Difference between revisions of "1.1 Base Plan Review ProjectWise Process"

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|-  
 
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| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Design Team'' – Create PDF of:
+
| ''Design Team'' “ Create PDF of:
−
* Plan Set and name "''JN_Road_Base.pdf''", "''JN_Bridge_Base.pdf''"
+
* Plan Set and name ''˜JN_Road_Base.pdf"'', ''˜JN_Bridge_Base.pdf"''
−
* Supporting Documents and name "''JN_SupportingDocuments_Base.pdf''"
+
* Supporting Documents and name ''˜JN_SupportingDocuments_Base.pdf"''
 
'''''NOTE: ROW must be included in Base Plan set.'''''
 
'''''NOTE: ROW must be included in Base Plan set.'''''
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
|''Design Team'' – Add PDFs created in step 1 into the ‘2 – Base Plans’ folder.  
+
|''Design Team'' Add PDFs created in step 1 into the “ Base Plans " folder.  
 
[[File:Base_Folder.png|right|650px|frameless]]  
 
[[File:Base_Folder.png|right|650px|frameless]]  
 
|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Design Team'' – Are all Base Plan related files in the system? Yes, then:
+
| ''Design Team'' Are all Base Plan related files in the system? Yes, then:
−
* Highlight all files located in the ‘2 – Base Plans’ folder.
+
* Highlight all files located in the “ Base Plans " folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.  
 
* Select Next.  
 
|-  
 
|-  
 
| style="text-align:center;" | 4
 
| style="text-align:center;" | 4
−
| ''Design Team'' – Click on OK in the ‘Change Document to State’ window
+
| ''Design Team'' Click on OK in the "Change Document to State" window
 
|-  
 
|-  
 
| style="text-align:center;" | 5
 
| style="text-align:center;" | 5
−
| ''Design Team'' – Add the Project Manger’s email address into the system generated email [[File:Base_Submit_to_PM_Email.jpg|500px|frameless|right|Base Plan Submit to Project Manager Email]]
+
| ''Design Team'' Add the Project Manger's email address into the system generated email [[File:Base_Submit_to_PM_Email.jpg|500px|frameless|right|Base Plan Submit to Project Manager Email]]
  
  
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
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| ''Project Manager'' – Upon receipt of email; review proposal, plans and supporting document packages.  If ready, proceed to the next step of initiating the Base Plan Review.
+
| ''Project Manager'' - Upon receipt of email; review proposal, plans and supporting document packages.  If ready, proceed to the next step of initiating the Base Plan Review.
 
|-  
 
|-  
 
|}
 
|}
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Project Manager'' – Copy the ‘JN_0303_DPS.pdf’ file, located in '-Supporting Documents' folder in the 'Milestone Forms' Document Set into the 'Supporting Documents' folder. Follow the instructions on the DPS-CA Form.xlsx to complete the 0303 DPS sheet.
+
| ''Project Manager'' - Copy the ''"JN_0303_DPS.pdf"'' file, located in '-Supporting Documents' folder in the 'Milestone Forms' Document Set into the 'Supporting Documents' folder. Follow the instructions on the DPS-CA Form.xlsx to complete the 0303 DPS sheet.
−
'''''NOTE: This is a “living” form. The Project Manager will update this form at each milestone.'''''
+
'''''NOTE: This is a "living" form. The Project Manager will update this form at each milestone.'''''
 
|-  
 
|-  
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 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_Base.pdf'
+
| ''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_Base.pdf"''
 
|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Project Manager'' – Add file created in step 2 into the ‘Design Submittal Form’ Folder.
+
| ''Project Manager'' - Add file created in step 2 into the "˜Design Submittal Form" Folder.
 
[[File:Base Design Submittal Folder.png|650px|frameless|right|Base Design Submittal Form Folder]]   
 
[[File:Base Design Submittal Folder.png|650px|frameless|right|Base Design Submittal Form Folder]]   
  
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|-  
 
|-  
 
| style="text-align:center;" | 4
 
| style="text-align:center;" | 4
−
| ''Project Manager'' – Ready for Base Plans to be reviewed? Yes, then:
+
| ''Project Manager'' - Ready for Base Plans to be reviewed? Yes, then:
 
* Create a Bluebeam Studio Session. For information on how to use Bluebeam Software, see [[Collaborative Milestone Review Process]]
 
* 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_Base.pdf’ located in the ‘Design Submittal Form’ folder.
+
* Single Left click on the ''"JN_0303_DPS_Base.pdf"'' located in the "˜Design Submittal Form" folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
|-  
 
|-  
 
| style="text-align:center;" | 5
 
| style="text-align:center;" | 5
−
| ''Project Manager'' – Click on OK in the ‘Change Document to State’ window
+
| ''Project Manager'' - Click on OK in the "Change Document to State" window
 
|-  
 
|-  
 
| style="text-align:center;" | 6
 
| style="text-align:center;" | 6
−
| ''Project Manager'' – Please do the following to the system generated email:
+
| ''Project Manager'' - Please do the following to the system generated email:
 
* File > Save (this will save the email into your Drafts Outlook cabinet)
 
* File > Save (this will save the email into your Drafts Outlook cabinet)
 
* Close the system generated email [[File:Base_Meeting_Invite.png|650px|frameless|right|Base Meeting Invite]]
 
* Close the system generated email [[File:Base_Meeting_Invite.png|650px|frameless|right|Base Meeting Invite]]
 
* Go into your Outlook Drafts cabinet
 
* Go into your Outlook Drafts cabinet
−
* Highlight ‘Base Plans ready for review’ email
+
* Highlight "˜Base Plans ready for review" email
 
* On the 'Home' tab click on the 'Meeting' icon
 
* On the 'Home' tab click on the 'Meeting' icon
 
* The ProjectWise generated email will open into a Meeting Appointment
 
* The ProjectWise generated email will open into a Meeting Appointment
 
** Update Date and Time for appointment
 
** Update Date and Time for appointment
 
** Add internal and external Base Plan meeting attendees
 
** Add internal and external Base Plan meeting attendees
−
*** Use the 'Review meeting contacts list.xlsx' located in the ‘-Supporting Documents’ Reference Set. This list includes all Region and Central Office reviewers.
+
*** Use the 'Review meeting contacts list.xlsx' located in the "˜Supporting Documents" Reference Set. This list includes all Region and Central Office reviewers.
 
**:'''''NOTE: Have ROW? Remember to invite ROW staff.'''''
 
**:'''''NOTE: Have ROW? Remember to invite ROW staff.'''''
 
**Review body of email and update all meeting specific information (see highlighted text below)
 
**Review body of email and update all meeting specific information (see highlighted text below)
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:Work entails: <span style="background-color: #FFFF00">''ENTER INFORMATION HERE''</span>
 
:Work entails: <span style="background-color: #FFFF00">''ENTER INFORMATION HERE''</span>
  
−
:The Base Plan Meeting on this project has been scheduled for <span style="background-color: #FFFF00">''ENTER DATE HER''E</span>. <span style="background-color: #FFFF00">''ENTER PROJECT MANAGER''</span> will oversee this meeting and meet interested personnel at MDOT’s <span style="background-color: #FFFF00">''ENTER LOCATION AND STREET ADDRESS HERE''</span> at <span style="background-color: #FFFF00">''ENTER TIME HERE''</span>.
+
:The Base Plan Meeting on this project has been scheduled for <span style="background-color: #FFFF00">''ENTER DATE HER''E</span>. <span style="background-color: #FFFF00">''ENTER PROJECT MANAGER''</span> will oversee this meeting and meet interested personnel at MDOT's <span style="background-color: #FFFF00">''ENTER LOCATION AND STREET ADDRESS HERE''</span> at <span style="background-color: #FFFF00">''ENTER TIME HERE''</span>.
  
 
:'''This project will be using a Bluebeam Studio Session for reviewing the documents. Instructional videos on how to install Bluebeam Revu, create an account, install MDOT specific toolsets, and additional resources for utilizing the software can be found at the following link:''' [[Collaborative Milestone Review Process]]  
 
:'''This project will be using a Bluebeam Studio Session for reviewing the documents. Instructional videos on how to install Bluebeam Revu, create an account, install MDOT specific toolsets, and additional resources for utilizing the software can be found at the following link:''' [[Collaborative Milestone Review Process]]  
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:All comments need to be completed by 4:00 pm, <span style="background-color: #FFFF00">''ENTER DATE HERE''</span> for the ''PROJECT MANAGER'' <span style="background-color: #FFFF00">''ENTER PROJECT MANAGER'' </span> to review comments.
 
:All comments need to be completed by 4:00 pm, <span style="background-color: #FFFF00">''ENTER DATE HERE''</span> for the ''PROJECT MANAGER'' <span style="background-color: #FFFF00">''ENTER PROJECT MANAGER'' </span> to review comments.
  
−
:Electronic plan and proposal documents can be viewed in MDOT’s ProjectWise Base Plan folder at the following location:
+
:Electronic plan and proposal documents can be viewed in MDOT's ProjectWise Base Plan folder at the following location:
  
 
:''Project Manager:'' <span style="background-color: #FFFF00">''ENTER NAME HERE AND PHONE NUMBER''</span>
 
:''Project Manager:'' <span style="background-color: #FFFF00">''ENTER NAME HERE AND PHONE NUMBER''</span>
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Base Plan Reviewers'' – Log into the Bluebeam Studio Session. The access code is included in the "Ready for review" email.
+
| ''Base Plan Reviewers'' - Log into the Bluebeam Studio Session. The access code is included in the "Ready for review" email.
  
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Base Plan Reviewers'' – Review the documents included in the Bluebeam Studio Session.
+
| ''Base Plan Reviewers'' - Review the documents included in the Bluebeam Studio Session.
  
 
'''''NOTE: Make sure to use the correct Profile for commenting.'''''
 
'''''NOTE: Make sure to use the correct Profile for commenting.'''''
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|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
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| ''Project Manager'' – After the 20 work day review period,  
+
| ''Project Manager'' - After the 20 work day review period,  
 
* Finish the Bluebeam Studio Session, load the review files back into ProjectWise.
 
* Finish the Bluebeam Studio Session, load the review files back into ProjectWise.
−
* Single Left click on the ‘0303_DPS_Base.pdf’ located in the ‘Design Submittal Form’ folder.
+
* Single Left click on the ''"˜JN_0303_DPS_Base.pdf"'' located in the "˜Design Submittal Form" folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
|-  
 
|-  
 
| style="text-align:center;" | 4
 
| style="text-align:center;" | 4
−
| ''Project Manager'' – Click on OK in the ‘Change Document to State’ window.
+
| ''Project Manager'' - Click on OK in the "˜Change Document to State" window.
  
 
'''''NOTE: No email will be generated.'''''
 
'''''NOTE: No email will be generated.'''''
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|-   
 
|-   
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Project Manager'' – Review comments on all files located under the JN’s ‘2 - Base Plan’ folder.
+
| ''Project Manager'' - Review comments on all files located under the JN's '2 - Base Plan" folder.
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Project Manager'' – Once all comments have reviewed:  
+
| ''Project Manager'' - Once all comments have reviewed:  
−
* Single Left click on the ‘JN_0303_DPS_Base.pdf’ located in the ‘Design Submittal Form’ folder.
+
* Single Left click on the "''JN_0303_DPS_Base.pdf''" located in the "Design Submittal Form" folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Project Manager'' – Click on OK in the ‘Change Document to State’ window.
+
| ''Project Manager'' - Click on OK in the "Change Document to State" window.
 
|-  
 
|-  
 
| style="text-align:center;" | 4
 
| style="text-align:center;" | 4
−
|''Project Manager'' - Add all Reviewers’ email addresses into the system generated email.
+
|''Project Manager'' - Add all Reviewer's email addresses into the system generated email.
 
[[File:Email_BasePlan_ReviewComplete.jpg|right|500px|frameless]]
 
[[File:Email_BasePlan_ReviewComplete.jpg|right|500px|frameless]]
 
|}
 
|}
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Design Team/Reviewers'' – Review compiled comments. Reminder: contact Project Manager with any comments prior to the Base Plan Meeting.
+
| ''Design Team/Reviewers'' - Review compiled comments. Reminder: contact Project Manager with any comments prior to the Base Plan Meeting.
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Project Manager'' – Once the meeting has ocucred:
+
| ''Project Manager'' - Once the meeting has ocucred:
−
* Single Left click on the ‘JN_0303_DPS_Base.pdf’ located in the ‘Design Submittal Form’ folder.
+
* Single Left click on the ''"˜JN_0303_DPS_Base.pdf"'' located in the "˜Design Submittal Form" folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Project Manager'' – Click on OK in the ‘Change Document to State’ window.
+
| ''Project Manager'' - Click on OK in the "˜Change Document to State" window.
 
|-  
 
|-  
 
| style="text-align:center;" | 4
 
| style="text-align:center;" | 4

Latest revision as of 12:04, 16 April 2021

Folder:

HeaderFolder BasePlans.png

1.1.1 Base Plan - Package Submittal

State: Base Plan - Pending Submittal

Pre-Construction Task: 3360 - Prepare Base Plans

Step Action
1 Design Team “ Create PDF of:
  • Plan Set and name ˜JN_Road_Base.pdf", ˜JN_Bridge_Base.pdf"
  • Supporting Documents and name ˜JN_SupportingDocuments_Base.pdf"

NOTE: ROW must be included in Base Plan set.

2 Design Team Add PDFs created in step 1 into the “ Base Plans " folder.
Base Folder.png
3 Design Team Are all Base Plan related files in the system? Yes, then:
  • Highlight all files located in the “ Base 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 Manger's email address into the system generated email
Base Plan Submit to Project Manager Email


NOTE: Leave MDOT-Eproposal address in email. Also, only one email needs to be sent (close out of the other ones)

[top of page]

State: Base Plan - Review

Pre-Construction Task: 3360 - Prepare Base Plans

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

[top of page]

1.1.2 Base Plan - Review

Folder:

HeaderFolder BasePlans Review.png

State: Base Plan Review - Pending

Pre-Construction Task: 3360 - Prepare Base Plans

Step Action
1 Project Manager - Copy the "JN_0303_DPS.pdf" file, located in '-Supporting Documents' folder in the 'Milestone Forms' Document Set into the 'Supporting Documents' folder. Follow the instructions on the DPS-CA Form.xlsx to complete the 0303 DPS sheet.

NOTE: This is a "living" form. The Project Manager will update this form at 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_Base.pdf"
3 Project Manager - Add file created in step 2 into the "˜Design Submittal Form" Folder.
Base 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:
  • 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_Base.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 - 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
    Base Meeting Invite
  • Go into your Outlook Drafts cabinet
  • Highlight "˜Base Plans ready for review" email
  • On the 'Home' tab click on the 'Meeting' icon
  • The ProjectWise generated email will open into a Meeting Appointment
    • Update Date and Time for appointment
    • Add internal and external Base Plan meeting attendees
      • Use the 'Review meeting contacts list.xlsx' located in the "˜Supporting Documents" Reference Set. This list includes all Region and Central Office reviewers.
      NOTE: Have ROW? Remember to invite ROW staff.
    • Review body of email and update all meeting specific information (see highlighted text below)





The Base Plan Review Meeting ON: Route CS: # JNs: #, Description
Work entails: ENTER INFORMATION HERE
The Base Plan 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 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 Revu, create an account, install 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 completed by 4:00 pm, ENTER DATE HERE for the PROJECT MANAGER ENTER PROJECT MANAGER to review comments.
Electronic plan and proposal documents can be viewed in MDOT's ProjectWise Base Plan folder at the following location:
Project Manager: ENTER NAME HERE AND PHONE NUMBER
If you have further comments or questions that require discussion, please contact me.

NOTE: Please allow 20 work days for Base Plan Review.

[top of page]

State: Base Plan Review - Ready for Review

Pre-Construction Task: 3380 - Review Base Plans (20 work days for review)

Step Action
1 Base Plan Reviewers - Log into the Bluebeam Studio Session. The access code is included in the "Ready for review" email.
2 Base Plan Reviewers - Review the documents included in the Bluebeam Studio Session.

NOTE: Make sure to use the correct Profile for commenting.

3 Project Manager - After the 20 work day review period,
  • Finish the Bluebeam Studio Session, load the review files back into ProjectWise.
  • Single Left click on the "˜JN_0303_DPS_Base.pdf" located in the "˜Design Submittal Form" folder.
  • Then right click and select Change State.
  • Select Next.
4 Project Manager - Click on OK in the "˜Change Document to State" window.

NOTE: No email will be generated.

[top of page]

State: Base Plan Review - PM Review in Progress

Pre-Construction Task: 3395 - Project Manager Base Plan Review (5 work days for review)

Step Action
1 Project Manager - Review comments on all files located under the JN's '2 - Base Plan" folder.
2 Project Manager - Once all comments have reviewed:
  • Single Left click on the "JN_0303_DPS_Base.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 Reviewer's email addresses into the system generated email.
Email BasePlan ReviewComplete.jpg

[top of page]

State: Base Plan Review - Design Team Response

Pre-Construction 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:
  • Single Left click on the "˜JN_0303_DPS_Base.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 Base Plan Review workflow process is now complete.

[top of page]

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