ProjectWise (PW) Digital Contract Plans, Specifications, & Supplemental Documents

Bruce Bourgoin, P.E. - Transportation Supervising Engineer Julie Annino - Transportation Engineer III Mathew Calkins - Transportation Engineer II Presenters

Learning Outcomes Define ProjectWise and its Uses Find and Apply Basic ProjectWise Functions Know How to Request a PW Project Container Apply Digital Project Procedures Define ProjectWise and its Uses Find and Apply Basic ProjectWise Functions Know How to Request a PW Project Container Apply Digital Project Procedures

Why do I need to Know? Implementing - Phase I of Digital Projects Scope: Plans Specification Supplemental Documents ProjectWise Implementing - Phase I of Digital Projects Scope: Plans Specification Supplemental Documents ProjectWise

Phase I FDP Dates later than 5/1/2011: Plans –Published in PDF (Not Mylar) –Digitally signed –Submit & stored in PW Specification –Word (.doc) format –Submit & stored in PW Supplemental Documents –Estimates, Time Charts, etc. PDF format Submit & stored in PW FDP Dates later than 5/1/2011: Plans –Published in PDF (Not Mylar) –Digitally signed –Submit & stored in PW Specification –Word (.doc) format –Submit & stored in PW Supplemental Documents –Estimates, Time Charts, etc. PDF format Submit & stored in PW

Scope

Upload Notification All other business is as usual –Paper Copies –Communication Memos s Etc. All other business is as usual –Paper Copies –Communication Memos s Etc.

How Did We Get Here? Governor Rell’s Executive Order #3 –AASHTO TRNS*PORT Governor Rell’s Executive Directive #3 Pilot Projects Governor Rell’s Executive Order #3 –AASHTO TRNS*PORT Governor Rell’s Executive Directive #3 Pilot Projects

Projects PROJECT NO.PROJECT DESCRIPTIONSHEET COUNTEstimated Con. COST & Contract 3 Busway1700 $ 175,000, & Contract 2 Busway515 $ 50,000, Moses Wheeler Superstructure560 $ 225,000, Moses Wheeler Sub-Structure157 $ 47,000, & & Contract E3000 $ 350,000, Contract B1800 $ 417,000, Contract E21150 $ 95,000, Independent Wheel True Facility600 $ 25,000, Component Change out Shop New Haven Rail Yard650 $ 125,000,000 TOTAL10132 $ 1,509,000,000

Julie Annino

ProjectWise & Its Uses Distributed Engineering –On the Cloud –Access from anywhere Document Management System Database –Information about projects, folders, documents PW Applications –Projects (State and Consultant Design) –Bridges –Signals Distributed Engineering –On the Cloud –Access from anywhere Document Management System Database –Information about projects, folders, documents PW Applications –Projects (State and Consultant Design) –Bridges –Signals

Project Files Storage

“Example of File Handling” Documents Folders Project Container

ProjectWise Definition Document Management System –Database to store documents –Centralized location –Controlled access Document Management System –Database to store documents –Centralized location –Controlled access Original Document Creator Highways Facilities Bridge Traffic

ProjectWise Definition ProjectWise is a database –A document is a record in a database –The record contains information about the document including the storage location ProjectWise is a database –A document is a record in a database –The record contains information about the document including the storage location File Server ProjectWise Storage Area Internal Network ProjectWise Server

Basic ProjectWise Functions Log In Interface Projects Project Container –100_Contract Plans –240_Contract Development Project Properties Documents Folder/Document Access Searching Project & Folders & Documents Security Audit Trail Log In Interface Projects Project Container –100_Contract Plans –240_Contract Development Project Properties Documents Folder/Document Access Searching Project & Folders & Documents Security Audit Trail

ProjectWise Log In ProjectWise usernames and passwords – distributed after the presentation See Section of the Digital Project Development Manual (DPDM) for ProjectWise login ProjectWise usernames and passwords – distributed after the presentation See Section of the Digital Project Development Manual (DPDM) for ProjectWise login

ProjectWise Interface ProjectWise Explorer is the user interface ProjectWise Admin creates accounts (usernames/passwords) ProjectWise Datasources contain projects with their folders and documents –ConnDOT ProjectWise Explorer is the user interface ProjectWise Admin creates accounts (usernames/passwords) ProjectWise Datasources contain projects with their folders and documents –ConnDOT

ProjectWise Interface Documents Properties Projects

Projectwise Interface - Document Icons Word Document Adobe.pdf document MicroStation document Excel document InRoads document Text document Indicate the type of document

ProjectWise Interface - Document Icons Read/Write (can edit the document) Read only access Locked – Either checked out or exported (Document still can be opened as read-only) Locked – Either checked out or exported (Document still can be opened as read-only) Checked out Exported Final Status of document Final Status of a Version

ProjectWise Projects Lead Designer requests a project from AEC applications –Fills out PDF form Information from this form is used to create the project and assign Project Properties See section 1.2 of the Digital Project Development Manual for Project Request Form – /projectwise_project_request_form.pdf Lead Designer requests a project from AEC applications –Fills out PDF form Information from this form is used to create the project and assign Project Properties See section 1.2 of the Digital Project Development Manual for Project Request Form – /projectwise_project_request_form.pdf

ProjectWise Request Form

ProjectWise Structure The ProjectWise datasource is a repository of folders and documents

ProjectWise Projects

Project Container

Project Properties Project Properties provide project information Allow searching and sorting Examples of Project Properties: –Project Title –FDP, DCD, ADV –Towns/Routes –Project Manager –Project Engineer Project Properties provide project information Allow searching and sorting Examples of Project Properties: –Project Title –FDP, DCD, ADV –Towns/Routes –Project Manager –Project Engineer

Project Properties Continued Project properties for a Transportation Project Project properties for a Transportation Project

General Information on Documents Any file uploaded into ProjectWise becomes a document Check Out/Check In Access Attributes: –Label –Main Category –Sub Category –Description –Name Any file uploaded into ProjectWise becomes a document Check Out/Check In Access Attributes: –Label –Main Category –Sub Category –Description –Name

Document Caching Check out –Copied to local computer –Automatic Save –Changes are saved to a local copy Check in –Changes are written back to the server Free –Changes are not written back to server Check out –Copied to local computer –Automatic Save –Changes are saved to a local copy Check in –Changes are written back to the server Free –Changes are not written back to server

“Check Out” Documents Checked- out document Documents Window “Check out” downloads a copy on your computer Locks the document and makes it read only “Check out” downloads a copy on your computer Locks the document and makes it read only

“Check in” Document(s) “Check in” uploads the modified document Various “check-in” options Check-in options: Check in – Uploads modified document Update Server copy – Replaces server copy but keeps it checked out Free – Removes a lock on a document (changes are not made to the document since it was checked out) Check-in options: Check in – Uploads modified document Update Server copy – Replaces server copy but keeps it checked out Free – Removes a lock on a document (changes are not made to the document since it was checked out)

Folder/Document Access Access is set up by groups Types of Access –Create –File Read –Read –File Write –Write –No Access Access is set up by groups Types of Access –Create –File Read –Read –File Write –Write –No Access

Searching for Projects & Folders & Documents Three ways to search in ProjectWise –Search by Form –Search Builder –Saved Searches Created by ProjectWise Admins Created by Users Three ways to search in ProjectWise –Search by Form –Search Builder –Saved Searches Created by ProjectWise Admins Created by Users

Document Search by Form Search Criteria Document Properties Document Properties File Properties File Properties Folder Properties Folder Properties

Project/Document Search – Search Builder Search Criteria Search for documents, folders or projects

ProjectWise - Other Basic Functions Audit Trail Project/Folder/Document Security Audit Trail Project/Folder/Document Security

Audit Trail Records document and folder activity Tracks all actions when a document was created, edited or deleted Records are reset after a certain point Records document and folder activity Tracks all actions when a document was created, edited or deleted Records are reset after a certain point

ProjectWise Security Access to projects, folders and documents is given to groups –Each Engineering discipline is a group If a group does not have access to a project, they will not see it in the datasource Access to projects, folders and documents is given to groups –Each Engineering discipline is a group If a group does not have access to a project, they will not see it in the datasource

Mathew Calkins

Digital Project Procedures Digital Project Development Manual Contract Documents –Plans –Specifications –Supplemental Submitting Contract Documents Processing of Contract Documents Demonstration Digital Project Development Manual Contract Documents –Plans –Specifications –Supplemental Submitting Contract Documents Processing of Contract Documents Demonstration

Digital Project Development Manual

Section 1 – Format Section 2 – Digital Signatures Section 3 – Submittal of Contract Documents Section 4 – Revisions Section 1 – Format Section 2 – Digital Signatures Section 3 – Submittal of Contract Documents Section 4 – Revisions

Contract Documents Creation and Format (FDP, Addendum, and Change Order) –Contract Plans –Contract Specifications –Supplemental Contract Documents Documents that are submitted to Processing at FDP Creation and Format (FDP, Addendum, and Change Order) –Contract Plans –Contract Specifications –Supplemental Contract Documents Documents that are submitted to Processing at FDP

Contract Plans Discipline Subsets (Section 1.9 & 1.10) List of drawings (Section 1.4) Sheet numbers (Section 1.6.2) “Watermarking” - Scanned image of the Designers signature (Section 2.4) Digital Signatures (Section 2) –01_General –02_Revisions –Design Subsets –Standards Discipline Subsets (Section 1.9 & 1.10) List of drawings (Section 1.4) Sheet numbers (Section 1.6.2) “Watermarking” - Scanned image of the Designers signature (Section 2.4) Digital Signatures (Section 2) –01_General –02_Revisions –Design Subsets –Standards

Discipline Subsets First subset always 01-General Second subset always 02- Revisions All other subsets Standard drawings are separate subsets –CTDOT_Highway_STD –CTDOT_Traffic_STD First subset always 01-General Second subset always 02- Revisions All other subsets Standard drawings are separate subsets –CTDOT_Highway_STD –CTDOT_Traffic_STD

Discipline Subset 01_General –Title Sheet –Legend Sheet –Detailed Estimate Sheets 01_General –Title Sheet –Legend Sheet –Detailed Estimate Sheets

Discipline Subset 02_Revisions –Index of Revisions (See section 1.4) 02_Revisions –Index of Revisions (See section 1.4)

Discipline Subset 03_(Generic Design Subset) –Contract Plans 03_(Generic Design Subset) –Contract Plans

Discipline Subsets Standard Subsets

Subset Requirements Sheet Numbers List of Drawings List of Subsets – 01_General “Watermarking” Digital Signature Sheet Numbers List of Drawings List of Subsets – 01_General “Watermarking” Digital Signature

Subset Requirements Sheet Numbers – Use a “Bates” numbering system –03.01 thru Placed using Adobe (section 1.6.2) Sheet Numbers – Use a “Bates” numbering system –03.01 thru Placed using Adobe (section 1.6.2)

Subset Requirements List of Drawings

Subset Requirements List of Drawings (cont.)

Subset Requirements List of Drawings (cont.)

Subset Requirements List of Subsets

Subset Requirements Watermarking – Scanned image of Designer’s Signature Placed using Adobe (section 2.4) Watermarking – Scanned image of Designer’s Signature Placed using Adobe (section 2.4)

Subset Requirements Digital Signatures –01_General – Three signatures –02_Revisions –Design Subsets – Principal –Standards – Principal signs index sheets Placed using Adobe (section 2.6) Digital Signatures –01_General – Three signatures –02_Revisions –Design Subsets – Principal –Standards – Principal signs index sheets Placed using Adobe (section 2.6)

Subset Requirements Digital Signature - Subset 01_General Principal Signs at FDP Manager and Administrator Sign after Processing Approves See section Digital Signature - Subset 01_General Principal Signs at FDP Manager and Administrator Sign after Processing Approves See section 2.6.1

Subset Requirements Digital Signature - Subset 02_Revisions Not signed at FDP See section Digital Signature - Subset 02_Revisions Not signed at FDP See section 2.6.2

Subset Requirements Digital Signature – Design Subset Principal See section Digital Signature – Design Subset Principal See section 2.6.3

Subset Requirements Digital Signature – Standards Subsets Principal See section Digital Signature – Standards Subsets Principal See section 2.6.4

Contract Plans – Addendum and Design Initiated Change Order Requirements –Discipline subsets Include only the changed sheets –Digitally signed on the first sheet –Sheet Numbers –“Watermarking” X’s will be placed on original sheets when change is approved for Advertising See Section 4 Requirements –Discipline subsets Include only the changed sheets –Digitally signed on the first sheet –Sheet Numbers –“Watermarking” X’s will be placed on original sheets when change is approved for Advertising See Section 4

Contract Specifications Specifications shall be created using current procedures Submitted in Word format in (1) zipped folder See section Specifications shall be created using current procedures Submitted in Word format in (1) zipped folder See section 3.2.5

Supplemental Contract Documents 8.5” x 11” PDF documents Not required to be digitally signed See section 1.4 for format, and section for upload information 8.5” x 11” PDF documents Not required to be digitally signed See section 1.4 for format, and section for upload information

Contract Documents Questions?

Submitting Contract Documents Document Attributes –Why we attribute documents –CTDOT Document Attributes Uploading Documents Document Attributes –Why we attribute documents –CTDOT Document Attributes Uploading Documents

Why we Attribute Documents Replaces need for subfolders Essential to ProjectWise views Allow for easier searching and sorting Essential in processing projects for Advertising Essential for Project organization Replaces need for subfolders Essential to ProjectWise views Allow for easier searching and sorting Essential in processing projects for Advertising Essential for Project organization

Document Attributes Discipline – Contract Documents = CT Main Category – Major category of documents Sub-Category – Secondary category of the documents Project Number Label – Short document description CTCode – Concatenation of attributes Discipline – Contract Documents = CT Main Category – Major category of documents Sub-Category – Secondary category of the documents Project Number Label – Short document description CTCode – Concatenation of attributes

Document Attributes Main and Sub Category

Document Attributes Project Number - taken automatically from the project properties Label –Contract Document label’s must be in accordance with the Digital Project Development Manual (Section 3) Project Number - taken automatically from the project properties Label –Contract Document label’s must be in accordance with the Digital Project Development Manual (Section 3)

Document Attributes CTCode –Combines all other attributes –Document name and file name CTCode –Combines all other attributes –Document name and file name

Uploading Documents Submittal Location Drag and Drop No Wizard –Allows for uploading without attributing Advanced Wizard –Allows for uploading and attributing (preferred) Document Name File Name Submittal Location Drag and Drop No Wizard –Allows for uploading without attributing Advanced Wizard –Allows for uploading and attributing (preferred) Document Name File Name

Uploading Documents Submittal Location –Contract Plan Discipline Subsets 100_Contract Plans Folder –Contract Specifications and Supplemental Contract Documents 240_Contract Development Folder Submittal Location –Contract Plan Discipline Subsets 100_Contract Plans Folder –Contract Specifications and Supplemental Contract Documents 240_Contract Development Folder

Uploading Documents No Wizard –After document is uploaded Attribute Change Document Name Change File Name No Wizard –After document is uploaded Attribute Change Document Name Change File Name

Uploading Documents Advanced Wizard (Preferred) –Attribute the document –Change document name and file name Advanced Wizard (Preferred) –Attribute the document –Change document name and file name

Uploading Documents Questions?

Processing Contract Documents Dynamic Security Review Process Processing’s Comments See section for Contract Plans workflow (FDP - Advertise) Dynamic Security Review Process Processing’s Comments See section for Contract Plans workflow (FDP - Advertise)

Processing Contract Documents Dynamic Security –States Document Transfer Processing Advertise Dynamic Security –States Document Transfer Processing Advertise

Processing Contract Documents Review Process –Processing - Comment on FDP subset –Designer - Submit DCD subset with comments incorporated –Processing – Compares FDP to DCD subset –Processing – Approves, plans get advertised Review Process –Processing - Comment on FDP subset –Designer - Submit DCD subset with comments incorporated –Processing – Compares FDP to DCD subset –Processing – Approves, plans get advertised

Processing Contract Documents Comments –Plans Comment reports for each discipline subset 240_Contract_Development Folder –Specifications and Supplemental Documents Comments will be forwarded Comments –Plans Comment reports for each discipline subset 240_Contract_Development Folder –Specifications and Supplemental Documents Comments will be forwarded

Processing Contract Documents Questions?

Demonstration Preparing the discipline subsets –Watermark –Sheet numbers –Digital Signatures Uploading the discipline subsets –Attributing –Document Searches Category Filter and Saved Searches Processing of Plans Preparing and submitting Addendums and Design Initiated Change Orders Preparing the discipline subsets –Watermark –Sheet numbers –Digital Signatures Uploading the discipline subsets –Attributing –Document Searches Category Filter and Saved Searches Processing of Plans Preparing and submitting Addendums and Design Initiated Change Orders

Contacts Julie Annino – (x2730) Bruce Bourgoin – (x2760) Matt Calkins – (x2988) Julie Annino – (x2730) Bruce Bourgoin – (x2760) Matt Calkins – (x2988)