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

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| ''Design Team'' – Create RID Submittal during the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Proposal_Complete | State: E-Proposal Complete]]:
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| ''Design Team'' - Create RID Submittal during the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Proposal_Complete | State: E-Proposal Complete]]:
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* Place RID files in the ‘RID’ folder per [[Chapter_5_-_RID_Process#Final| Chapter 5 - Section 5.2 - RID Process_Final]]
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* Place RID files in the '˜RID' folder per [[Chapter_5_-_RID_Process#Final| Chapter 5 - Section 5.2 - RID Process_Final]]
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* Respond to comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm] located in the ‘- Supporting Documents’ folder.
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* Respond to comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm] located in the ' Supporting Documents' folder.
 
* Complete the RID column of the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm].
 
* Complete the RID column of the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm].
 
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| ''Project Manager'' – Make sure the RID files are ready for review prior to completing the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]].
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| ''Project Manager'' - Make sure the RID files are ready for review prior to completing the [[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]].
 
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| ''Project Manager'' – Include [mailto:MDOT-RIDSupport@michigan.gov MDOT RID Support] on the email generated during the[[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]].
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| ''Project Manager'' - Include [mailto:MDOT-RIDSupport@michigan.gov MDOT RID Support] on the email generated during the[[1.4 Letting Plan Review ProjectWise Process#State:_E-Prop_Initiate_Final_Project_Review | State: E-Prop Initiate Final Project Review]].
 
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| ''MDOT-RIDSupport Reviewers'' – Perform review of the RID files and document comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm]. Reference saved views in the RID Comments column.
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| ''MDOT-RIDSupport Reviewers'' - Perform review of the RID files and document comments in the [http://mdotjboss.state.mi.us/SpecProv/getDocumentById.htm?docGuid=71536ffa-6a51-4e45-b38b-da310526378b&fileName=%22RID%20Review%20Checklist.xlsm%22 RID Review Checklist.xlsm]. Reference saved views in the RID Comments column.
  
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''NOTE:  During this state the ‘RID’ folder will remain accessible for easy corrections of RID files during the MDOT-RIDSupport review.''
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''NOTE:  During this state the '˜RID' folder will remain accessible for easy corrections of RID files during the MDOT-RIDSupport review.''
 
   
 
   
 
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| ''MDOT-RIDSupport Reviewers'' – Prior to the [[1.4 Letting Plan Review ProjectWise Process#State:_QA_Final_-_Ready_for_Finance |State: QA Final – Ready for Finance]]:
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| ''MDOT-RIDSupport Reviewers'' - Prior to the [[1.4 Letting Plan Review ProjectWise Process#State:_QA_Final_-_Ready_for_Finance |State: QA Final - Ready for Finance]]:
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* Single Left click on the files in located in the ‘RID’ folder.
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* Single Left click on the files in located in the 'RID' folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.
 
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| ''MDOT-RIDSupport Reviewers'' – Click on OK in the ‘Change Document to State’ window.
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| ''MDOT-RIDSupport Reviewers'' - Click on OK in the '˜Change Document to State' window.
 
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| ''Finance'' – During the Final State:
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| ''Finance'' - During the Final State:
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* Single Left click on the files in located in the ‘RID’ folder.
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* Single Left click on the files in located in the 'RID' folder.
 
* Then right click and select Change State.
 
* Then right click and select Change State.
 
* Select Next.
 
* Select Next.

Revision as of 15:05, 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).

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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).

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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 - 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).

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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:
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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