Difference between revisions of "1.4 Letting Plan Review ProjectWise Process"
m (→State: E-Proposal RID Pending: Updated link to point directly to Final stage of RID Review 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]]== | ||
− | + | ====[[#State: OEC - Pending Submittal|State: OEC - Pending Submittal]]==== | |
+ | '''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 | ||
+ | | ''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: 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: | + | |
− | ''' | + | ====[[#State: e-Prop - Initiate Final Project Review|State: e-Prop - Initiate Final Project Review]]==== |
− | + | '''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: | + | |
− | ''' | + | ====[[#State: e-Prop - Workflow Assign|State: e-Prop - Workflow Assign]]==== |
− | + | '''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
By Chapter
-Reserved-
1.4.1 Letting - Package Submittal
State: OEC - Pending Submittal
Pre-Construction Task:
Step | Action |
---|---|
1 | Design Team – Create PDF of:
|
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:
|
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, you only need to send one email (close out of the other ones). |
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.
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.
|
2 | Project Manager –
|
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.
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
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:
|
3 | Project Manager – Once the CA Form is complete:
|
4 | Project Manager – Once the supporting documents have been changed to the ‘Initiate Final Supporting Documents’ State, then:
|
5 | Project Manager – Send the system generated email.
NOTE: Leave email address in email. Also, you only need to send one email (close out of the other ones). |
State: e-Prop - Initiate Final Project Review
Pre-Construction Task:
Step | Action |
---|---|
1 | Specifiaction & Estimates Engineer –
|
2 | Specifiaction & Estimates Engineer –
NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones). |
State: e-Prop - Workflow Assign
Pre-Construction Task:
Step | Action |
---|---|
1 | Specification & Estimates Engineer –
|
1.4.2 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-
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. |
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:
|
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:
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:
|