Chapter 1 - ProjectWise Pre-Bid Processes

8.1 Base Plan Review ProjectWise Process

Folder:

8.1.1 Base Plan - Package Submittal

State: Base Plan - Pending Submittal

PPMS Task: 3360 - Prepare Base Plans

Step	Action
1	Design Team – Create PDF of: Plan Set and name “JN_Road_Base.pdf”, “JN_Bridge_Base.pdf Supporting Documents and name “JN_Supporting_Base.pdf” NOTE: ROW must be included in Base Plan set.
2	Design Team – Add PDFs created in step 1 into the ‘2 – Base Plans’ folder.
3	Design Team – Are all Base Plan related files in the system? Yes, then: Highlight all files located in the ‘2 – Base Plans’ 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 – Add the Project Manger’s email address into the system generated email NOTE: Leave MDOT-Eproposal address in email.

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State: Base Plan - Review

PPMS Task: 3360 - Prepare Base Plans

Step	Action
1	Project Manager – Upon receipt of email, please review plans and supporting documents.
2	Project Manager – If plans are ready for review, create a Digital Pen Set.

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8.1.2 Base Plan - Review

Folder:

State: Base Plan Review - Pending

PPMS Task: 3360 - Prepare Base Plans

Step	Action
1	Project Manager – Update and Save the ‘JN_0303_DPS.pdf 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 ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _Base.pdf’.
3	Project Manager – Add file created in step 2 into the ‘Design Submittal Form’ Folder. NOTE: This file will be used to trigger the rest of the Base Plan Review workflow process.
4	Project Manager – Ready for Base Plans to be reviewed? Yes, then: Single Left click on the ‘0303_DPS_Base.pdf’ located in the ‘Design Submittal Form’ 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 – 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 ‘Base Plans ready for review’ email Select the 'Home' tab and then select 'Meeting' under the Response tools. Add internal and external Base Plan meeting attendees Use the Contact List located in the ‘-Supporting Documents’ Reference Set. This list includes all Region and Central Office reviewers. NOTE: Have ROW? Remember to invite ROW staff. Review body of email and update all meeting specific information (see highlighted text below) THE BASE PLAN MEETING ON: "ENTER MEETING DATE AND TIME HERE" CS: "ENTER CN" JNs: "ENTER JNs HERE"; "ENTER LOCATION DESCRIPTION HERE." Work entails: "ENTER INFORMATION HERE" *PLEASE NOTE THAT CHANGES OR ADDITIONS TO THE SCOPE OF WORK WILL NOT BE CONSIDERED AT THIS MEETING. The Base Plan Meeting on this project has been scheduled for "ENTER DATE HERE". “ENTER PROJECT MANAGER” will oversee this meeting and meet interested personnel at MDOT’s "ENTER LOCATION HERE" at "ENTER TIME HERE". For MDOT Staff: This project will be using the digital pen process for reviewing the plans. Please make sure plans are printed from the “SUPPLY LINK TO DIGITAL PEN PLAN SET FOLDER” in ProjectWise and that all plan comments are done using a digital pen. For non-MDOT invitees: This project will be using Adobe commenting for reviewing the plans in MDOT’s ProjectWise. For access into MDOT’s ProjectWise, please notify the Project Manager. All digital comments need to be placed in ProjectWise by 4:00 pm, "ADD DATE HERE" for the "ENTER OFFICE NAME HERE" to do comment cleanup and redistribute a commented set of prints to all meeting attendees by "ADD DATE HERE" meeting. Electronic plan and proposal documents can be viewed in MDOT’s ProjectWise at the following location: Document Link: "ADD DIGITAL PEN PLAN SEET LINK HERE" Project Manager: "ENTER NAME HERE AND PHONE NUMBER" If you have further comments or questions that require discussion, please contact me. NOTE: Please allow 20 work days for Base Plan Review.

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State: Base Plan Review - Ready for Review

PPMS Task: 3380 - Review Base Plans (20 work days for review)

Step	Action
1	Base Plan Reviewers – Print dot matrix set and comment using the Digital Pen process or Adobe commenting. NOTE: Reviewers in the same office can share the same dot matrix set and pen (dock the digital pen periodically to insert updates). Also, it is recommended that comments are not removed from the pens until after the review meeting.
2	Base Plan Reviewers – Upload Digital Pen comments into ProjectWise. NOTE: Reviewers may want to dock the pen periodically during the review to update comment file.
3	Project Manager – After the 20 work day review period, Single Left click on the ‘0303_DPS_Base.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: Base Plan Review - PM Review in Progress

PPMS Task: 3395 - Project Manager Base Plan Review (5 work days for review)

Step	Action
1	Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files.
2	Project Manager – Review and Compile comments on ALL digital pen comment files located under the JN’s ‘2 - Base Plan’ folder.
3	Project Manager – Once all comments have reviewed and compiled: Single Left click on the ‘0303_DPS_Base.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.
5	Project Manager - Add all Reviewers’ email addresses into the system generated email.

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State: Base Plan Review - Design Team Response

PPMS Task: Design Team (5 work days for review)

Step	Action
1	Design Team/Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the Base Plan Meeting.
2	Project Manager – Once the meeting has ocucred: Single Left click on the ‘0303_DPS_Base.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	Base Plan Review workflow process is now complete.

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8.2 The Plan Review ProjectWise Process

Folder:

8.2.1 Package Submittal

State: Plan Review - Pending Submittal

PPMS 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 – Add the Project Manger’s email address into the system generated email. Add Route and JN to Subject line of 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: Plan Review - Review

PPMS Task: 3580 - Develop Preliminary Plans

Step	Action
1	Project Manager – Upon receipt of email, review proposal, plans and supporting document packages.
2	Project Manager – If files are ready for review, create a Digital Pen Set.

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8.2.2 Review

Folder:

State: Plan Review - Pending

PPMS Task: 3580 - Develop Preliminary Plans

Step	Action
1	Project Manager – Update and Save the ‘JN_0303_DPS.pdf 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 ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _Prelim.pdf’.
3	Project Manager – Add file created in step 2 into the ‘Design Submittal Form 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 ‘0303_DPS_Prelim.pdf’ located in the ‘Design Submittal Form 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 Route and JN in subject. Enter dates available into the body of the system generated email. Add Route and JN to Subject line of 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

PPMS 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 ‘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 into the system generated email. Add Route and JN to Subject line of 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

PPMS 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 ‘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 Project Manager’s email address into the system generated email. NOTE: Add Route and JN to Subject line.

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State: Plan Review - Scheduling and Distribution

PPMS 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: Single Left click on the ‘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: "ENTER ROUTE" CS: "ENTER CN" JNs: "ENTER JNs HERE"; "ENTER LOCATION DESCRIPTION HERE". 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 the pilot digital pen process for reviewing the plans. Please make sure files are printed from the Digital Pen Plan Set folder (Digital Pen Plan Set) in ProjectWise and that all plan comments are done using a digital pen or PDF commenting. See the attached file for additional instructions. non-MDOT invitees: This project will be using Adobe commenting to review the plans which are located in MDOT’s ProjectWise. For access into MDOT’s ProjectWise system, please notify the Project Manager. All digital pen comments need to be placed in ProjectWise by 4:00 pm, "ADD DATE HERE" for the "ENTER PROJECT MANAGER" to do comment cleanup and redistribute a commented set of prints to all meeting attendees by "ADD DATE HERE" meeting. Electronic plan and proposal documents can be viewed in MDOT’s ProjectWise at the following location: Document Link: "ADD DIGITAL PEN PLAN SET LINK HERE" 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 then copy it into RID_Preliminary folder along with other RID files 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

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

Step	Action
1	The Plan Reviewers – Print dot matrix set, or applicable portions, and comment using the Digital Pen process or Adobe commenting. NOTE: Reviewers in the same office can share the same dot matrix set and pen. Also, it is recommended that comments are not removed from the pens until after the review meeting.
2	The Plan Reviewers – Upload Digital Pen comments into ProjectWise.
3	Project Manager – After the 20-work-day review period: Single Left click on the ‘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

PPMS Task: 3600 - Project Manager Preliminary Plan Review (5 work days for review)

Step	Action
1	Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files.
2	Project Manager – Review and compile comments on ALL digital pen comment files located under the JN’s ‘3 - Plan Review’ folder.
3	Project Manager – Once all comments have reviewed and compiled: Single Left click on the ‘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.
5	Project Manager - Add all Reviewers’ email addresses 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

PPMS Task: Design Team (5 work days for review)

Step	Action
1	Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the 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: Send only one email.

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State: Plan Review - Draft Meeting Report Pending

PPMS 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 ocucred: 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 Route and JN NOTE: Do not forgot to switch this email to HTML format and include the File’s URN. NOTE: Send only one email.

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State: Plan Review - Final Report Distribution

PPMS 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

PPMS Task:

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

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8.2.3 Preliminary RID Review

State: Preliminary RID Review - Pending

PPMS Task: 3580 - Develop Preliminary Plans

Step	Action
1	Design Team – Create RID Submittal during State: Plan Review - Pending Submittal: Place RID files in the ‘RID-Preliminary’ folder per Chapter 5 - RID Process Copy the latest version of the RID Review Checklist.xlsm into the ‘- Supporting Documents’ folder. Complete the preliminary column of the RID Review Checklist.xlsm. If files or categories that are identified with an “R” in the Project Data Requirements Table.pdf are not included please document the reason in the Preliminary Comments Column of the RID Review Checklist.xlsm.
2	Project Manager – Copy the RID Review Checklist.xlsm file, located in ‘- Supporting Documents’ folder to ‘RID_Preliminary’ 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

PPMS 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 – Copy the RID Review Checklist.xlsm file, located in ‘RID_Preliminary’ folder to ‘- Supporting Documents’ folder. Then add the date to end of the RID Review Checklist.xlsm 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

PPMS 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 Preliminary Comments column of the RID Review Checklist.xlsm which is now in the ‘- Supporting Documents’ 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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8.3 OEC Plan Review ProjectWise Process

Folder:

8.3.1 Package Submittal

State: OEC - Pending Submittal

PPMS Task:

Step	Action
1	Design Team – Create PDF of: Plan Set and name “JN_Road_OEC.pdf” or “JN_Bridge_OEC.pdf” Proposal and name “JN_Proposal_OEC.pdf” Supporting Documents and name “JN_SupportingDocuments_OEC.pdf” NOTE: ROW must be included in plan set.
2	Design Team – Add PDFs created in step 1 into the ‘5 – OEC Plans’ folder.
3	Design Team – Are all OEC Plan related files in the system? Yes, then: Highlight all files located in the ‘5 – OEC Plans’ 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 - Add the Project Manager’s email address into 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 - Review

PPMS Task:

Step	Action
1	Project Manager – Upon receipt of email, please review proposal, plans and supporting document packages. If ready, proceed to the next step of initiating the OEC Plan Review.
2	Project Manager – If files are ready for review, create a Digital Pen Set.

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8.3.2 Review

Folder:

State: OEC - Pending

PPMS Task:

Step	Action
1	Project Manager – Update and Save the ‘JN_0303_DPS.pdf file, located in ‘- Supporting Documents’ folder. NOTE: This is a “living” form. The Project Manager will update this form for each milestone.
2	Project Manager – Print ‘JN_0303_DPS.pdf’ to PDF and apply the naming convention of ‘JN_0303_DPS _OEC.pdf’.
3	Project Manager – Add file created in step 2 into the ‘Design Submittal Form’ Folder. NOTE: This file will be used to trigger the rest of the OEC Plan Review workflow process.
4	Project Manager – Ready for OEC Plans to be reviewed by Region System Manager? Yes, then: Single Left click on the ‘0303_DPS_OEC.pdf’ located in the ‘Design Submittal Form’ 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 – Add the System Manager’s email address into the system generated email. NOTE: Leave MDOT-Eproposal address in email.

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State: OEC - Ready for System Manager Approval

PPMS Task: (5 work days for review)

Step	Action
1	System Manager – Upon receipt of email, review Proposal, Plans and Supporting Documents packages.
2	System Manager – If approved for OEC review/meeting, then: Single Left click on the ‘0303_DPS_OEC.pdf’ located in the ‘Design Submittal Form’ folder. Then right click and select Change State. Select Next.
3	System Manager – Click on OK in the ‘Change Document to State’ window
4	System Manager – Add the Project Manager’s email address into the system generated email. NOTE: Leave MDOT-Eproposal address in email.
5	Project Manager – Upon System Manager approval, create a Digital Pen Set. Then proceed with scheduling OEC Meeting.

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State: OEC - System Manager Approved for Meeting

PPMS Task: (5 work days for review)

Step	Action
1	Project Manager – Once digital pen set has been generated then proceed to initiativing meeting appointment: Single Left click on the ‘0303_DPS_OEC.pdf’ located in the ‘Design Submittal Form’ folder. Then right click and select Change State. Select Next.
2	Project Manager – Click on OK in the ‘Change Document to State’ window
3	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 ‘OEC Plans ready for review’ email Copy and Paste body of email into a newly created Meeting email Add internal and external Base Plan meeting attendees Use the Contact List located in the ‘-Supporting Documents’ Reference Set. This list includes all Region and Central Office reviewers as well as MDOT-RIDSupport@michigan.gov. NOTE: Have ROW? Remember to invite ROW staff. Review body of email and update all meeting specific information (see highlighted text below) THE OEC MEETING ON: "ENTER ROUTE" CS: "ENTER CN" JNs: "ENTER JNs HERE"; "ENTER LOCATION DESCRIPTION HERE". Work entails: "ENTER INFORMATION HERE" "*PLEASE NOTE THAT CHANGES OR ADDITIONS TO THE SCOPE OF WORK WILL NOT BE CONSIDERED AT THIS MEETING." The OEC Meeting on this project has been scheduled for "ENTER DATE HERE". "ENTER PROJECT MANAGER" will oversee this meeting and meet interested personnel at MDOT’s "ENTER LOCATION HERE" at ""ENTER TIME HERE". MDOT Staff: This project will be using the pilot digital pen process for reviewing the plans. Please make sure plans are printed from the Digital Pen Plan Set folder (Digital Pen Plan Set) in ProjectWise and that all plan comments are done using a digital pen or Adobe commenting. See the attached file for additional instructions. non-MDOT invitees: This project will be using Adobe commenting to review the plans which are located in MDOT’s ProjectWise. For access into MDOT’s ProjectWise system, please notify the Project Manager. All digital pen comments need to be placed in ProjectWise by 4:00 pm, "ADD DATE HERE" for the "ENTER OFFICE NAME HERE" to do comment cleanup and redistribute a commented set of prints to all meeting attendees by "ADD DATE HERE" meeting. Electronic plan and proposal documents can be viewed in MDOT’s ProjectWise at the following location: Document Link: "ADD DIGITAL PEN PLAN SEET LINK HERE" Project Manager: "ENTER NAME HERE AND PHONE NUMBER" If you have further comments or questions that require discussion, please contact me. NOTE: Please allow 15 work days for OEC Plan Review.

REMINDER: Update RID Checklist then copy it into RID_OEC folder along with other RID files for review. Highlight all files than change state to next to submit to RID Review staff.

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State: OEC - Meeting Scheduled and Ready for Review

PPMS Task: 3870 – OEC Plan Review (10 work days for review)

Step	Action
1	OEC Plan Reviewers – Print dot matrix set and comment using the Digital Pen process or Adobe commenting. NOTE: Reviewers in the same office can share the same dot matrix set and pen. Also, it is recommended that comments are not removed from the pens until after the review meeting.
2	OEC Plan Reviewers – Upload Digital Pen comments into ProjectWise.
3	Project Manager – After the 10 work day review period: Single Left click on the ‘0303_DPS_OEC.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: OEC - PM Review in Progress

PPMS Task: 3885 – Project Manager OEC Plan Review (5 work days for review)

Step	Action
1	Project Manager – Copy ALL digital pen comment files to the ‘Pre-Construction > Record Plan Set Review Comments’ folder prior to reviewing the files.
2	Project Manager – Review and Compile comments on ALL digital pen comment files located under the JN’s ‘5 - OEC Plan’ folder.
3	Project Manager – Once all comments have reviewed and compiled: Single Left click on the ‘0303_DPS_OEC.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.
5	Project Manager - Add all Reviewers’ email addresses into the system generated email. NOTE: Please leave the three email addresses on the email.

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State: OEC - Design Team Response

PPMS Task: Design Team (5 work days for review)

Step	Action
1	Design Team/Reviewers – Review compiled comments. Reminder: contact Project Manager with any comments prior to the OEC Plan Meeting.
2	Project Manager – Once the meeting has occured: Single Left click on the ‘0303_DPS_OEC.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	OEC Plan Review workflow process is now complete.

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8.3.3 OEC - RID Review

Folder:

State: OEC RID Review - Pending

PPMS Task:

Step	Action
1	Design Team – Create RID Submittal during the State: OEC – Pending Submittal: Place RID files in the ‘RID-OEC’ folder per Chapter 5 - RID Process Respond to comments in the RID Review Checklist.xlsm located in the ‘- Supporting Documents’ folder. Complete the OEC column of the RID Review Checklist.xlsm.
2	Project Manager – Copy the RID Review Checklist.xlsm file, located in ‘- Supporting Documents’ folder to ‘RID_OEC’ 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: OEC - Pending.
4	Project Manager – Once you are ready to initiate the meeting appointment during State: OEC – System Manager Approved for Meeting: Single Left click on the files in located in the ‘RID-OEC’ 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 change from State: OEC – System Manager Approved for Meeting to State: OEC- Meeting Scheduled and Ready for Review.

State: OEC RID Review - Review in Progress

PPMS Task: 3870 - OEC Plan Review (15 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 OEC Comments column. NOTE: During this state the ‘RID-OEC’ folder will be locked for MDOT-RIDSupport review.
2	MDOT-RIDSupport Reviewers – Copy the RID Review Checklist.xlsm file, located in ‘RID_OEC’ folder to ‘- Supporting Documents’ folder. Then add the date to end of the RID Review Checklist.xlsm in the ‘RID_OEC’ folder.
3	MDOT-RIDSupport Reviewers – After the 15 work day review period: Single Left click on the files in located in the ‘RID-OEC’ 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.

State: OEC RID Review - Complete

PPMS Task:

Step	Action
1	The files in the ‘RID-OEC’ 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 RID OEC Comments column of the RID Review Checklist.xlsm which is now in the ‘- Supporting Documents’ folder. The RID files can be copied from the ‘RID-OEC’ folder if necessary for discussion.
2	The files can be viewed by the Project Manager and Design Team during the State: OEC – PM Review in Process and the State: OEC – Design Team Response.

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8.4 Letting Plan Review ProjectWise Process

put temporary link to Letting Plan and Proposal Review process instructions.docx

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8.4.1 Letting - Package Submittal

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State: E-Proposal Pending

PPMS Task: -Reserved-

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State: E-Proposal Complete

PPMS Task: -Reserved-

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State: E-Prop Initiate Final Project Review

PPMS Task: -Reserved-

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State: E-Prop Workflow Assign

PPMS Task: -Reserved-

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8.4.2 Letting - Review

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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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8.4.3 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 - RID Process 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. 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 E-Proposal RID Complete State before they can be changed to the E-Proposal RID Publish State.

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8.5 Design Exception ProjectWise Process

put temporary link to Design Exception Review process instructions.docx

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