1.2 The Plan Review ProjectWise Process

ProjectWise Pre-Bid Processes

Base Plans Review

Package Submittal - Review

The Plan Review

Package Submittal - Review -

RID Review

FPC Plans Review

Package Submittal - Review -

RID Review

Letting Plans Review

RID Review

Design Exceptions

Design Submittal Requirements

By Chapter

Chapter 1 - ProjectWise_Pre-Bid_Processes

Chapter 2 - Data Requirements

Chapter 3 - Standard_Naming_Conventions

Chapter 4 - Developing Electronic Data

Chapter 5 - RID Process

Chapter 6 - Quality Management of Electronic Data

Chapter 7 - Plan and Proposal Preparation

Support Services

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Folder:

1.2.1 Package Submittal

State: Plan Review - Pending Submittal

Pre-Construction Task: 3580 - Develop Preliminary Plans

Step	Action
1	Design Team – Create PDF of: Plan Set and name “JN_Road_Prelim.pdf”, “˜JN_Bridge_Prelim.pdf” Proposal and name “JN_Proposal_Prelim.pdf” Supporting Documents and name “JN_SupportingDocuments_Prelim.pdf” NOTE: ROW must be included in plan set.
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: Highlight all files located in the '˜3 - Plan Review' 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. NOTE: Leave MDOT-eProposal address in email. Also, only one email needs to be sent (close out of the other ones).

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State: Plan Review - Review

Pre-Construction Task: 3580 - Develop Preliminary 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 Plan Review.

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1.2.2 Review

Folder:

State: Plan Review - Pending

Pre-Construction Task: 3580 - Develop Preliminary Plans

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 at each milestone.
2	Project Manager - Print the '0303_DPS' sheet from the DPS-CA Form.xlsx 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. NOTE: This file will be used to trigger the rest of the The Plan Review workflow process.
4	Project Manager - Ready to coordinate the Plan Review meeting date with QA Review Manager? Yes, then: Single Left click on the JN_0303_DPS_Prelim.pdf located in the "˜Meeting Request and Minutes" 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 - This email is to coordinate with QA on a date for the meeting. Enter dates available into the body of the system generated email. NOTE: The Project Manager is NOW responsible for scheduling The Plan Review Meeting. This email is only to coordinate dates with QA Reviewer, NOT for them to schedule it. NOTE: Leave all addresses in email.

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State: Plan Review - Request for Meeting

Pre-Construction 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: Single Left click on the ˜JN_0303_DPS_Prelim.pdf located in the 'Meeting Request and Minutes' folder. Then right click and select Change State. Select Next.
3	QA Review Manager - Click on OK in the '˜Change Document to State' window
4	QA Review Manager - Add the Reviewer's email address and requested information in the body of the system generated email. NOTE: Do not forget to switch this email to HTML format and include the File's URN.

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State: Plan Review - Assigned to Reviewer

Pre-Construction 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: Single Left click on the JN_0303_DPS_Prelim.pdf located in the 'Meeting Request and Minutes' folder. Then right click and select Change State. Select Next.
3	QA Reviewer - Click on OK in the '˜Change Document to State' window
4	QA Reviewer - Add the requested information in the body of the system generated email.

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State: Plan Review - Scheduling and Distribution

Pre-Construction 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: 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_Prelim.pdf located in the '˜Meeting Request and Minutes' 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 - 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 '˜The Plan Review Meeting for (CS - JN)' 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 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 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 PLAN REVIEW MEETING ON: Route CS: # JNs: #, Location Description Work entails: ENTER INFORMATION HERE The Plan Review Meeting on this project has been scheduled for ENTER DATE HERE. ENTER QA REVIEWER 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 at the following location: 119809_0303_DPS_Prelim.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 20 work days for Preliminary Plan Review.

REMINDER: Update RID Checklist and the RID Index then copy it into the Supporting Documents>RID Preparation folder for review. Highlight all files than change state to next to submit to RID Review staff.

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State: Plan Review – Ready for Review

Pre-Construction Task: 3590 - Preliminary Plan Review (NOTE: 20 work days for review)

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

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State: Plan Review - PM Review in Progress

Pre-Construction Task: 3600 - Project Manager The Plan Review (5 work days for review)

Step	Action
1	Project Manager - Review comments located under the JN's '3 - Plan Review' folder.
2	Project Manager - Once all comments have reviewed: Single Left click on the JN_0303_DPS_Prelim.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 and requested information into the system generated email. NOTE: Do not forgot to switch this email to HTML format and include the File's URN.

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State: Plan Review - Ready for Meeting

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

Step	Action
1	Reviewers - Review comments. Reminder: contact Project Manager with any comments prior to the Plan Review Meeting.
2	QA Review - Once the meeting has ocucred: Prepare Draft Meeting Notes Add file into the '˜Meeting Request and Minutes' folder.
3	QA Review - Prepare to send out notification requesting review of draft report: Highlight all files located in the '˜Meeting Request and Minutes' folder. Then right click and select Change State. Select Next.
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: Do not forget to switch this email to HTML format and include the File's URN. Add Route and JN to Subject line. NOTE: Only send one email.

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State: Plan Review - Draft Meeting Report Pending

Pre-Construction 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 occurred: Prepare Final Meeting Notes Print to PDF and add file into the '˜Meeting Request and Minutes' folder.
2	QA Review - Prepare to send out request to have Final Meeting Report distributed: Highlight all files located in the '˜Meeting Request and Minutes' folder. Then right click and select Change State. Select Next.
3	QA Review - Click on OK in the 'Change Document to State' window.
4	QA Review - Add requested information in the body of the system generated email. NOTE: Do not forgot to switch this email to HTML format and include the File's URN. NOTE: Only send one email.

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State: Plan Review - Final Report Distribution

Pre-Construction 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: Highlight Final Meeting report located in the '˜Meeting Request and Minutes' folder. Then right click and select Change State. Select Next.
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.

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State: Plan Review - Final Meeting Report

Pre-Construction Task:

Step	Action
1	Preliminary Plan Review workflow process is now complete.

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1.2.3 Preliminary RID Review

State: Preliminary RID Review - Pending

Pre-Construction Task: 3580 - Develop Preliminary Plans

Step	Action
1	Design Team - Create RID Submittal Deliverables during State: Plan Review - Pending Submittal: Place the X-XXXXXX_XS_Roadway_20YY-MM-DD.dgn and non-DGN RID files in the RID-Preliminary folder per Chapter 5 - RID Process Create XXXXXX_RID_Review.dgn in the ''- Supporting Documents > RID Preparation folder by referencing the working files located in the PlanSet and Pre-Construction folders. See Milestone_RID. Copy the latest version of the RID Review Checklist.xlsm into the - Supporting Documents > RID Preparation folder. Copy the latest version of the RID Index into the - Supporting Documents > RID Preparation folder. Complete the preliminary column of the RID Review Checklist.xlsm. If files or categories that are identified with an "R" in the RID Review Checklist.xlsm are not included please document the reason in the Preliminary Comments Column of the RID Review Checklist.xlsm.
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: Single Left click on the files in located in the '˜RID-Preliminary' 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: Plan Review - Scheduling and Distribution.

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State: Preliminary RID Review - Review in Progress

Pre-Construction 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: Single Left click on the files in located in the '˜RID-Preliminary' 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.

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State: Preliminary RID Review - Complete

Pre-Construction 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 FPC 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.

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