1.4 Letting 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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1.4.1 Letting - Package Submittal

State: OEC - Pending Submittal

Pre-Construction Task:

Step	Action
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.
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: Highlight all files located in the ‘6 – Letting Plans and Proposal’ 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, 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.

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State: OEC-PM Review in Progress

Pre-Construction Task:

Step	Action
1	Project Manager – Upon receipt of email please review proposal and plan packages located in the ‘6-Letting Plans and Proposal’ folder and Supporting Documents located in the ‘Supporting Documents’ 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.
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.
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).

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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: 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.
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
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
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).

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State: e-Prop - Initiate Final Project Review

Pre-Construction Task:

Step	Action
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.
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 NOTE: Leave MDOT-Eproposal address in email. Also, you only need to send one email (close out of the other ones).

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State: e-Prop - Workflow Assign

Pre-Construction Task:

Step	Action
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) Process Complete

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1.4.2 Letting - Review

-Reserved-

State: QA Tech - Pending

PPMS Task: -Reserved-

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State: QA Tech - Complete

PPMS Task: -Reserved-

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State: QA Tech - Assign to Reviewer

PPMS Task: -Reserved-

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State: QA SE - Pending

PPMS Task: -Reserved-

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State: QA SE - Complete

PPMS Task: -Reserved-

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State: QA SE - Assign to Estimator

PPMS Task: -Reserved-

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State: QA Est - Pending

PPMS Task: -Reserved-

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State: QA Est - Complete

PPMS Task: -Reserved-

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State: QA Final - Pending

PPMS Task: -Reserved-

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State: QA Final - Complete

PPMS Task: -Reserved-

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State: QA Final - Ready for Finance

PPMS Task: -Reserved-

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State: Finance PQ - Pending

PPMS Task: -Reserved-

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State: Finance BLU - Pending

PPMS Task: -Reserved-

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State: Final

PPMS Task: -Reserved-

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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: Place RID files in the ‘RID’ folder per Chapter 5 - Section 5.2 - RID Process_Final Respond to comments in the RID Review Checklist.xlsm located in the ‘- Supporting Documents’ folder. Complete the RID column of the RID Review Checklist.xlsm.
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.

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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: Single Left click on the files in located in the ‘RID’ folder. Then right click and select Change State. Select Next.
3	MDOT-RIDSupport Reviewers – Click on OK in the ‘Change Document to State’ window.

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State: E-Proposal RID Publish

PPMS Task:

Step	Action
1	Finance – During the Final State: Single Left click on the files in located in the ‘RID’ folder. Then right click and select Change State. Select Next. 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: Project Manager - Email MDOT RID Support and include 'Added RID', 'RID File Name Change', or 'Post Award RID' in the Subject Line. Please also include a link to the Added RID. See RID_Changes for more information. MDOT RID Support - Confirm that added RID is in conformance with Standards, and then Change State twice to Publish.

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