PennDOT Project Collaboration Center (PPCC) Training PennDOT District 8-0 Winter School – 2015 January 14, 2015

Agenda General Overview Project Portal Project Setup Project Site Admin Responsibilities Functionality

PPCC Overview Web based document tracking system Allows contractors to submit documents electronically All projects let in October 2014 or later requires the use of PPCC via the inclusion of a contract special provision Any submission that requires a Department review should be submitted through PPCC Department personnel or designated representative reviews and dispositions submittals online.

PPCC Overview System tracks review time and benchmarks against established durations System alerts reviewers via E-mail notifications at each step of the submittal process System provides a history of the review process Provides all team members online access to project specific documents, contact information, and other useful resources

PPCC Project Portal System Access System Log-in Access granted by designated administrators Internet link: https://www.pcs.pd.pa.gov System Log-in Department employees utilize provided link or, use CWOPA credentials (cwopa\user name) if outside the network Outside business partners utilize ECMS credentials Portal site provides access to associated project sites

PPCC Portal Site PPCC Portal Tab My Work Queue Tab My Projects Tab Displays various announcements Provides links to various publications & standards My Work Queue Tab Provides access to submittals requiring user review for all associated projects Separate tabs for each submittal category My Projects Tab Provides access to projects user is associated with Projects can be identified as “favorites” Projects accessed by clicking on the Project Name Each project opens in a separate browser

PPCC Portal Site Reports Tab Preferences Tab References Tab Allows users to run various “canned” reports Reports return information for all associated projects Preferences Tab Allows users to tailor e-mail notification preferences Changes are project specific References Tab Provides links to various training aides & help documents

PPCC Portal Site Portal Administration Portal administration tab accessible by designated District Admins Maintain standard District template Submittal types Workflows User Roles Create project sites upon request Standard template is copied to new projects Project specific administrators can make modifications & add users to associated project sites Project ACE Inspector-In-Charge

Project Setup ACE/ACM submits PPCC request form to District Admin Provides ECMS number & project information Designates top level Project Site Administrators District Admin creates the project Returns PPCC request form back to the ACE/ACM via e-mail ACE/ACM or Project Site Admin completes setup Adds remaining users Modifies/Adds submittal types and workflows to suit specific project needs

Project Setup Current District PPCC Administrators Mike Harter miharter@pa.gov / (717) 787-5070 Kevin Keefe kkeefe@pa.gov /(717) 783-3848 Once project setup is complete the project ACE/ACM or IIC will add users or make any required revisions.

Project Site Administration Add/modify roles Roles can be added or deleted from the project site Roles can be added or deleted from submittal types to build a workflow Add/modify users Users can be added or removed from roles Multiple users can be assigned to a single role Department users are assigned by their CWOPA credentials Non-Department users are assigned by their ECMS credentials

Project Site Administration Add/modify contractor users Prime contractor representatives Must be assigned to “Prime Contractor” role to submit documents Subcontractor representatives Must be assigned to “Sub-Contractor” role to submit documents All workflows travel through the Prime Contractor

Project Site Administration Reviewer vs. view only role Workflows are created by assigning review roles to each individual submittal type Reviewers can be reordered, added, or removed from workflows New review roles can be assigned to submittal workflows Users not assigned to a “Reviewer” role will have “view only” access by Default A common example would be the “Viewer” role

Project Site Administration Reviewer vs. view only role Certain roles grant Administrator privileges Users assigned to these roles are automatically added to the “SiteAdministrator” role Project A.C.E Inspector-In-Charge Construction Consultant CM Users can be added or deleted from the “SiteAdministrator” role

Project Site Administration Add/Modify Submittal Types Submittals are grouped by 4 general categories Other Correspondence RFI Source of Supply Submittal Submittal types can be added, deleted, or modified by project administrators to suit specific project needs Review durations are defined by the submittal type Roles can be designated to receive a Final Acceptance Notification

Project Site Functionality Document submissions Currently all submissions start & end with the contractor A future enhancement will allow for internal Department submissions Department to contractor workflow Department to consultant workflow Department to Department workflow Contractors must select the appropriate submittal type to reach the correct reviewers E-mail notifications are sent to all reviewers assigned to the designated role E-mail preferences can be modified My work Queue can be utilized in lieu of relying on e-mail notifications

Project Site Functionality Reviewing Documents Attachments are accessed in the Item History section Documents are dispositioned by selecting the appropriate “Action” from the drop-down menu and clicking the Submit button Accepted Accepted as Noted Accepted as Noted (Resbmt Rqrd) Revise & Resubmit Rejected Reviewers can add documents Actual review durations are tracked and monitored

Project Site Functionality Other review options Request Comment Allows the initial reviewer to solicit comments from other users Review duration is still tracked against the initial reviewer Initial reviewer remains responsible for responding to the submission Delegate Step Allows the initial reviewer to delegate review and approval authority to other users Delegation is reflected in the Item History section Delegated user is responsible for responding to the submission

Project Site Functionality My Work Queue Tab Provides a user specific view and access to all project submittals requiring their review View all Items Tab Provides access to all submissions for the project Only location to access previously completed submittal reviews Resources Tab Provides access to a project specific calendar Can post announcements to relay project information Provides contact information for all assigned users

Project Site Functionality Reports Provides access to various project reports Can be exported in various formats Preferences Tab Allows users to modify e-mail notification preferences My work Queue notification Copy on all Final Acceptance

Project Site Functionality Shared Files Tab Allows all users to upload project documents and folders Page can be viewed by all assigned project users Project Files Allows authorized users to upload project documents and folders Cannot be viewed by contractor users Photos Tab Allows authorized users to upload project photos and video clips

Questions Mike Harter Lou Pirozzi, P.E. District 8-0 ACM – York County miharter@pa.gov 717-787-5070 Lou Pirozzi, P.E. Michael Baker International lpirozzi@mbakerintl.com 717-443-8505