Difference between revisions of "1.4 Letting Plan Review ProjectWise Process"

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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.pdf’'' or ''‘JN_Bridge.pdf’''
+
* Plan Set and name '''JN_Road.pdf''' or '''˜JN_Bridge.pdf'''
−
* Proposal and name ''‘JN_Proposal.pdf’''
+
* Proposal and name '''JN_Proposal.pdf'''
  
  
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|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Design Team'' – Add PDFs created in step 1 into the ‘6 – Letting Plans and Proposal’ folder.
+
| ''Design Team'' - Add PDFs created in step 1 into the '6 - Letting Plans and Proposal' folder.
 
[[File:6 Folder Expanded.png|right|650px|frameless]]
 
[[File:6 Folder Expanded.png|right|650px|frameless]]
  
 
|-
 
|-
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Design Team'' – Are all Final Plan related files in the system? Yes, then:
+
| ''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.
+
* Highlight all files located in the '˜6 - Letting Plans and Proposal- 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
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−
''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>
+
''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.  
+
''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>
 
<br>
 
<br>
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Project Manager'' – Upon receipt of email, please review proposal and plan packages located in the ‘6-Letting Plans and Proposal’ folder and the Supporting Documents located in the ‘Supporting Documents’ folder. If ready, proceed to the next step of initiating the CA Sign Off.
+
| ''Project Manager'' - Upon receipt of email, please review proposal and plan packages located in the '˜6-Letting Plans and Proposal' folder and the 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.'''''
+
'''''NOTE: This is a "living" form. The Project Manager will update this form for each milestone.'''''
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Project Manager'' –
+
| ''Project Manager'' -
−
* Update and Save the ''‘0303_DPS’'' sheet, located in the ‘DPS-CA.xlsx’ file in the ‘Supporting Documents’ folder.
+
* 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 ‘Supporting Documents’ folder  
+
* Highlight all files located in the '˜Supporting Documents' 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'' – Once all supporting documents have been changed to the ‘Complete Supporting Documents’ State, then:
+
| ''Project Manager'' - Once all supporting documents have been changed to the 'Complete Supporting Documents' State, then:
−
* Highlight all files located in the ‘6-Letting Plans and Proposal’ folder  
+
* Highlight all files located in the '˜6-Letting Plans and Proposal' folder  
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
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|-  
 
|-  
 
| 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
 
|-  
 
|-  
 
| style="text-align:center;" | 5
 
| style="text-align:center;" | 5
−
| ''Project Manager'' – Add additional CA Form signers email addresses in the ‘To’ field and send the system generated email.
+
| ''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|right|650px|frameless]]
 
[[File:Email to CA Form signers.png|right|650px|frameless]]
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''CA Form Signers'' – Upon receipt of email, review Proposal and Plan packages located in the ‘6- Letting Plans and Proposal’ folder and the Supporting Documents located in the ‘Supporting Documents’ folder.
+
| ''CA Form Signers'' - Upon receipt of email, review Proposal and Plan packages located in the '˜6- Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder.
 
<br>
 
<br>
 
[[File:FP and Sup Doc circle.png|right|650px|frameless]]
 
[[File:FP and Sup Doc circle.png|right|650px|frameless]]
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|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''CA Form Signers'' – If approved for Final Plan review, then:
+
| ''CA Form Signers'' - If approved for Final Plan review, then:
−
* Open the DPS-CA.xlsx file located in the ‘Supporting Documents’ folder.
+
* 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.
 
* 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.
 
* Place your signature in the appropriate section of the CA Form.
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|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Project Manager'' – Once the CA Form is complete:
+
| ''Project Manager'' - Once the CA Form is complete:
 
* Sign the CA Form in the Project Manager section.
 
* Sign the CA Form in the Project Manager section.
−
* Highlight all files in the ‘Supporting Documents’ folder.
+
* Highlight all files in the '˜Supporting Documents' 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'' – Once the supporting documents have been changed to the ‘Initiate Final Supporting Documents’ State, then:
+
| ''Project Manager'' - Once the supporting documents have been changed to the '˜Initiate Final Supporting Documents' State, then:
−
* Highlight all files in the ‘6- Letting Plans and Proposal’ folder.
+
* Highlight all files in the '6- Letting Plans and Proposal' 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'' – Send the system generated email.
+
| ''Project Manager'' - Send the system generated email.
  
 
[[File:Initiate Final Project Review email.png|right|650px|frameless]]
 
[[File:Initiate Final Project Review email.png|right|650px|frameless]]
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Specifiaction & Estimates Engineer'' –
+
| ''Specifiaction & Estimates Engineer'' -
 
* Verify funding template, letting date, and STIP approved in JobNet.
 
* 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.
 
* 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
+
* Highlight all files located in the '˜6-Letting Plans and Proposal' folder
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
|-  
 
|-  
 
| style="text-align:center;" | 2
 
| style="text-align:center;" | 2
−
| ''Specifiaction & Estimates Engineer'' – Click on OK in the ‘Change Document to State’ window
+
| ''Specifiaction & Estimates Engineer'' - Click on OK in the 'Change Document to State' window
 
|-  
 
|-  
 
| style="text-align:center;" | 3
 
| style="text-align:center;" | 3
−
| ''Specifiaction & Estimates Engineer'' –
+
| ''Specifiaction & Estimates Engineer'' -
−
* Edit the ‘To’ field to send the email to the appropriate people.
+
* Edit the '˜To' field to send the email to the appropriate people.
 
* Edit the subject field to appropriate work type.
 
* Edit the subject field to appropriate work type.
 
* Send the system generated email
 
* Send the system generated email
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|-  
 
|-  
 
| style="text-align:center;" | 1
 
| style="text-align:center;" | 1
−
| ''Specification & Estimates Engineer'' –
+
| ''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)
+
* 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>
 
* <u>Process Complete</u>
 
|-  
 
|-  

Revision as of 15:00, 20 April 2021


1.4.1 Letting - Package Submittal

FinalPlans Folder.png

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.
6 Folder Expanded.png
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.


Ready for project manager Review Email.png

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

DontForget.jpg


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 the 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 '˜Supporting Documents' folder
  • Then right click and select Change State.
  • Select Next.
3 Project Manager - Once all supporting documents have been changed to the 'Complete Supporting Documents' State, then:
  • Highlight all files located in the '˜6-Letting Plans and Proposal' folder
  • Then right click and select Change State.
  • Select Next.
4 Project Manager - Click on OK in the '˜Change Document to State' window
5 Project Manager - Add additional CA Form signers email addresses in the 'To' field and send the system generated email.
Email to CA Form signers.png

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

[top of page]

State: OEC - CA Sign Off

Pre-Construction Task:

Step Action
1 CA Form Signers - Upon receipt of email, review Proposal and Plan packages located in the '˜6- Letting Plans and Proposal' folder and the Supporting Documents located in the '˜Supporting Documents' folder.


FP and Sup Doc circle.png


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:
  • Highlight all files in the '6- Letting Plans and Proposal' 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 - Send the system generated email.
Initiate Final Project Review email.png

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

[top of page]

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 - Click on OK in the 'Change Document to State' window
3 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
Workflow Assign.png

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

[top of page]

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-

[top of page]

State: QA Tech - Complete

PPMS Task: -Reserved-

[top of page]

State: QA Tech - Assign to Reviewer

PPMS Task: -Reserved-

[top of page]

State: QA SE - Pending

PPMS Task: -Reserved-

[top of page]

State: QA SE - Complete

PPMS Task: -Reserved-

[top of page]

State: QA SE - Assign to Estimator

PPMS Task: -Reserved-

[top of page]

State: QA Est - Pending

PPMS Task: -Reserved-

[top of page]

State: QA Est - Complete

PPMS Task: -Reserved-

[top of page]

State: QA Final - Pending

PPMS Task: -Reserved-

[top of page]

State: QA Final - Complete

PPMS Task: -Reserved-

[top of page]

State: QA Final - Ready for Finance

PPMS Task: -Reserved-

[top of page]

State: Finance PQ - Pending

PPMS Task: -Reserved-

[top of page]

State: Finance BLU - Pending

PPMS Task: -Reserved-

[top of page]

State: Final

PPMS Task: -Reserved-

[top of page]

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.

[top of page]

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.

[top of page]

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.

[top of page]

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