Difference between revisions of "1.2 The Plan Review ProjectWise Process"
Wilkersonj1 (talk | contribs) |
Campbellw2 (talk | contribs) |
||
Line 257: | Line 257: | ||
− | ''REMINDER: Be sure to update the [ | + | ''REMINDER: Be sure to update the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName= RID_Review_Checklist.xlsm] and save it into the RID Preparation folder under the Supporting Documents folder. Also remember to save all the other required RID files in the [[1.2_The_Plan_Review_ProjectWise_Process#1.2.3_Preliminary_RID_Review|RID_Preliminary]] folder for review. Make sure [mailto:MDOT-RIDSupport@michigan.gov MDOT RID Support] is included in meeting invite.'' |
Revision as of 12:37, 11 October 2016
By Chapter
Folder:
1.2.1 Package Submittal
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. |
1.2.2 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 ‘Design Submittal Form 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: Be sure to update the RID_Review_Checklist.xlsm and save it into the RID Preparation folder under the Supporting Documents folder. Also remember to save all the other required RID files in the RID_Preliminary folder for review. Make sure MDOT RID Support is included in meeting invite.
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. |
1.2.3 Preliminary RID Review
State: Preliminary RID Review - Pending
PPMS Task: 3580 - Develop Preliminary Plans
Step | Action |
---|---|
1 | Design Team – Create RID Submittal during State: Plan Review - Pending Submittal:
|
2 | Project Manager – Check the RID Review Checklist.xlsm file, located in the - Supporting Documents > RID Preparation 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 State: Plan Review - Pending. |
4 | Project Manager – Once you are ready to initiate the meeting appointment during the State: Plan Review – Scheduling and Distribution:
|
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: Plan Review – Scheduling and Distribution. |
State: Preliminary 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 – 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_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: Preliminary 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 OEC Comments column of the RID Review Checklist.xlsm in the - Supporting Documents > RID Preparation 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 State: Plan Review - PM Review in Progress and the State: Plan Review - Ready for Meeting. |