ready to initiate the meeting appointment during OEC – System Manager Approved for Meeting State:
|
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 OEC – System Manager Approved for Meeting to OEC- Meeting Scheduled and Ready for Review. |
State: RID Review - Review in Progress
PPMS Task: 3870 - OEC 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 OEC Comments column.
|
2 | MDOT-RIDSupport Reviewers – Copy the RID_Review_Checklist.xlsm file, located in ‘RID_OEC’ folder to ‘- Supporting Documents’ folder. Then add the date to end of the RID_Review_Checklist.xlsm in the ‘RID_OEC’ folder. |
3 | MDOT-RIDSupport Reviewers – After the 15 work day review period:
|
4 | MDOT-RIDSupport Reviewers – Click on OK in the ‘Change Document to State’ window.
|
State: RID Review - Complete
PPMS Task:
Step | Action |
---|---|
1 | The files in the ‘RID-OEC’ 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 OEC Comments column of the RID_Review_Checklist.xlsm which is now in the ‘- Supporting Documents’ folder. The RID files can be copied from the ‘RID-OEC’ folder if necessary for discussion. |
2 | The files can be viewed by the Project Manager and Design Team during the OEC – PM Review in Process and OEC – Design Team Response States. |
8.4 Letting Plan Review ProjectWise Process
put temporary link to Letting Plan and Proposal Review process instructions.docx
-Reserved-
8.4.1 Letting - Package Submittal
-Reserved-
State: E-Proposal Pending
PPMS Task: -Reserved-
State: E-Proposal Complete
PPMS Task: -Reserved-
State: E-Prop Initiate Final Project Review
PPMS Task: -Reserved-
State: E-Prop Workflow Assign
PPMS Task: -Reserved-
8.4.2 Letting - Review
-Reserved-
State: QA Tech - Pending
PPMS Task: -Reserved-
State: QA Tech - Complete
PPMS Task: -Reserved-
State: QA Tech - Assign to Reviewer
PPMS Task: -Reserved-
State: QA SE - Pending
PPMS Task: -Reserved-
State: QA SE - Complete
PPMS Task: -Reserved-
State: QA SE - Assign to Estimator
PPMS Task: -Reserved-
State: QA Est - Pending
PPMS Task: -Reserved-
State: QA Est - Complete
PPMS Task: -Reserved-
State: QA Final - Pending
PPMS Task: -Reserved-
State: QA Final - Complete
PPMS Task: -Reserved-
State: QA Final - Ready for Finance
PPMS Task: -Reserved-
State: Finance PQ - Pending
PPMS Task: -Reserved-
State: Finance BLU - Pending
PPMS Task: -Reserved-
State: Final
PPMS Task: -Reserved-
8.4.3 Letting - RID Review
State: E-Proposal RID Pending
PPMS Task:
Step | Action |
---|---|
1 | Design Team – Create RID Submittal during the E-Proposal Complete State:
|
2 | Project Manager – Make sure the RID files are ready for review prior to completing the E-Prop Initiate Final Project Review State. |
3 | Project Manager – Include MDOT-RIDSupport@michigan.gov on the email generated during the E-Prop Initiate Final Project Review State. |
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 QA Final – Ready for Finance State:
|
3 | MDOT-RIDSupport Reviewers – Click on OK in the ‘Change Document to State’ window. |
State: E-Proposal RID Publish
PPMS Task:
Step | Action |
---|---|
1 | Finance – During the Final State:
|
8.5 Design Exception ProjectWise Process
put temporary link to Design Exception Review process instructions.docx
-Reserved-